PEEPs for Building Managers

Implement effective evacuation procedures across your premises

Your Critical Role in Emergency Evacuation Safety

As a building manager, facilities manager, or property manager, you are often the linchpin that connects building owners, multiple tenants, service providers, and emergency services. Your decisions about building infrastructure, maintenance, equipment provision, and emergency coordination directly impact whether vulnerable people can evacuate safely. Whether you manage a single commercial building, a multi-tenanted office complex, a mixed-use development, or a residential property, effective PEEP implementation is your responsibility.

Why Building Managers Are Essential to PEEP Success

Building-wide oversight: You have the holistic view across all tenants and occupancies
Infrastructure control: You manage the physical building systems that enable or prevent safe evacuation
Coordination responsibility: You bridge between landlords, tenants, contractors, and emergency services
Legal accountability: Building managers often share or hold Responsible Person duties under Fire Safety Order 2005
Maintenance authority: You ensure evacuation equipment and systems remain functional
Emergency response: You may be first point of contact during actual fire events

Your Legal Position: Under the Regulatory Reform (Fire Safety) Order 2005, Responsible Persons include those with control over premises. Building managers frequently share this duty with tenants. You cannot abdicate responsibility by claiming “tenants handle their own fire safety.” Common areas, building systems, means of escape, and coordination between occupiers are typically your responsibility. Failure to provide adequate PEEP infrastructure can result in enforcement action against you personally or your employer.

Understanding Building Manager Responsibilities

Shared Responsibilities in Multi-Occupancy Buildings

In most multi-tenanted buildings, fire safety responsibilities are shared. Understanding who does what is critical:

Responsibility Area	Typically Building Manager	Typically Tenant/Occupier	Requires Coordination
Fire Risk Assessment	Common areas, building systems, external walls	Within their demised premises	Yes – interface areas, shared systems
Fire Alarm System	System maintenance, testing, monitoring, central panel	Not blocking sounders, reporting faults	Yes – testing schedules, alarm response
Means of Escape	Corridors, stairs, common routes, final exits, external paths	Routes within their premises to common areas	Yes – ensuring continuity of escape routes
Evacuation Equipment	Equipment in common areas, stairwells, refuges	Equipment within their own premises	Yes – adequate provision across building
Individual PEEPs	Building capability assessment, infrastructure provision	Identifying their staff/visitors needing PEEPs, creating plans	Yes – sharing information, coordinated drills
Refuges	Design, construction, maintenance, communication systems	Knowing location, including in PEEPs	Yes – management protocols, testing
Fire Doors	Common area doors, final exit doors	Doors within their premises	Yes – no propping open, maintenance standards
Fire Drills	Coordinating building-wide drills, common area evacuation	Evacuating their staff, testing their PEEPs	Yes – scheduling, communication, learning
Emergency Lighting	Common areas, escape routes, testing, maintenance	Within their premises	Minimal – mainly building manager responsibility
Liaison with Fire Service	Building information, access arrangements, fire safety order compliance	Their internal procedures	Yes – sharing building-wide evacuation strategy

Your Core PEEP-Related Duties

As building manager, these are your non-delegable responsibilities:

Building Capability Assessment: Understand whether your building can accommodate people with disabilities evacuating safely
Infrastructure Provision: Provide necessary physical infrastructure (refuges, accessible routes, visual alarms, evacuation equipment)
Maintenance: Keep all PEEP-related systems and equipment functional and tested
Coordination: Facilitate cooperation between tenants on fire safety and evacuation matters
Communication: Share building information with tenants to help them create effective PEEPs
Emergency Response: Have procedures for managing actual evacuations including vulnerable persons
Record Keeping: Maintain documentation demonstrating PEEP provision compliance

Service Charge Considerations: PEEP-related infrastructure (refuges, visual alarms, evacuation equipment in common areas, maintenance, testing) is typically recovered through service charges. Ensure your service charge provisions cover these costs. Budget adequately – fire safety is not an area to economize. Transparent communication with tenants about fire safety investments helps justify costs and builds cooperation.

