OUR CHRISTMAS 2025 MEETING
April 15, 2026
Our Christmas 2025 Meeting
What are the benefits of a yearly summary meeting?
Each year, just before the Christmas period, we hold a “Year in Review” meeting to reflect on our annual performance and assess the progress we’ve made as a team. This end-of-year review provides a structured opportunity to evaluate our achievements, measure business impact, and align on priorities for the year ahead.
Each year, just before the Christmas period, we hold a “Year in Review” meeting to reflect on our annual performance and assess the progress we’ve made as a team. This end-of-year review provides a structured opportunity to evaluate our achievements, measure business impact, and align on priorities for the year ahead.
The session covers a full overview of the past twelve months, including new client contracts, key project milestones, and notable successes across the business. We highlight work we are particularly proud of, recognising both individual and team contributions that have helped drive results.
In addition to celebrating achievements, we review important business data and financial performance. This allows us to assess growth, track progress against objectives, and gain clear insight into how our work has contributed to overall company success. We also reflect on challenges faced throughout the year and the lessons learned, ensuring continuous improvement going forward.
Overall, the Year in Review meeting plays a vital role in strengthening team alignment, recognising success, and setting a clear strategic direction for the future.
Brent provides key operational updates, focusing on how we’ve improved the efficiency and delivery of work on the ground. Geoff then shares a broader business update, including performance insights and new ideas and opportunities for the year ahead. The rest of the team also contribute by sharing their individual updates, along with plans and suggestions for how we can continue to improve and develop moving forward.
Latest News
1. Skipping Regular Cleaning Failing to schedule routine cleaning allows dust, debris, and microbial build-up to accumulate. Consequences include: Reduced airflow and energy efficiency Poor indoor air quality Increased risk of system damage Tip: Establish a regular cleaning schedule based on system usage and manufacturer guidance. 2. Ignoring Inspection of Ductwork Ducts often conceal dirt, grease, and contaminants. Skipping inspections can result in: Hidden microbial growth Odours circulating throughout the building Reduced HVAC efficiency Tip: Include full duct inspections as part of every maintenance cycle. 3. Using Unqualified Contractors Hiring non-accredited or inexperienced technicians increases the risk of incomplete cleaning or non-compliance. Tip: Always use accredited professionals (VHR, BESA, SafeContractor, EVHA) for duct and HVAC cleaning. 4. Neglecting Documentation Proper records of cleaning and maintenance are crucial for: Regulatory compliance (TR19® and health & safety) Insurance claims Audits and inspections Tip: Request detailed reports with before-and-after photos and certificates from your contractor. 5. Overlooking Filter Maintenance Dirty or improperly maintained filters can: Circulate dust and allergens Reduce system efficiency Increase energy costs Tip: Replace or clean filters according to manufacturer and TR19® recommendations. 6. Waiting for Problems to Occur Reactive maintenance is risky and costly. Systems left until failure can cause: Unexpected downtime Expensive emergency repairs Compromised air quality Tip: Implement preventive maintenance plans to reduce risk and costs. 7. Ignoring Seasonal Challenges Changes in temperature and humidity can accelerate microbial growth and dust accumulation. Not adapting maintenance accordingly may lead to: Odours and poor air quality Reduced HVAC performance Staff and visitor discomfort Tip: Schedule seasonal inspections to mitigate environmental impacts. 8. DIY Cleaning Attempts Attempting to clean ductwork yourself is often ineffective and dangerous: Risk of injury Incomplete cleaning May void compliance and insurance coverage Tip: Always rely on certified specialists for safe, effective cleaning. 9. Failing to Address Moisture and Condensation Moisture in ducts promotes mould and bacterial growth. Ignoring this can lead to: Health risks for occupants Unpleasant odours System degradation Tip: Inspect for leaks and condensation regularly and address issues immediately. 10. Underestimating the Impact on Health and Comfort Poor duct and HVAC hygiene affects everyone who enters your building: Staff may experience respiratory issues or fatigue Customers and visitors notice poor air quality Reputation and trust can suffer Tip: Maintain clean systems to ensure a safe, comfortable, and healthy environment.
