How should a licensed premises record incidents- Recording incidents at a licensed premises is crucial for ensuring safety, compliance with legal regulations, and protecting the business in the event of disputes or investigations. Here's a step-by-step guide on how to properly record incidents at a licensed premises:
1. Incident Logbook or Digital System
Choose a Method: You can use a physical incident logbook or a digital system to record incidents. Many modern venues opt for digital platforms that provide easier access and reporting.
Keep Logs Accessible: The incident log should be easily accessible to staff but kept secure to ensure privacy. It should be stored in a location where it can be quickly retrieved by management or authorities if needed.
2. Record the Date and Time
Exact Time of Incident: Make sure to note the exact date and time when the incident occurred. This is critical for establishing a clear timeline of events.
Time of Report: Record when the incident was logged or reported to ensure a clear timeline of actions.
3. Capture Key Incident Details
Include the following details to ensure the incident is thoroughly documented:
Description of the Incident: Provide a clear and factual description of what happened. Avoid subjective or emotional language. Be as detailed as possible about the sequence of events.
Location: Specify where the incident took place within the premises (e.g., bar area, entrance, restroom, dance floor).
Parties Involved: Record the names, descriptions, or ID information of any individuals involved in the incident, including customers, staff, or third parties (e.g., security personnel). If a name is not known, a physical description should be included.
Witnesses: Include the names and contact details of any witnesses, whether they are staff or patrons.
Staff Involved: Document which members of staff were involved in handling or witnessing the incident. This may include bartenders, security staff, or managers.
4. Nature of the Incident
Type of Incident: Identify the type of incident, such as:
Anti-social behavior (e.g., fights, intoxication, disturbances)
Injuries or medical emergencies
Allegations of theft, assault, or harassment
Damage to property
Refusal of service (due to intoxication or fake ID)
Licensing breaches (e.g., serving alcohol after hours)
Police intervention or arrests
Severity: Classify the severity of the incident (minor, moderate, severe) to help prioritize follow-up actions.
5. Actions Taken
Initial Response: Describe the actions taken immediately after the incident. This could include:
Asking a customer to leave the premises.
Administering first aid.
Contacting the police, ambulance, or security personnel.
Refusing service or confiscating a fake ID.
Follow-up Actions: Record any follow-up actions taken by management or staff, such as reviewing CCTV footage, reporting the incident to authorities, or speaking with the parties involved.
Outcome: State the outcome of the incident, such as whether the issue was resolved on-site, if the individual was escorted off the premises, or if law enforcement became involved.
6. Evidence Collected
CCTV Footage: If your premises is equipped with CCTV, make a note of any relevant video footage that was captured. Record the time and camera location for easy retrieval if needed later.
Photographs: If possible, take photographs of any injuries, property damage, or other physical evidence that is relevant to the incident.
Physical Evidence: If any physical evidence was collected (e.g., a fake ID, damaged property), record it and ensure it's securely stored.
7. Medical Emergencies and First Aid
Injuries Sustained: Document any injuries sustained by individuals during the incident, including the severity of the injury and whether first aid or medical assistance was provided.
Medical Response: Record any first aid administered by staff, noting who provided the first aid and any medical treatment that was required.
Emergency Services: If emergency services (ambulance, police) were contacted, make a note of their arrival time and actions taken by them.
8. Record of Refused Service
If service was refused (e.g., due to intoxication, underage customers, or fake IDs), document the reason for refusal, the time it occurred, and how the situation was handled.
Include any details of confrontation or reactions from the individuals involved.
9. Reporting to Authorities
Police Involvement: If the police were called or involved, record the officer's name, badge number, and any statements or actions they took.
Incident Report Numbers: If authorities issue a report number (from the police, for example), make sure to include that in the log.
10. Sign-Off
Signature: The person logging the incident (whether a manager or staff member) should sign the record. For digital logs, ensure there is a digital signature or a secure method of confirming who made the entry.
Witness Signatures: If applicable, obtain signatures from any witnesses to confirm their account of the incident.
11. Regular Reviews
Management Review: Regularly review incident logs to identify trends or recurring problems. This can help inform future decisions on staffing, security, or licensing compliance.
Local Licensing Authorities: Some licensed premises may be required to submit incident reports to local licensing authorities. Ensure that you are compliant with these reporting requirements.
12. Incident Log Retention
Retention Period: Keep incident records for a specified period, usually 1–3 years depending on local laws and licensing requirements. These logs may be requested by licensing authorities or used as evidence if there are complaints or investigations.
Key Benefits of Incident Recording:
Compliance: Helps ensure your premises meets legal requirements, particularly in relation to alcohol licensing laws.
Protection: Provides a detailed account of incidents that can be used to defend the premises against legal claims or challenges.
Prevention: Identifying patterns in incidents can help management prevent future issues and improve overall safety and customer service.
Support Investigations: Detailed records assist in any internal or external investigations by providing a clear timeline and facts about the incident.
How should a licensed premises record incidents- Conclusion
By implementing a thorough and standardized process for recording incidents, licensed premises can demonstrate a commitment to safety, legality, and responsible operation.
Licensing Professionals provide training and advice for all matters relating to the Licensing Act 2003- Contact us for a FREE consultation
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