Documenting Your Arrangements

Create and maintain these key documents:

Building Fire Risk Assessment: Comprehensive FRA including PEEP provisions
Fire Safety Manual: Building-specific procedures including PEEP coordination
Tenant Fire Safety Guide: Information pack for tenants on building systems and their responsibilities
Evacuation Strategy Document: Clear statement of evacuation approach (simultaneous, phased, stay-put)
Equipment Register: Inventory of all evacuation equipment with locations and maintenance schedules
Maintenance Records: Evidence of testing and servicing for all fire safety systems
Emergency Contact List: 24/7 contact details for building manager, duty officers, key tenants
Building Information for Fire Service: Plans, PEEP provisions, hazards, access details

Multi-Occupancy Guidance

Types of Multi-Occupancy Buildings

Each building type presents different PEEP challenges:

Commercial Office Buildings

Multiple employers in one building
Varied working patterns and hours
Hot-desking and flexible workspace trends
Visitor management challenges
Shared reception and common facilities

Mixed-Use Developments

Residential above retail/commercial
Different occupancy patterns (24/7 residential vs business hours commercial)
Separate access arrangements
Fire spread between different uses
Coordination complexity

Shopping Centres/Retail

High public occupancy
Transient population (visitors, not regulars)
Multiple retail tenants
Varied accessibility (some stores better than others)
Customer assistance requirements

Industrial/Business Parks

Multiple standalone units
Varied industrial processes and risks
Shared external areas only
Heavy goods vehicle movements
Limited building-wide coordination

Residential Blocks

Individual leaseholders/tenants
Varying resident capabilities
24/7 occupancy including sleeping
Resident engagement challenges
Building Safety Act requirements (if HRB)

Hotels

Transient guests unfamiliar with building
Sleeping risk
International visitors (language barriers)
24/7 staffed reception
Guest assistance procedures

Coordination Framework for Multi-Occupancy

Establish formal coordination mechanisms:

Fire Safety Coordination Committee

Membership: Building manager (chair), representative from each tenant, fire safety officer/consultant
Frequency: Quarterly meetings minimum; additional meetings after incidents or significant changes
Agenda items: Fire risk assessment updates; PEEP provisions; equipment and maintenance; drill planning and review; incident reporting; regulatory changes; improvement actions
Documentation: Minutes circulated; actions tracked; decisions recorded
Authority: Committee makes recommendations; building manager implements (with landlord approval if needed)

Tenant Responsibilities Schedule

Create clear written schedule (often in lease or fire safety manual):

What building manager provides (common area safety, building systems, evacuation infrastructure)
What tenants must do (their own FRA, staff training, individual PEEPs, cooperation with drills)
How interface works (reporting requirements, access for inspections, equipment sharing)
Consequences of non-compliance (lease breach, potential enforcement action)

Communication Channels

Routine communications: Email bulletins, tenant portal, notice boards
Fire drill notifications: Advance notice, date/time, tenant actions required
System testing: Inform tenants of alarm tests to avoid confusion
Emergency communications: 24/7 building manager contact; emergency action plan
Feedback mechanisms: How tenants raise fire safety concerns

Best Practice – Tenant Welcome Pack: Create comprehensive welcome pack for new tenants including: building fire risk assessment summary, evacuation strategy, fire alarm system information, refuge locations, evacuation equipment locations, building manager contact details, emergency procedures, their PEEP responsibilities, drill schedule, and fire safety rules (no propping doors, no blocking routes, etc.). Deliver in person at handover with walkthrough of escape routes.

Managing Tenants Who Don’t Comply

Dealing with non-cooperative tenants is a common challenge:

Progressive Response

Informal discussion: Friendly reminder of responsibilities; offer assistance
Formal written notice: Letter citing lease obligations and Fire Safety Order duties
Site inspection: Exercise right to inspect (if in lease); document non-compliances
Landlord escalation: Report to building owner; consider lease enforcement
Fire and Rescue Authority liaison: If serious risk, consider alerting FRA (last resort)

Common Tenant Non-Compliances

Propping open fire doors: Defeats compartmentation; high priority to address
Blocking common escape routes: Storage, bikes, furniture in corridors/stairs
Not participating in drills: Undermines building-wide evacuation capability
Not providing PEEP information: Prevents coordinated response for their staff
Alterations affecting fire safety: Demising walls, doors, alarm systems modified without approval

Legal Recourse: Lease agreements typically include fire safety obligations. Persistent breach is grounds for lease enforcement action. However, litigation should be last resort. Most tenant non-compliance stems from lack of understanding, not willful disregard. Education, cooperation, and clear communication usually resolve issues. Reserve legal action for serious, persistent breaches that create genuine risk.