Kitchen Extract Cleaning Frequency Regular cleaning of kitchen extract and HVAC (heating, ventilation, and air conditioning) systems is essential for fire safety, compliance, air quality, and system efficiency. The frequency of cleaning depends on usage, environment, and industry standards such as TR19®. Kitchen extract systems accumulate grease quickly, making them one of the highest-risk areas for fire. According to TR19® guidelines, cleaning frequency should be based on usage levels: Heavy Use (12–16 hours per day): Every 3 months Moderate Use (6–12 hours per day): Every 6 months Light Use (2–6 hours per day): Every 12 months Low Use (less than 2 hours per day): Every 12–24 months Regular cleaning removes grease build-up and reduces the risk of fire, ensuring compliance with fire safety and insurance requirements. HVAC System Cleaning Frequency HVAC systems do not accumulate grease like kitchen extracts, but they still collect dust, debris, and contaminants that affect performance and air quality. Typical cleaning and maintenance schedules include: Air filters: Every 1–3 months Kitchen Extract Ductwork cleaning: 3, 6 or 12 months depending on usage Full system inspection: Annually Businesses with high occupancy, dust levels, or sensitive environments (such as healthcare or food production) may require more frequent cleaning. Factors That Affect Cleaning Frequency Several factors determine how often systems should be cleaned: Type of business: Restaurants require more frequent cleaning than offices Usage levels: Higher usage leads to faster build-up Environment: Dust, grease, and humidity increase contamination Regulatory requirements: Compliance with TR19® and health and safety laws System performance: Reduced airflow or efficiency may indicate cleaning is needed Why Regular Cleaning Matters Failing to clean ventilation systems at the correct intervals can lead to: Increased fire risk from grease accumulation Poor indoor air quality affecting staff and customers Reduced system efficiency and higher energy costs Regulatory non-compliance and potential fines Insurance issues due to lack of maintenance records Routine cleaning helps maintain safe, efficient, and compliant systems. The Importance of Professional, Documented Cleaning Working with accredited contractors ensures that cleaning is carried out to recognised standards and properly documented. This provides: Evidence for compliance and inspections Support for insurance claims A clear audit trail of maintenance Professional services ensure systems are cleaned safely, thoroughly, and in line with industry best practices.
Ensures Regulatory Compliance In the UK, businesses must comply with TR19® ventilation standards, fire safety regulations, and health and safety laws. Documented evidence demonstrates that: Ventilation systems have been regularly cleaned and maintained Work is performed by qualified, accredited contractors Compliance can be verified during inspections or audits Without proper records, businesses may fail inspections or be penalised for non-compliance. Protects Against Insurance Claims Most insurers require proof of regular maintenance for commercial ventilation systems. Documented cleaning: Supports insurance claims in the event of fire, property damage, or health incidents Prevents claims from being denied due to “lack of maintenance” Reduces potential financial exposure for the business Proper records provide peace of mind and demonstrate proactive risk management. Provides Accountability and Traceability Documented reports include: Details of cleaning methods and processes Before-and-after photos of ductwork or extract systems Inspection results and any corrective actions taken These reports create a clear audit trail, showing that the business took all necessary steps to maintain safety and hygiene. Highlights the Value of Accredited Contractors Using accredited contractors like VHR, BESA, or SafeContractor-certified providers ensures that documentation: Meets industry and regulatory standards Is detailed, reliable, and auditable Includes certificates or accreditation confirmation for compliance records Professional documentation reinforces credibility with inspectors, insurers, and stakeholders. Supports Staff, Customer, and Visitor Safety Documented evidence isn’t just about compliance—it also protects the people who occupy your building. Records show that ventilation hygiene is: Regularly monitored and maintained Conducted according to industry best practices Effective at reducing risks of poor air quality, fire, or microbial growth This gives employees, customers, and visitors confidence in the safety of your premises.
Why Summer Ventilation Maintenance Matters Increased Dust and Pollen: Open windows and higher air movement can introduce dust and pollen, affecting indoor air quality. Humidity and Microbial Growth: Warm, humid conditions encourage bacteria, mold, and fungal growth in ventilation ducts and indoor surfaces. Higher System Usage: Cooling systems and fans run more frequently, accumulating dust, grease, and debris faster. Regular cleaning prevents these issues and ensures your systems operate efficiently throughout the season. Protect Staff and Visitors Summer heat combined with poor air circulation can: Trigger allergies, respiratory issues, and headaches Increase fatigue and reduce productivity Cause discomfort for visitors and staff in commercial spaces Maintaining clean air and well-ventilated spaces promotes a healthy, comfortable environment. Improve Efficiency and Reduce Costs Clean ventilation systems circulate air more effectively, reducing energy consumption for air conditioning and cooling. Regular maintenance prevents system breakdowns and costly repairs during peak summer usage. Efficient systems prolong equipment lifespan and save on operational expenses. Reduce Odours and Maintain Hygiene Summer temperatures can amplify odors from kitchens, waste areas, or accumulated dust. Routine cleaning: Removes grease, dirt, and microbial buildup Eliminates stale air and unpleasant smells Enhances overall indoor hygiene for staff, customers, and visitors Work with Accredited Specialists Using accredited contractors ensures summer maintenance is safe, compliant, and effective: VHR, BESA, and SafeContractor accreditation guarantees industry-standard cleaning Documented reports help satisfy TR19 compliance and insurance requirements Specialist contractors like Hey Service Group provide efficient, thorough cleaning with minimal disruption to business operations
Reduce Energy Costs Dirty ducts, fans, and filters make ventilation systems work harder, increasing energy consumption. Regular cleaning and maintenance by specialists: Improves airflow and system efficiency Reduces electricity and gas bills Ensures HVAC systems operate at optimal capacity A clean, well-maintained system uses less energy, which directly translates into significant cost savings over time. Prevent Expensive Repairs and Equipment Replacement Grease, dust, and debris can damage motors, fans, and ductwork. Left unchecked, this leads to: Premature equipment failure Costly repairs or replacements Downtime that disrupts operations Specialist contractors provide thorough cleaning and inspection, identifying potential problems before they become costly emergencies. Avoid Regulatory Fines and Insurance Issues Using accredited ventilation cleaning services ensures compliance with TR19® standards, fire safety regulations, and health and safety law. Failure to maintain systems can result in: Regulatory fines and enforcement notices Rejected insurance claims Legal liability for accidents or fire Maintaining compliance prevents unexpected costs and financial risks. Minimise Operational Disruption Regular professional maintenance prevents breakdowns and system failures that could interrupt business operations. Specialist contractors offer: Scheduled cleaning with minimal disruption Emergency support for urgent issues Efficient service that keeps your business running smoothly Reducing downtime saves money by avoiding lost productivity and operational delays. Extend System Lifespan Routine ventilation cleaning and maintenance prolongs the life of your HVAC and duct systems. This reduces the need for frequent replacements, saving businesses thousands in capital expenditure over time. Benefits of Using Accredited Specialists Choosing VHR, SafeContractor, or BESA-accredited contractors ensures: Work is performed to industry standards Full documentation for compliance, audits, and insurance Safe and efficient cleaning practices that protect your staff, customers, and property Specialist contractors like Hey Service Group combine expertise with professional standards to deliver long-term savings and peace of mind.
