How to Use Evacuation Chairs Safely at Work

A fire alarm changes the pace of a workplace in seconds. For a person who cannot use stairs independently, the difference between a safe exit and a frightening delay is often a trained colleague, a suitable evacuation chair and a plan that has been practised before an emergency. Knowing how to use evacuation chairs is therefore not simply a facilities task. It is a practical responsibility that helps protect staff, visitors, pupils and service users when lifts cannot be used.

An evacuation chair is designed to move a person with reduced mobility down stairways in a controlled manner. It is not a replacement for individual assessment, a Personal Emergency Evacuation Plan (PEEP), or competent training. Different chairs operate differently, and the manufacturer’s instructions for the exact model on site must always be followed. The principles below will help your team understand the process, the risks and the preparation needed to act decisively.

Start with the person, not the equipment

Before anyone opens the chair, consider who may need help and what support is appropriate. A person may have a permanent disability, a temporary injury, a health condition, pregnancy-related mobility issues or anxiety that makes stairs unsafe during an evacuation. They should be involved in planning wherever possible. Do not make assumptions about what they can or cannot do.

A PEEP should set out how the person will be alerted, who will assist them, which route will be used, where the evacuation chair is kept and what happens if the route is blocked. In shared buildings, this may need to sit alongside a more general emergency evacuation plan. Review it whenever the person’s needs, the building layout, staffing arrangements or equipment change.

An evacuation chair may not be the right solution for everyone. For example, someone who needs to remain lying down, requires clinical equipment, has severe pain, is unable to maintain a safe seated position or would be distressed by the transfer may need an alternative plan. Seek appropriate professional advice where needs are complex.

Make sure the chair and route are ready

A chair stored behind furniture, in a locked cupboard or at the wrong end of the building is of little help when an alarm is sounding. Position it close to the agreed escape route, clearly identified and accessible to trained staff. It must not obstruct the stairwell or create a trip hazard.

Routine checks should confirm that the chair is clean, complete and ready for use. Check the frame, seat, harnesses, handles, wheels or tracks, brakes and any securing strap for visible damage or wear. Make sure instructions are present and legible. Follow the manufacturer’s maintenance schedule and take the chair out of service if anything is damaged, missing or not working as intended.

The escape route needs equal attention. Staff should know the staircase width, turns, landings, final exits and likely pinch points. A chair that can be used confidently on one stairwell may be more difficult on another. Fire doors, access controls and external thresholds can all affect the transfer from the chair to a place of safety.

How to use evacuation chairs: the safe sequence

Only people who have received practical training on the chair available in their workplace should operate it. In an emergency, remain calm, communicate clearly and work within the limits of your training. The exact sequence differs by model, but a safe operation generally follows these stages.

1. Assess the situation and explain what will happen

Confirm that evacuation is necessary and that the planned route is safe to use. Tell the person what you are going to do before touching the chair or beginning a transfer. Use short, reassuring instructions. Ask about pain, injury, dizziness, medical equipment or any concern that could affect the move.

If the person is able to assist, explain how. They may be able to stand, pivot, hold a handrail or reposition themselves. Never rush a transfer simply because the alarm is sounding. A fall or poorly managed move can make the situation far worse.

2. Prepare and position the chair

Remove the chair from its storage position according to the manufacturer’s instructions. Open or unfold it fully, engage any required locks and position it on stable, level ground. Depending on the model, you may need to deploy a footrest, adjust handles or ensure the tracked mechanism is correctly set for travel.

Check that brakes are on before the person transfers, where the chair has brakes. Keep the chair close to the person to reduce the distance they must move. If a wheelchair user is transferring, ensure their wheelchair brakes are applied first. Avoid twisting, reaching or attempting to lift someone manually beyond your competence.

3. Transfer and secure the occupant

Use the moving and handling technique taught in your training. This may involve a supported stand and turn, a pivot transfer or assistance from another trained person. Some situations require two operators, particularly where the person has limited mobility, the route is difficult or the chair manufacturer specifies it. Staffing arrangements must reflect this before an emergency occurs.

Once seated, make sure the person is positioned securely and comfortably, with feet and limbs clear of moving parts and stair edges. Fasten every restraint provided by the chair, usually including a chest or body strap and a leg strap. Straps should be secure but not restrictive. Explain each action as you go and check that the person feels safe.

4. Move to the stairs in a controlled way

Take the chair steadily to the stairhead. The operator should use the handles and body position taught for that model, maintaining control without sudden movements. A second trained colleague can assist with route clearance, doors, communication and reassurance where needed.

Never attempt to carry an occupied evacuation chair down stairs as though it were an ordinary chair. Many models use friction tracks or a controlled descent system that is designed to support the load on the stairs. Using the chair incorrectly can lead to loss of control, injury to the occupant and injury to the operator.

5. Descend the stairs and manage landings

At the top of the stairs, pause, check the route and tell the occupant you are beginning the descent. Follow the chair-specific technique for placing the tracks or wheels onto the stairs. Maintain the manufacturer-recommended posture and speed. Do not allow the chair to run ahead, and do not turn it sharply mid-flight.

Landings need particular care. Stop only where the chair is stable, navigate turns slowly and check that doors or people are not obstructing the route. If smoke, fire, debris or a structural hazard makes the planned route unsafe, follow your emergency procedures and do not continue into danger.

6. Reach safety and support the person afterwards

Once outside or at the designated place of safety, move clear of the building and emergency access routes. Transfer the person from the chair only when it is safe and appropriate to do so. Check whether they are injured, distressed, cold or require first aid, medication or further assistance.

Report to the person managing the evacuation so they know the individual is safe. The chair should then be checked before it is returned to service. Any incident, damage, difficulty or near miss should be recorded and used to improve the evacuation plan.

Training is what makes equipment effective

Reading instructions is not the same as handling an evacuation chair under pressure. Staff need to practise opening, positioning, securing, steering and descending with the actual equipment and routes used in their building. They also need to understand safe moving and handling principles, communication, teamwork and when to stop and seek additional support.

Practical training should include realistic scenarios, not just a demonstration in an empty corridor. A school may need to consider crowded stairways and pupils needing reassurance. A care setting may need to plan around individual mobility needs and staffing levels. An office may need cover for hybrid working patterns, visitors and fire wardens who are absent. There is no single plan that works everywhere.

Refresher practice matters because confidence fades when a skill is rarely used. Changes to personnel, premises or equipment should trigger further instruction and drills. Keep clear records of who has been trained, which chair they were trained on and when competence was last reviewed.

Meet responsibilities before an emergency happens

Employers and those responsible for premises must take reasonable steps to plan for the safe evacuation of everyone who may be affected. That means considering disabled people and people with reduced mobility as part of fire risk assessment and emergency planning, rather than relying on improvised assistance when an alarm sounds.

Buying a chair alone does not meet that responsibility. The equipment, individual plans, trained operators, maintenance arrangements and evacuation routes must work together. If staff are expected to use an evacuation chair, give them the time, instruction and practice to do it safely.

Training 2 U delivers hands-on evacuation chair training at workplaces across Merseyside, Lancashire, Cheshire and Greater Manchester, helping teams build practical confidence around the equipment and routes they use every day. When every second counts, a calm, practised response gives the person in the chair more than a way downstairs - it gives them the dignity and protection they deserve.