Visitor and Public Access Considerations

Buildings with public access require additional PEEP provisions:

Reception/Security Procedures

Reception staff ask visitors if they require assistance to evacuate
Log visitors needing assistance (name, location visiting, assistance type)
Alert host/tenant that visitor needs evacuation assistance
Brief visitor on alarm type, evacuation procedure, assembly point
Provide visitor with building evacuation card if available

Contractor Management

Pre-work briefing includes evacuation procedures
Contractor provides PEEP information for their staff if needed
Permit-to-work systems flag any contractors with PEEPs
Adequate evacuation provision where contractors working (may need temporary equipment)

Public Event Management

Event organizers asked to assess attendee needs
Additional staff/stewards for large events
Evacuation equipment staged near event spaces
Public address system briefing on evacuation procedures
Designated assistance points for those needing help

Equipment Recommendations

Evacuation Equipment Needs Assessment

Determine what equipment your building requires based on:

Assessment Criteria

Building height: Multi-storey buildings require stair descent equipment
Occupancy type: Healthcare needs more equipment than typical offices
Population data: Number of occupants; proportion likely to need assistance
Existing capabilities: Lifts, evacuation lifts, refuge provision
Tenant information: Known employees/residents with PEEPs
Visitor patterns: High public access buildings need more equipment

Equipment Quantity Calculations

Use these guidelines to determine equipment quantities:

Evacuation chairs: Minimum one per staircase per two floors above ground; more for high-occupancy buildings
Rule of thumb: For office buildings, assume 2-3% of population may need assistance (wheelchair users, mobility impairments, temporary injuries)
Simultaneous evacuation: If full building evacuates at once, need sufficient equipment for all PEEP individuals to evacuate without waiting
Geographic distribution: Equipment on multiple floors so users don’t need to go far
Spare capacity: Account for equipment being removed for maintenance/cleaning

Equipment Procurement Guide

Equipment Type	Purpose & Application	Key Selection Criteria	Typical Cost Range
Evacuation Chairs	Transport wheelchair users and mobility-impaired down stairs	Weight capacity (150-180kg standard, 250-300kg bariatric); stair width compatibility; operator requirements (1-2 people); storage footprint	£800-£2,000 (standard); £2,000-£4,000 (bariatric)
Evacuation Sheets/Sleds	Horizontal evacuation of people who cannot walk	Weight capacity; material durability; handle configuration; single-use vs reusable; surface compatibility	£150-£400 (reusable); £15-£30 (single-use)
Transfer Wheelchairs	Temporary mobility for those who can sit but not walk far	Lightweight for maneuverability; narrow width for doorways (typically 600mm); folding for storage; easy-roll wheels	£150-£400 per chair
Visual Alarm Devices (VADs)	Alert deaf/hearing impaired occupants to fire	BS 5839-1:2017 compliance; flash rate 0.5-2Hz; light output ≥0.4 cd/m²; synchronization capability; mains and battery backup	£80-£200 per device; installation £100-£300 per device
Vibrating Pagers	Personal alert devices for deaf individuals	Radio or WiFi connectivity; battery life; robust casing; test button; individual addressing capability	£150-£400 per pager; base station £500-£2,000
Refuge Communication Systems	Two-way communication from refuge to control point	BS 5839-9 compliance; clearly audible at both ends; visual indication at panel; hearing aid compatibility; emergency power backup	£400-£800 per refuge point; central panel £1,500-£5,000
Emergency Evacuation Lighting	Ensure visibility during power failure	BS 5266 compliance; minimum 1 lux on escape routes; 3-hour duration; regular testing capability; accessible mounting	£40-£150 per fitting; emergency exit signs £30-£100 each
Megaphones/PA Systems	Communication during evacuation (especially large buildings)	Audibility range adequate for building; battery backup; handheld vs fixed; weatherproof for external use	£80-£400 (handheld); £2,000-£10,000+ (fixed PA system)

Equipment Storage Solutions

Proper storage is critical for equipment accessibility and longevity:

