Linlithgow Rose is committed to providing a safe environment for its players, supporters and volunteers.

The committee recognises and accepts its responsibilities to provide:

  • A safe environment

  • A safe system of operation

  • Safe management of spectators

  • Safe equipment and appropriate training

Linlithgow Rose manages the health and safety of its players, spectators and volunteers through a combination of effective risk management, provision of adequate training and guidance and continuous assessment of its facilities, plant and machinery to ensure that everything works as it should.


Martin Brown, LRFC Safety Officer, is responsible for ensuring that Linlithgow Rose complies as far as is practically possible with the Guide to Safety at Sports Grounds. He is supported in this by all Linlithgow Rose committee members.


  1. LRFC Health and Safety Roles & Responsibilities

Martin Brown

LRFC Safety Officer

  • Undertaking regular reviews of LRFC property, equipment and practices to assure compliance with good practice

  • Managing matchday interface with external stewards, police and emergency services (where applicable)

William Calder

LRFC Secretary

  • Undertakes pre-match liaison with opposition clubs, stewards, police and emergency services (where applicable)

Alan Lochtie

LRFC Physiotherapist

  • Ensures that the medical kit/equipment in the First Aid room is adequately stocked and, where replacement supplies are required, notifying the Secretary.

Gordon Mason

LRFC Groundsman

  • Responsible for identifying any equipment which is not working as it should or may cause risk to operators. In the event of identifying such equipment, raising awareness with the Safety Officer so that a “decommissioned” notice can be applied.

Julie Roy/Stuart McIntyre

LRFC Committee Members

  • Responsible for overseeing the effective operation of floodlights for training and matchdays.


Each of the above is supported by the entire Linlithgow Rose committee and may call upon the services of committee members to ensure that the club operates safely at all times.


 2. Consultation and Communication

It is standard practice for the club to consult with West Lothian Council each year to determine the safe capacity of Prestonfield. For 2018, that capacity has been slightly reduced to take account of the accessible viewing area which will be constructed in May 2018. The revised capacity is 2264 (2328 in 2017).


The club liaises with opponents before all matches where an attendance in excess of 500 is expected.


The club consults the police and ambulance service ahead of matches where an attendance in excess of 1000 is expected.


The club uses its tannoy system to convey all health and safety messages before and during matches.

Internally, the club expects every member of the committee to share any concerns or feedback on matters of health and safety at committee meetings in Monday evenings.


The club has a policy is not to employ any player under the age of 18. Martin Brown, Safety Officer is also LRFC Child Protection Officer and disseminates best practice to fellow committee members in relation to managing young people attending Linlithgow Rose fixtures.


 3. Competence and Training

All of our volunteers are trained or given guidance on how to use equipment. Nobody is expected to “guess” when it comes to safe handling of equipment.


Specific training is secured where necessary. For example, a number of the committee were trained by the British Heart Foundation on their “Heart Start Emergency Response Course.


Three members of the committee are qualified First Aiders through the SFA recognised Sports First Aid course.


The club works with professional stewards and the police where a large attendance is expected. The club builds on the experience of working with safety professionals and implements lessons learned for routine matches (defined as those where attendance is under 500).


In the event that there may be a risk to the safety of players or spectators, the club always responds to the advice of the match referee and abides by his decision on whether the stadium is deemed fit for play to go ahead.


 4. Planning and Implementation

Linlithgow Rose does not have a separate committee managing health and safety. All matters relating to health and safety management are considered within the body of the weekly committee meetings. As a matter of routine, these meetings consider:


  • all upcoming match arrangements,

  • weather forecasts,

  • feedback on issues identified with plant or equipment

  • outcomes and lessons learned

  • Further action necessary (e.g. purchase of equipment, training of volunteers etc)


 5. Spectator Care and Management

Linlithgow Rose adopts a sensible approach to the risk management of spectator health and safety. Matches will typically fall into a Low, Medium or High risk category. The club has extensive experience of spectator management and can readily estimate which matches are likely to fall into Medium or High risk.

Steps Taken to Manage Risk

Low Risk

Expected attendance under 500

  • Managed through internal club stewarding and normal liaison with opponents.

