BEST PRACTICE
Expect the unexpected
Alliance early years development officer Ruth Richardson explains why emergency planning is such an important part of early years practice and how it helps keep
children safe
Ruth is an early years development officer, specialising in EYFS/ Ofsted, outdoor learning and loose parts play.
Emergencies can happen at any time, and for those working in early years settings – whether in a nursery or preschool, or as a childminder – being prepared is essential. Young children are particularly vulnerable in crisis situations, so having a clear, well-practiced emergency plan is not just a regulatory requirement; it’s a vital part of safeguarding.
Children rely entirely on adults for their safety and wellbeing. In an emergency, such as a fire, flood, medical incident, or security threat, quick and calm action can make all the difference.
Having adequate and effective emergency planning:
￭ protects lives by ensuring staff know what to do immediately
￭ reduces panic through clear procedures and regular drills
￭ meets statutory requirements, such as those outlined in the Early Years Foundation Stage (EYFS) Framework
￭ builds trust with parents and carers, who expect their children to be safe
What should an emergency plan cover?
An effective emergency plan should be tailored to your setting but generally includes:
Risk assessment: This should identify potential hazards: fire, severe weather, power outages, intruders and medical emergencies. You should also consider local risks, such as proximity to rivers (flooding) or busy roads.
Evacuation procedures: Your evacuation procedures should ensure that all children and staff can exit the setting building quickly and safely using clearly marked and unobstructed escape routes. In the event of an evacuation, staff should guide children to the designated assembly point, where attendance on the register will be taken immediately.
Babies and non-mobile children may be moved using evacuation cots, buggies, or designated carriers to ensure a swift and secure exit.
If emergency services advise you to stay on site instead of evacuating, you should maintain access to an internal safe area with appropriate space, ventilation, and safeguarding measures. Emergency supplies – including age-appropriate food, drinking water, nappies, and essential medical items – should be easily accessible to support children’s needs until the situation is resolved or help arrives.
Communication protocols: You should consider:
How you will contact emergency services
How you will inform parents and carers quickly and accurately
Whether your emergency contact lists are updated and accessible
Roles and responsibilities: Clear staff roles are essential for a smooth and efficient emergency response. In a group setting, a designated leader might take charge of the evacuation, guiding children and staff to safety with confidence, while a second team member completes a rapid but thorough sweep of the building, ensuring every room and area is checked before leaving.
Meanwhile, another staff member could collect the emergency kit – containing essential supplies and contact information – so the team has everything needed once outside or in a place of safety.
Medical emergencies: Medical emergencies require immediate, calm, and coordinated action to keep children safe. Staff should respond quickly by assessing the situation, providing first aid within their level of training, and alerting emergency services when necessary.
In a group setting, this might involve a trained first aider taking the lead, while another team member stays with the rest of the children to maintain safety and reassurance.
Essential information – such as the child’s medical needs, known allergies, and parental contact details – should be accessed swiftly to support accurate communication with paramedics. All incidents must be recorded, and parents and carers informed as soon as possible, ensuring transparency and continuity of care. If appropriate, other relevant organisations – such as Ofsted – should be informed.
Contingency for closure: If your setting is unable to reopen following an emergency, clear contingency plans ensure families are supported and informed.
Staff should notify parents and carers as soon as possible using the setting’s agreed communication methods, explaining the situation and expected timescales. Essential information – such as alternative drop-off arrangements and temporary premises, if available, should be shared promptly to minimise disruption.
Leaders should continue to liaise with relevant authorities, assess the safety of the building, and provide regular updates to families until normal operations can resume.
Throughout the closure, maintaining transparency, reassurance, and consistent communication helps ensure that children’s wellbeing remains at the centre of all decision-making.
Practical steps for implementation
1. Create a written plan: Document everything clearly. Use simple language and diagrams where possible. Keep copies in accessible locations.
2. Train your team: All staff should receive training on emergency procedures during induction and regular refreshers. Confidence comes from practice.
3. Practice drills: Run fire drills and lockdown exercises at least once a term. Make them age-appropriate – avoid frightening children by explaining drills in a calm, reassuring way.
4. Prepare emergency bags: Emergency bags ensure children’s (and staff’s) welfare and wellbeing is maintained whilst outside the building or in temporary accommodation as parents/carers are on their way to collect their child.
5. Communicate with parents and carers: Share your emergency plan with families. Transparency builds trust and ensures parents know what to expect. Supplies such as a first aid kit, essential medication, contact lists for families and children’s care plans are a must.
Review and update regularly
Emergency planning is not a one-off task. Review your plan at least annually or after any incident. Update contact details, check equipment, and refresh staff training.
Special considerations for childminders
Childminders often work alone or with limited support, so planning is even more critical. With this in mind, it is sensible to have other childminders or support who can assist quickly, if needed.
Review plans regularly as circumstances change and have a clear and manageable plan for evacuation.
Emergencies are unpredictable, but preparation is the one thing you can do in advance. A robust emergency plan gives you confidence, reassures parents, and – most importantly – keeps children safe. By investing time in planning, training, and communication, you create a secure environment where children can thrive, even when the unexpected happens.
New FREE virtual reality training on emergency planning in early years settings
Educators can now step directly into emergency planning scenarios through our immersive virtual reality training platform, Early Years Metaverse, where they can understand more about fire evacuations, lockdowns, medical incidents and more in a safe, fully interactive environment.
This hands-on digital experience – perfect for induction, refresher training and confidence-building – allows staff to rehearse decision-making, develop calm, automatic responses and strengthen knowledge.
Begin your immersive journey and step into the future of emergency preparedness at: tinyurl.com/U5MetaverseEmergency.
Under 5 magazine
The magazine of the Early Years Alliance