Storage Location Criteria

Accessible 24/7: No locked rooms requiring keys that may not be available
Visible: Clear signage; illuminated if possible
Protected: Not in areas exposed to weather, vandalism, or misuse
Strategic positioning: Adjacent to stairs for evacuation chairs; on multiple floors for geographic coverage
Unobstructed: Clear floor space around storage; no items blocking access
Stable: Secure mounting or storage so equipment doesn’t fall

Storage Solutions by Equipment Type

Evacuation chairs: Wall-mounted brackets at top of stairs; freestanding if space permits; protective cover to prevent dust/damage
Wheelchairs: Dedicated storage alcoves; folded if not frequently used; wheel locks engaged
Evacuation sheets: Wall-mounted dispensers or cabinets; multiple locations per floor
Vibrating pagers: Charging station at reception or security desk; clear sign-out/return system

Signage Requirements

Location signs: Green background with white text/symbols indicating equipment type and location
Directional arrows: If equipment not immediately visible, arrows showing direction
Pictograms: Universal symbols (wheelchair, hearing aid, etc.) for clarity
Illuminated signage: Photoluminescent or electrically illuminated in low-light areas
Multilingual text: Consider in buildings with diverse populations

Best Practice – Equipment Mapping: Create building floor plans showing all evacuation equipment locations. Include on fire action notices, in fire safety manual, on building intranet. Share with all tenants and emergency services. Update whenever equipment relocated. Use colour coding (red = evacuation chairs, blue = wheelchairs, yellow = refuge points, etc.) for quick reference.

Equipment Maintenance Programme

Establish robust maintenance regime to ensure equipment is functional when needed:

Maintenance Schedule

Frequency	Checks Required	Who Performs
Daily (Visual)	Equipment in correct location; no visible damage; signage present; access not blocked	Security/cleaning staff during patrols
Weekly	Quick functional check (wheels turn, straps intact, etc.); clean if dusty	Facilities staff or designated person
Monthly	Detailed inspection using manufacturer checklist; test moving parts; check weight limits clearly marked; verify instructions legible	Competent facilities staff or maintenance contractor
6-Monthly	Comprehensive inspection and testing; check all fixings secure; test weight capacity (if practical); professional clean; update maintenance log	Manufacturer service or qualified maintenance provider
Annually	Full service per manufacturer specification; replace worn parts; load test evacuation chairs; certify equipment fit for purpose	Manufacturer authorized service provider
After Each Use	Inspect for damage; clean per infection control standards; test functionality; return to service or flag for repair	Facilities staff immediately after incident

Maintenance Documentation

Equipment register: List of all equipment with serial numbers, locations, purchase dates
Maintenance log: Record of all checks and servicing with dates, findings, actions
Defect reports: System for reporting and tracking equipment faults
Service certificates: Retain certificates from manufacturer servicing
Replacement schedule: Plan for equipment replacement at end of service life (typically 10-15 years)

Dealing with Defective Equipment

Immediate withdrawal: Tag defective equipment “DO NOT USE” and remove from service
Notification: Inform all tenants if equipment unavailable; explain temporary arrangements
Temporary replacement: Source hire equipment if defect cannot be repaired quickly
Repair or replace: Engage manufacturer or authorized repairer; if beyond economic repair, replace
Testing before return: Test repaired equipment before placing back in service
Documentation: Record defect, actions taken, cost, time out of service

Refuge Area Specifications

When Refuges Are Required

Refuges are fire-resistant areas where people can await assistance during evacuation. They’re typically required when:

Multi-storey buildings: Generally required on upper floors in buildings over two storeys if no evacuation lift
Limited alternative routes: When accessible escape routes cannot be provided from all areas
Occupancy vulnerability: Buildings with high proportion of people who cannot use stairs
Complex layouts: Where direct access to final exit not possible for all persons
Large floor areas: Extended travel distances where rest points needed

Refuge vs Evacuation Lift: Evacuation lifts (firefighting lifts designed for evacuation use) can reduce or eliminate need for refuges. However, they’re expensive (£100,000-£500,000+) and typically only feasible in new construction or major refurbishment. For existing buildings, refuges usually most practical solution. Combination approaches (some refuges plus evacuation lift) often optimal in large buildings.