Medium Risk

Expected attendance 500 – 1000

  • Employment of professional stewards

  • Briefings between the Secretary, Safety Officer and Head of Stewarding

  • Bag and/or body searching to reduce risk of alcohol, glass containers or pyrotechnics being brought into the ground

  • Committee members readily identifiable by spectators through the wearing of logo’d hi-vis vests.

High Risk

Expected attendance over 1000

  • Liaison with club doctor and emergency services

  • Briefings between the Secretary, Safety Officer and Head of Stewarding

  • Bag and/or body searching to reduce risk of alcohol, glass containers or pyrotechnics being brought into the ground

  • Committee members readily identifiable by spectators through the wearing of logo’d hi-vis vests.



 6. Responsibility for Spectators

The club acknowledges its responsibility for managing the safety of spectators visiting Prestonfield. The risk assessment at 6 above sets out our basic risk management criteria. It is our ambition that the actions we take are proportionate to the risks presented by spectator numbers. Our approach to managing medical safety of players is aligned to the level at which the club operates.


 7. Controlling Spectator Numbers

Entry to Prestonfield is by numbered ticket at the Turnstile or by the production of a season ticket for league fixtures. The following procedures apply at the gate:


  • The starting number of each ticket roll (Full, Concession, Free u16) at each entry gate is noted by the Treasurer.

  • A ticket is issued to each spectator according to category (see above)

  • Season ticket holders show their ticket

  • The treasurer subtracts the first from the last number at each gate to determine the number of paying spectators.

  • For the purposes of understanding the overall crowd size at league fixtures, it is assumed that all season ticket holders may be in attendance.

  • There is no situation the club can envisage where the ground capacity will be threatened at a league fixture.

  • In the event that a Scottish Cup tie is considered likely to threaten the capacity limit at Prestonfield, the club will liaise with opponents and the authorities to determine whether access to the match should be by ticket only. Otherwise, the Treasurer will closely monitor all entry gates with a view to closing them if necessary.




 8. Stewards

If the club is stewarding its own fixtures (expected attendance under 500), club officials will normally be filling a dual role at the entry gates where they monitor the condition of spectators entering the stadium as well as undertaking fundraising duties selling half time lottery draw tickets.


If external stewards are required, the club secretary will oversee the booking arrangements. In addition to external stewards, club stewards will continue to undertake stewarding responsibilities.Club stewards can be identified by the LRFC logo’d hi-vis vests they are wearing.


The following policy applies when controlling and managing spectators into the ground:


  • Stewards are required to report no later than 1 hour prior to kick-off

  • If a large crowd is expected a meeting of the stewards will be held 1 ½ hours prior to the game

  • The Announcer will be responsible for directing evacuation procedures

  • Stewards or committee members will advise the Secretary and/or Safety Officer if there is evidence of disorder


 9. Contingency Plans

Contingency Plans come into force when:


  • There is evidence of disorder in the ground. Stewards will seek to calm disorder in the first instance but the Safety Officer or Secretary will determine whether the police are required to attend.

  • The start of a match is likely to be delayed (most typically by inclement weather). In such cases, no spectator will be allowed to access the stadium until the match referee has ade a final decision. Spectators outside the stadium and/or in the social club will be kept informed by club officials.


 10. Stadium Access

The stewards will ensure that

  • All routes are clear into the ground

  • Single file entry is the norm

  • Any incident which causes access to slow will be managed quickly and effectively


 11. Viewing Areas

Prestonfield is one of the best non-league stadiums in Scotland for spectator viewing. There is concrete terracing on three sides with a 308 capacity seated stand above the changing pavilion and a covered enclosure with capacity for several hundred on the other. A new accessible viewing facility will be in place by June 2018 with capacity for 2 – 3 wheelchair users and their companions.


There is a grass bank behind the goal at the west end of the stadium. This area is not included in any stadium capacity calculations. The club recognises the risks the grass bank can pose – particularly in wet weather and does not encourage its use in such conditions. Prior to the start of the 2017/18 season, there was a toilet facility on the grass bank but this has now been removed and supporters encouraged to use the toilet block adjacent to the stand instead. The club may seek to develop this area of the stadium at a future date but for now we try to balance the low risk to spectators with our acknowledgement that in good weather, the banking is an excellent area from which to watch the match whilst generations of young supporters have enjoyed the freedom that the grass offers to them to enjoy themselves.


