🔐 Davenham Players Key Access & Security Policy
Executive Summary: Key Access & Security Policy
This policy safeguards Davenham Players Theatre’s physical assets, heritage, and community by ensuring that all keys and access devices are managed with transparency, accountability, and care. It outlines clear expectations for who may hold keys, how access is tracked, and what procedures must be followed to maintain security—especially during events, handovers, and solo visits.
By mandating a biannual review of key holders, logging all transfers, and linking access to our insurance, this policy demonstrates robust governance in action. It protects our volunteers, our building, and our reputation by ensuring that access is never casual, undocumented, or unsafe.
In short, it’s not just about locking doors—it’s about unlocking trust.
We should use Microsoft forms or equivalent to capture key and lock box records – can be a link direct from DP website so all able to easily access, update and records stored centrally in our cloud.
🔐 Recommended Key Safes (Amazon UK)
| Product | Price | Features | Link |
| OFFOF Key Safe Wall Mounted Police Approved, | £29.99 | Key Lock Box for Outside 12 Digit Combination Lock Box Spare Key Hider | View on Amazon |
| Supra P500 Pro Key Safe | £93.95 | Maximum security, police-preferred, 5-year warranty, push-button code | View on Amazon |
| Home Secure™ Wall Mounted Outdoor Key Safe | £16.99 | Weather-Resistant Key Storage Box with 4-Digit Resettable Lock – Secure Spare Key Holder for Outside – 95 x 115 x 40mm | View on Amazon |
✅ What to Look For
- Police-approved or Sold Secure-rated for insurance compliance
- Weatherproof casing for outdoor mounting
- Mechanical or digital code (no key override preferred)
- Tamper-resistant fixings and concealed mounting
The Supra P500 Pro is the gold standard for committee-level security, especially if you want to future-proof against insurance queries. The OFFOF is a budget-friendly option that still ticks key boxes for compliance.
Davenham Players Key Access & Security Policy
1.Purpose
This policy ensures the safe, accountable, and secure management of all physical keys and access devices related to Davenham Theatre, including:
- Building entry keys
- Safe keys
- Key box codes
- 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.
2. Key Principles
- 🔒 Access is a privilege, not a right—keys are issued only to authorised committee members or designated volunteers with a clear operational need.
- 📋 Accountability is essential—all key holders must be logged, reviewed, and reconfirmed every 6 months.
- 🧾 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.
3. Key Holder Log & Review
- A central Key Holder Log will record:
- Name of holder plus contact details
- Type of key/device held
- Date issued
- Name of issuer
- Reason for holding a key
- Date returned (if applicable)
- This log will be reviewed every 6 months via a secure digital survey.
- Any lost or unreturned keys must be reported immediately to the committee and logged for insurance and security review.
Holding reasons:
- Committee member
- Building management or maintenance
- Director – rehearsal
- Stage crew / Tech crew
- Event Manager.[JB1] [LW2]
- Other – please specific in free text box.
4. Issuing & Sharing Keys
- Keys must not be shared informally.
- If temporary sharing is required (e.g. safe key for box office float), the following must be recorded:
- Name of person receiving the key
- Date/time of handover
- Date/time of return
- Confirmation email update between both parties cc Chair or Treasurer or Secretary for independent witness.
- Only authorised committee members may hold or pass on keys.
5. Emergency Key Safe Protocol
To support safe and secure access during approved lone working or emergency situations, Davenham Theatre maintains a lockable key safe located discreetly at the rear of the building.
Purpose & Use
- The key safe provides emergency access for:
- Pre-approved lone working visits
- Forgotten keys (to avoid disturbing neighbours)
- Emergency services (e.g. fire, police, ambulance)
- Access is strictly limited to authorised committee members. The code may be shared with emergency responders or designated volunteers only under committee approval.
Security Standards
- The key safe must meet the following criteria:
- Insurance-rated to at least Sold Secure Bronze or equivalent
- Weatherproof and tamper-resistant casing
- Four-digit mechanical or digital code (no key override)
- Secure wall mounting with concealed fixings
- The safe must be installed in a non-obvious location, ideally shielded from public view but accessible in emergencies.
Code Management
- The key safe code must be:
- Known only to the committee and logged securely
- Changed every 6 months or immediately following any incident, breach, or suspected compromise
- Updated in the Key Holder Log with date of change and authorised by two committee members
Logging & Oversight
- Any use of the key safe must be recorded, including:
- Name of person accessing
- Reason for access
- Time and date
- Confirmation of return or lock-up
- This log supports our insurance obligations and lone working policy compliance.
Lone Working Alignment
- Use of the key safe does not override the Lone Working Policy.
- Solo access must still be:
- Pre-approved by the committee
- Logged with check-in/check-out procedures
- Supported by a risk assessment if applicable
6. Event Close-Down Protocol
- The designated Event Manager is responsible for:
- Locking all external doors
- Securing internal spaces (e.g. safe, tech booth)
- Returning any temporary keys to the key box or committee lead
- Reporting any issues (e.g. broken locks, missing keys)
7. Insurance & Compliance
- This policy supports our obligations under:
- Building and contents insurance
- Safeguarding and data protection
- Health & safety and lone working protocols
- Breaches may result in review of access privileges and committee escalation.
8. Review & Updates
- 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.
- Updates will be communicated via committee meetings and induction materials.
Signed:
Chair … (DIGITAL SIGNATURE) Secretary … (DIGITAL SIGNATURE)
Name of Chair Name of Secretary
Date … DD.MM.YYYY Date … DD.MM.YYYY
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:
- I will only use keys and access devices for authorised purposes related to my role.
- I will not share, duplicate, or pass on any key or code without prior committee approval and a recorded handover.
- I will ensure all areas are securely locked after use, especially when acting as Event Manager.
- I will report any lost, damaged, or compromised keys immediately to the committee.
- 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: Front doorTech doorBar screensSafeOther |
| Date issued | dd.mm.yyyy |
| Name of issuer | Chair or Secretary |
| Reason for holding a key – choose from drop down | Committee memberBuilding management or maintenanceDirector – rehearsalStage crew / Tech crewEvent 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 | Left committee Work completed – Building management or maintenancePlay concludedStage crew / Tech crew – work completedEvent Manger – resigned as EMOther – please specific in free text box |
| Free text box |
Log is reviewed in forms and digitally signed off by issuer or receiver of keys.
[JB1]An event manager is always a committee member so this is a duplicate
[LW2]Query Jazz?