Refuge Design Standards

Refuges must comply with BS 9999:2017 and Approved Document B requirements:

Location and Access

Adjacent to protected stairway: Immediately beside stairwell for firefighter access
Not within the stairwell itself: Refuge must not obstruct others evacuating via stairs
Protected lobby: Refuge should be within fire-resisting enclosure, ideally with lobby between refuge and stairs
Accessible from floor area: Accessible without entering protected stairway (avoid ambulant evacuees crossing path)
Multiple locations: At least one per floor; more if floor plate large or complex

Size and Capacity

Minimum size per person: 900mm x 1400mm clear floor space for each wheelchair user
Capacity calculation: Assess likely number of wheelchair users per floor; provide for this number plus 50% contingency
Example: Office floor with 100 occupants, assume 3% wheelchair users (3 people) = 3 spaces + 50% = minimum 4 spaces = 5.0m² (4 × 1.26m²) clear floor area
Door width: Minimum 850mm clear opening width for wheelchair access
Headroom: Minimum 2.0m clear height

Fire Resistance

Enclosure: Fire-resisting walls, floor, and ceiling to same standard as protected stairway (typically 30 or 60 minutes)
Door: Fire-resisting door with self-closer (FD30 or FD60 to match enclosure)
Penetrations: All service penetrations fire-stopped to required standard
Structural protection: Structural elements within refuge protected to required period

Communication Systems

Two-way communication essential for refuge functionality:

Standard: BS 5839-9:2021 (Emergency voice communication systems)
Outstation: Device in refuge allowing occupants to call for help
Master panel: Central panel at manned location (reception, security, building control room)
Visual indicator: Light or display at master panel showing which refuge is calling
Call button: Clearly marked push button at accessible height (900-1200mm)
Loudspeaker/microphone: Clear audio in both directions; speech intelligibility ≥0.5 STI
Hearing aid compatibility: Induction loop for hearing aid users
Testing: Weekly functional test; annual full service including speech intelligibility testing

Signage and Wayfinding

Directional signs: Signs on escape routes showing refuge location and direction
Refuge identification: Sign on/beside refuge door with standardized symbol (wheelchair + figure)
Internal instructions: Notice inside refuge explaining how to use communication system and what to expect
Photoluminescence: Signs visible in low light (photoluminescent or illuminated)
Tactile information: Braille and raised text on signs for visually impaired users

Additional Provisions

Emergency lighting: Dedicated emergency light within refuge (minimum 3-hour duration)
Ventilation: Natural or mechanical ventilation to prevent overheating and smoke ingress
Clear space: No storage, building services equipment, or obstructions within refuge
Floor marking: Consider marking refuge floor area to prevent encroachment
Seating: Not required (may encourage inappropriate long-term use) but fold-down seat acceptable

Refuge Management Procedures

Physical refuge provision is insufficient without operational procedures:

Use Protocols

Primary evacuation: Refuges are secondary measure; persons with PEEPs should evacuate with assistance if possible
When to use refuge: If designated assistants unavailable; if evacuation route blocked; if person cannot wait for assisted evacuation in normal location
Communication: Person immediately uses communication system to alert control point
Control point response: Log refuge occupancy; immediately inform Fire Service on arrival; dispatch assistance if safe to do so
Reassurance: Control point maintains communication with refuge occupants; explains help is coming
Firefighter evacuation: Fire Service will evacuate refuge occupants as priority upon arrival
Never abandon: Refuge occupants must never be forgotten; positive confirmation of safe evacuation required

Monitoring and Testing

Daily visual inspection: Refuge clear of obstructions; door closes properly; signage visible
Weekly communication test: Test call from each refuge to control point; verify audio quality and visual indication
Monthly full inspection: Check fire door condition, emergency lighting, ventilation, cleanliness
Quarterly drill: Practice refuge use during fire drill; test communication with “occupants” in refuge
Annual service: Professional service of communication system; test under emergency power

Common Refuge Problems: Storage use: Refuges used for storage of equipment, files, cleaning materials – strictly prohibited; Communication failures: Systems not tested regularly; batteries flat; master panel unmanned; Access blocked: Furniture, bikes, boxes blocking refuge door; Improper modifications: Building works compromising fire resistance; Lack of awareness: Occupants don’t know refuges exist or how to use them. Address these through regular inspections, clear policies, and tenant communication.