 12. Fire Risk Assessment




Ignition Sources

Combustible Materials




Managing People in the Event of Fire


Main Stand

The main stand always has club officials present through every home fixture. Those officials will oversee the evacuation of the stand via the appropriate exit at the east or west end. Drills show that the stand can be evacuated in around two minutes. People with Club officials will support and assist less able spectators to descend from the stand safely. Risk of injury is deemed low.



The hospitality area can accommodate approximately 40 people and can be evacuated quickly and safely in seconds in the event of a fire – whether within hospitality or elsewhere in the vicinity. Risk of injury is deemed low.


Changing Areas

Access to the changing areas is restricted to players, match officials and club officials only. There are two entry points to the changing areas. Risk of injury is deemed low.


Area Outside the Changing Pavilion

Spectators, officials or players standing in the area outside the changing pavilion can evacuate easily onto the pitch. Risk of injury is deemed low.


Groundsman’s Stores

There is very limited access of personnel to the stores areas. All are familiar with he operation of equipment and can exit easily onto the pitch in the event of fire. Risk is deemed as low.


Tea Hut

There are a restricted number of people working in the tea hut area (normally no more than four). Exit in the event of fire is swift given the small internal area. Risk is deemed as low.


Means of Escape


Turnstiles All Turnstiles at both ends of the ground remain OPEN until the crowd has dispersed. Low risk.


Main Gates The Main Gates at the East and West end of the ground are padlocked but are opened by Gateman before the game starts. They remain on bolt until 10 minutes before the end of the Match when they are fully opened. Low risk


Social Club Gate This gate is used in an emergency. There is no bolt on the gate and it can be opened from inside the stadium. Low risk.


Tea Hut Should there be a fire break out in the Tea Hut the staff and supporters near the building should move to the Assembly Area at the Academy End (West) of the stadium or if they are to the east of the Tea Hut then they should assemble at the Social Club Assembly Area. Low risk.


Covered Enclosure There are two Assembly Areas on the Covered Enclosure side at the East and West ends of the stadium. Low risk.


Stand The seating capacity in the stand is 308. The stand has two exits one at each end. On the sound of the fire horn, spectators will use one or both exits and move to either the west or east end assembly areas or onto the pitch. The stand had a “fire vacuum” installed when constructed to prevent immediate spread from the changing area below. This is designed to support an orderly exit from the stand. Supporters with special needs will be assisted by club officials. Low risk.


Hospitality There is no cooker or hot food in the Hospitality area. If there is a fire, patrons will evacuate the building quickly and safely and move out to the nearest safe Assembly Area or the pitch. Low risk.


Pavillion Should the fire alarm go off in the pavilion, players and officials will evacuate the building through either of the two entry points doors and move out to the pitch or nearest Assembly Area. If possible the kit man (or other club official) will check both dressing rooms and the referees room.


Announcer Prior to the start of every game the match announcer will give a short resume of the Emergency Evacuation procedures.


 13. Control Measures


Staff/Committee Training


The Safety Officer has allocated club officials and deputies to ensure that the following roles or safety areas are always covered:


  • The alarm system can be easily accessed and deployed

  • Safe use of fire extinguishers

  • Escape routes are supported

  • Assembly areas are pointed out and attended

  • Supporters with additional needs will be assisted

  • Trained first aiders will be available to deal with or manage injuries pending arrival of the emergency services


 14. Monitoring and Measuring Performance


The Safety Officer will keep records of maintenance, inspections and actions arising.


The committee will always discuss lessons learned in the aftermath of games involving large attendances or unexpected incidents and ensure minutes reflect outcomes or actions arising.


 15. Reporting


  • All incidents to be reported to the Safety Officer or a member of the Committee

  • Spectators should feel comfortable giving information whether as suggestions for improvement or where a response is needed

  • The committee will review any incidents or lessons learned at their first scheduled Monday meeting

  • All incidents must be minuted

  • The committee will decide whether an incident needs further investigation. However, in cases of urgency, the President , Secretary and Safety Officer have authorisation to deal with it

    LAST UPDATE April 2018