Davenham Players Key Access & Security Policy
- Purpose
This policy ensures the safe, accountable, and secure management of all physical keys and access devices related to Davenham Theatre, including:
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Building entry keys
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Safe keys
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Key box codes
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Internal access (e.g. storage, tech booth)
It supports our obligations under insurance, safeguarding, and lone working policies, and protects our heritage venue from unauthorised access or misuse. - Key Principles
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Access is a privilege, not a right—keys are issued only to authorised committee members or designated volunteers with a clear operational need.
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Accountability is essential—all key holders must be logged, reviewed, and reconfirmed every 6 months.
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Security is shared responsibility—if you access yourself or act as an event manager – you must ensure the building is locked and secured after use. - Key Holder Log & Review
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A central Key Holder Log will record:
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Name of holder plus contact details
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Type of key/device held
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Date issued
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Name of issuer
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Reason for holding a key
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Date returned (if applicable)
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This log will be reviewed every 6 months via a secure digital survey.
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Any lost or unreturned keys must be reported immediately to the committee and logged for insurance and security review.
Holding reasons:
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Committee member or Trustee
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Building management or maintenance
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Director – rehearsal
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Stage crew / Tech crew
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Event Manager.
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Other – please specific in free text box. - Issuing & Sharing Keys
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Informal key sharing should be minimised. For example, if the key holder is busy working on the bar, lending the key to another responsible person to get a cashbox or card machine is a sensible solution, the key should be returned immediately after use.
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If temporary sharing is required for longer periods (e.g. for a week), the following must be recorded:
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Name of person receiving the key
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Date/time of handover
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Date/time of return
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Confirmation email update between both parties cc Chair or Treasurer or Secretary for independent witness. - Emergency Key Safe Protocol
To support safe and secure access during emergency situations, such as a volunteer working at the theatre alone, Davenham Theatre maintains a lockable key safe located discreetly at the rear of the building. This key safe will contain a front door key and is accessed by entering a code number.
Purpose & Use
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The key safe provides emergency access for:
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Forgotten keys (to avoid disturbing neighbours)
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Emergency services (e.g. fire, police, ambulance)
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The code may be shared with emergency responders or designated volunteers only under committee approval.
Security Standards
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The key safe must meet the following criteria:
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Insurance-rated to at least Sold Secure Bronze or equivalent
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Weatherproof and tamper-resistant casing
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Four-digit mechanical or digital code (no key override)
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Secure wall mounting with concealed fixings
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The safe must be installed in a non-obvious location, ideally shielded from public view but accessible in emergencies.
Code Management
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The key safe code must be:
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Known only to the committee and logged securely. It can be ‘pinned’ in encrypted committee WhatsApp chat for ease of reference.
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Changed every 6 months or immediately following any incident, breach, or suspected compromise.
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Code is set and changed by Chair and Secretary – diary reminder to be set – and updated in the Key Holder Log and committee chat, with date of change
Logging & Oversight
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Any use of the key safe must be recorded, including:
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Name of person accessing
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Reason for access
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Time and date
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Confirmation of return or lock-up
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This log supports our insurance obligations and insurance policy compliance. - Event Close-Down Protocol
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The designated Event Manager is responsible for:
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Locking all external doors
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Securing internal spaces (e.g. safe, tech booth)
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Returning any temporary keys to the key box or committee lead
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Reporting any issues (e.g. broken locks, missing keys) - Insurance & Compliance
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This policy supports our obligations under:
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Building and contents insurance
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Safeguarding and data protection
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Health & safety and lone working protocols
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Breaches may result in review of access privileges and committee escalation. - Review & Updates
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This policy is reviewed annually at the first Committee meeting following the AGM or following any security incident to ensure it remains fit for purpose and reflects current practice.
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Updates will be communicated via committee meetings and induction materials.
Signed: Chair … Jane Barrie Secretary … Lou Wade
Jane Barrie Lou Wade Date … 26.01.2026 Date … 26.01.2026
Sample Key holder survey I confirm that I have read, understood, and agree to abide by the Davenham Players Key Access & Security Policy.
By digitally signing this form, I acknowledge the following responsibilities:
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I will only use keys and access devices for authorised purposes related to my role.
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I will not share, duplicate, or pass on any key or code without prior committee approval and a recorded handover.
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I will ensure all areas are securely locked after use, especially when acting as Event Manager.
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I will report any lost, damaged, or compromised keys immediately to the committee.
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I accept that my key access will be reviewed every 6 months and may be revoked if policy standards are not met.
I understand that this attestation supports our insurance and building management obligations, and reflects our commitment to safe, respectful, and accountable governance.
Digital Signature: [Name] [Date] [Role or Committee Position]
Accompanying details to be entered – form captures submitting email I think?
Name of Key holder
Key holder contact details – email
Key holder contact details – mobile
Attestation – select Yes or No
Yes or No
Type of key/device held
Which doors can you open:
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Front door
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Tech door
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Bar screens
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Safe
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Other
Date issued
dd.mm.yyyy
Name of issuer
Chair or Secretary
Reason for holding a key – choose from drop down
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Committee member
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Building management or maintenance
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Director – rehearsal
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Stage crew / Tech crew
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Event Manger.
Other – please specific in free text box
Free text box
Date of return
dd.mm.yy
Returned to
Chair or Secretary
Reason for return
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Left committee
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Work completed – Building management or maintenance
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Play concluded
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Stage crew / Tech crew – work completed
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Event Manger – resigned as EM
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Other – please specific in free text box
Free text box
Log is reviewed in forms and digitally signed off by issuer or receiver of keys.