Alternative Strategies Where Refuges Not Feasible

Some buildings cannot accommodate refuges (insufficient space, structural constraints, listed building restrictions). Alternatives:

Enhanced horizontal evacuation: Use robust compartmentation to evacuate to adjacent fire compartment on same floor
Evacuation lift provision: Install or upgrade lift to evacuation standard
Workspace relocation: Offer ground floor workspace to vulnerable occupants
Staffing enhancement: Ensure adequate trained staff always available to assist evacuation
Building limitation: Limit occupancy to persons who can self-evacuate (employment law implications; last resort)

Coordination Protocols

Building-Wide Emergency Management Structure

Establish clear command and control for fire emergencies:

Roles and Responsibilities

Building Fire Safety Manager (You)

Overall responsibility for building fire safety
Coordinator between tenants, landlord, emergency services
Decision maker for building-wide actions
Interface with Fire and Rescue Service on arrival
Post-incident investigation and reporting

Building Duty Manager (24/7 Role)

First responder during out-of-hours incidents
Alarm investigation and initial response
Building system operation (smoke control, firefighting lifts)
Communication with control room/monitoring station
Emergency services liaison until senior manager arrives

Tenant Fire Wardens/Marshals

Responsible for evacuating their tenant’s premises
Check their areas clear
Assist with PEEPs in their area
Report status to building coordinator
Account for their staff at assembly point

Reception/Security Staff

Monitor fire alarm panel
Alert building manager/duty manager
Manage visitor evacuation
Direct arriving emergency services
Control building access during incident

Facilities/Maintenance Staff

Support evacuation equipment deployment
Operate building systems if required
Provide local knowledge to emergency services
Post-incident building safety assessment
Secure building after evacuation

Emergency Action Plan

Create comprehensive written plan covering:

Alarm Activation

Immediate actions: Who investigates? How quickly? What if confirmed fire?
Alarm types: Distinguish between automatic detection, manual call point, system fault
Silencing policy: When can alarm be silenced? Who authorizes? (Generally, never silence until evacuation complete and fire service give permission)

Evacuation Procedures

Evacuation strategy: Simultaneous, phased, or stay-put (with conditions for abandoning stay-put)
Tenant responsibilities: Each tenant evacuates their staff following their PEEP procedures
Common area responsibility: Building staff sweep common areas, toilets, meeting rooms
Visitor evacuation: Reception/security assist visitors; those needing help prioritized
Refuge checking: Designated person checks all refuges; confirms occupancy to fire service
Assembly points: Primary and secondary assembly points; marshaling procedures

Communication During Incident

Internal communications: How building manager communicates with tenant fire wardens
PA system use: Who can make announcements? What messages appropriate?
Mobile phone tree: Contact cascade for alerting key personnel out-of-hours
External communications: Who speaks to media, neighbouring buildings, public

Fire Service Liaison

Meeting point: Where to meet arriving fire service (usually main entrance)
Information to provide: Building plans, PEEP summary, hazards, location of fire, persons unaccounted for
Building information box: Secure box at entrance with keys, plans, PEEP information, hazard data
Handover: Building manager briefs incident commander; follows their instructions

Re-Entry and Business Continuity

Re-entry authorization: Only after fire service permission; building manager assesses safety
Phased re-entry: Unaffected areas first; damaged areas may remain closed
Communication: Keep tenants informed of timescales; alternative arrangements if prolonged closure
Incident debrief: Formal review with all parties; lessons learned; action plan

Fire Drill Coordination

Building-wide fire drills require careful planning:

Drill Planning

Frequency: Minimum annually for whole building; some areas may need more frequent drills
Scheduling: Give tenants 2-4 weeks notice; choose day/time minimizing disruption but testing realistic scenarios
Objectives: What are you testing? (Evacuation times, PEEP procedures, communication, equipment use)
Scope: Full evacuation or designated floors only?
Observers: Assign observers to monitor; use checklists to record findings
Emergency services: Consider inviting fire service to observe; provides valuable feedback

Tenant Briefing

Advance notice: Email and posted notices confirming date/time
Tenant actions: Remind them to evacuate staff; test their PEEPs; report back to building manager
Visitor management: Tenants responsible for evacuating their visitors
Equipment use: Encourage testing evacuation equipment where individuals consent
Post-drill feedback: Request tenant feedback on drill effectiveness

Drill Execution

- Activation: Activate fire alarm at planned time; simulate realistic scenario
- Observation: Observers positioned at key points (stairs, refuges, exits, assembly point)
- Timing: Record evacuation times by floor/area
- Monitoring: Watch for issues (blocked routes, confusion, non-participation, equipment problems)
- Roll call: Tenant fire wardens report headcount; identify any missing persons (simulation only)
- All clear: Building manager declares drill complete; authorize re-entry

Post-Drill Evaluation

Drill Debrief Checklist

All areas evacuated within acceptable timeframe

Evacuation routes clear and used appropriately

Tenants evacuated their staff and reported status

PEEPs tested successfully (where individuals participated)

Evacuation equipment accessed and used correctly

Refuge communication systems tested and functional

Fire doors closed properly and weren’t propped open

Assembly point management effective

Communication between building manager and tenant wardens worked

Any near-misses or safety concerns identified

Lessons learned documented

Action plan created with responsibilities and deadlines

Drill Documentation

- - Drill report: Date, time, participants, scenario, observations, times, issues, recommendations
  - Photographic evidence: Photos of evacuation in progress (ensure privacy compliance)
  - Tenant feedback: Collate feedback from all participating tenants
  - Action plan: Clear actions with owners and deadlines to address issues
  - Distribution: Share report with landlord, tenants, fire service (if participated)
  - Records retention: Retain drill records for minimum 5 years

Best Practice – Varied Drill Scenarios: Don’t always test the same scenario. Vary drill conditions: different times of day; different alarm zones; simulate blocked exits requiring alternative routes; test refuge procedures; practice equipment use; simulate absent fire wardens. This identifies weaknesses that routine drills miss and builds genuine preparedness rather than learned behavior.

Incident Reporting and Learning

Reportable Events

- - Actual fires (regardless of size)
  - Fire alarm activations (including false alarms)
  - Evacuation incidents (injuries, near-misses, difficulties)
  - PEEP failures (equipment unavailable, assistance not provided, refuge issues)
  - Building system failures affecting fire safety
  - Dangerous occurrences (near-miss incidents that could have caused harm)

Investigation Process

- 1. Immediate recording: Capture details while fresh (who, what, when, where, witnesses)
  2. Evidence preservation: Photos, equipment condition, witness statements, CCTV if relevant
  3. Root cause analysis: What happened? Why did it happen? What prevented harm? What could prevent recurrence?
  4. Recommendations: Specific actions to prevent recurrence
  5. Reporting: Report to landlord, insurers, Fire and Rescue Authority (if serious), HSE (if RIDDOR reportable)
  6. Implementation: Ensure recommendations acted upon; track to completion
  7. Review: Verify implemented actions effective

Sharing Learning

- Tenant communication: Share relevant learnings with all tenants (anonymized)
- Fire safety committee: Discuss incidents and learnings at regular meetings
- Training updates: Incorporate lessons into training programmes
- Procedure revisions: Update emergency plans to reflect learnings
- Industry sharing: Consider sharing case studies with wider property management community

Common Building Management Challenges

Challenge	Solutions
Tenants won’t share PEEP information	Explain you need to know if building infrastructure adequate, not individual details; request only summary data (number of PEEPs by floor, types of needs); emphasize confidentiality and data protection compliance; make clear this is their legal duty under FSO cooperation requirements
Budget constraints limiting equipment purchase	Prioritize based on risk (upper floors first; high occupancy areas); phased procurement plan; explore service charge cost recovery; compare cost of equipment vs enforcement fines or legal liability; consider lease equipment as interim measure
Listed building restrictions on refuges/VADs	Engage specialist heritage consultants; Local Authority conservation officers often pragmatic about life safety; explore non-invasive options (portable equipment, wireless VADs); document attempts to find solutions; may need to accept operational limitations and communicate to tenants
Building design makes accessible evacuation very difficult	Obtain professional fire engineering advice; may need Building Regulations relaxation (Section 7); consider major works if risk too high; in extreme cases may need to limit building use (employment law/discrimination implications); be honest with tenants about limitations
Tenant alterations affecting fire safety	Lease should require landlord consent for alterations; require fire safety impact assessment before approving; include post-completion certification requirements; regular inspections to detect unauthorized alterations; clear penalties for breaches
Out-of-hours coverage (nights, weekends)	Security service contract should include fire response duties; provide training to security staff; clear protocols for out-of-hours incidents; ensure senior manager on-call 24/7; consider remote monitoring of critical systems
Equipment vandalism or theft	Secure storage with controlled access where possible; CCTV coverage of equipment locations; regular checks to identify missing items quickly; build contingency stock; investigate patterns and address root causes
High tenant turnover disrupting continuity	Robust handover process for incoming tenants; standard welcome pack with fire safety info; mandatory induction meeting; update building PEEP register regularly; maintain institutional knowledge with permanent building staff
Multiple small tenants uncoordinated	Create tenant fire safety network; regular communication via email bulletin; standardized expectations in lease schedule; consider appointing building fire warden from facility team to coordinate; shared training sessions for multiple tenants
Lack of senior management support for fire safety investment	Present business case emphasizing legal risk, liability exposure, reputational damage; use examples of enforcement actions against similar buildings; obtain independent fire safety audit showing gaps; frame as protecting building value and tenant retention

Building Manager’s PEEP Toolkit

Access comprehensive resources designed specifically for building and facilities managers implementing PEEP systems across multi-occupancy premises. Download equipment procurement guides, tenant communication templates, and refuge specification checklists. Access Building Manager Resources

Quick Reference for Building Managers

Your PEEP Implementation Roadmap

Assess current state: Review fire risk assessment; identify PEEP-related gaps; understand tenant needs
Develop strategy: Determine evacuation approach; identify infrastructure needs; create budget and timeline
Secure approvals: Present plan to landlord/owners; obtain budget approval; agree procurement
Install infrastructure: Refuges, VADs, communication systems, equipment storage
Procure equipment: Evacuation chairs, wheelchairs, evacuation sheets, signage
Establish protocols: Written procedures; roles and responsibilities; emergency plans
Engage tenants: Communication; coordination meetings; shared responsibilities agreement
Train staff: Building staff competency; equipment use; emergency procedures
Test systems: Fire drills; equipment functionality; refuge communication; tenant cooperation
Review and improve: Regular audits; incident learning; continuous enhancement

Monthly PEEP Management Checklist

Regular Management Tasks

Visual check all evacuation equipment in place and accessible

Test refuge communication systems

Inspect refuges clear of obstructions

Review PEEP-related maintenance logs

Check fire door condition (no propping, self-closers working)

Verify escape routes clear

Review any PEEP-related incidents or near-misses

Update tenant PEEP information register if changes notified

Ensure 24/7 duty manager coverage maintained

Verify emergency contact list current

Key Performance Indicators for PEEP Systems

Equipment availability: Target 100% of specified equipment functional and in place
Maintenance compliance: Target 100% of scheduled maintenance completed on time
Tenant engagement: Target 100% of tenants providing annual PEEP summary data
Drill participation: Target 100% of tenants participating in annual drill
Incident rate: Track PEEP-related incidents (equipment unavailable, assistance not provided); aim for downward trend
Response time: Track time from alarm to evacuation complete; monitor for concerning trends
Training currency: Target 100% of building staff with in-date PEEP training

When to Seek Expert Help

Engage Specialists When: Building design makes accessible evacuation very challenging; Fire and Rescue Authority raised concerns or issued enforcement; Multiple PEEP individuals on upper floors with no refuge provision; Tenant reported serious concerns about PEEP capability; Incident revealed major gap in provisions; Planning major refurbishment; Listed building constraints; Complex mixed-use building; Transitioning from stay-put to simultaneous evacuation strategy. Fire safety consultants, access consultants, and fire engineers can provide solutions saving time, money, and reducing risk.

Remember: You are the orchestrator of fire safety across your building. Tenants rely on you to provide infrastructure. Vulnerable occupants depend on your systems working when needed. Emergency services expect you to manage building-wide response. Effective PEEP implementation demonstrates professional competence, protects lives, reduces legal risk, and builds tenant confidence. Invest time and resources appropriately – this is fundamental to your role. When incidents occur, you want to be able to say “we had robust systems in place and they worked” rather than explaining why you didn’t act despite knowing the risks.