Impact on Staff Health and Productivity Indoor air quality directly affects employee health and performance. Poor ventilation can lead to: Respiratory problems such as asthma, allergies, and infections Headaches, fatigue, and reduced concentration Increased absenteeism due to illness Businesses that maintain clean, well-ventilated spaces help staff stay healthy, alert, and productive. Effects on Customer Experience For businesses that welcome customers or clients, indoor air quality affects perception and comfort: Unpleasant odors or stuffy air can reduce satisfaction Dust or allergens in the air can trigger reactions Visible poor hygiene in ventilation systems can damage reputation Clean, well-maintained ventilation ensures a positive and safe environment, encouraging repeat visits. Safety and Compliance Considerations Neglected ventilation systems can contribute to health and safety risks: Circulation of airborne pathogens and allergens Increased risk of fire hazards in commercial kitchens due to grease build-up Potential regulatory violations under TR19® or other standards Using accredited contractors ensures compliance with regulations and provides documented evidence of safe practices. Long-Term Benefits of Good Ventilation Maintaining clean and efficient ventilation offers significant long-term benefits: Reduces employee sick days and absenteeism Improves indoor air quality and customer satisfaction Enhances overall workplace environment and wellbeing Lowers energy costs by keeping systems efficient Partner with Accredited Ventilation Experts Hiring a certified, experienced contractor ensures that ventilation systems are: Thoroughly cleaned and maintained Fully compliant with TR19® and other standards Professionally documented for audits and inspections Hey Service Group provides accredited ventilation hygiene services that protect staff, customers, and visitors while improving indoor air quality and operational efficiency.
What should I look for in a contractor? Check for Industry Accreditations Accreditations demonstrate a contractor’s competence, compliance, and professionalism. Key certifications to look for include: VHR (Vent Hygiene Register) – Ensures the contractor meets industry ventilation hygiene standards. SafeContractor Approved – Confirms health and safety compliance. BESA (Building Engineering Services Association) Membership – Shows adherence to professional and technical standards. EVHA (European Ventilation Hygiene Association) Membership – Demonstrates European-level ventilation hygiene expertise. Avetta Prequalification – Verifies risk management and compliance for corporate clients. Hiring an accredited contractor reduces the risk of non-compliance and guarantees high-quality work. Verify Experience and References A reputable contractor should have proven experience in commercial ventilation hygiene, including: Kitchens, offices, or industrial spaces Working with TR19® cleaning standards Handling inspections, audits, and reporting Ask for references or case studies to confirm consistent performance and reliability. Review Documentation and Reporting Professional contractors provide detailed, auditable reports after each service. These reports should include: Cleaning methods and processes Inspection results and before/after photos Compliance verification for TR19® and other regulations Documented reporting is essential for insurance, audits, and regulatory compliance. Assess Health & Safety Practices Contractors must follow strict health and safety procedures. Look for: Risk assessments and method statements (RAMS) Trained and competent staff Safe handling of hazardous materials, grease, and dust Health and safety compliance protects both workers and the business. Evaluate Service Scope and Flexibility Choose a contractor that offers: Comprehensive duct and extract cleaning Scheduled maintenance and emergency services Flexible service plans tailored to your business needs A contractor that can scale with your operations ensures ongoing compliance and system efficiency. Confirm Insurance and Liability Coverage A trusted contractor carries adequate liability insurance for fire, property damage, and personal injury. Always verify insurance documents before hiring to avoid potential financial risk.
What are the top risks of not cleaning a kitchen extract system? Fire Hazards Grease and debris in ducts and extract systems are highly flammable. Build-up over time can ignite and cause commercial kitchen fires, leading to property damage, injuries, and business disruption. Regular cleaning removes grease and reduces the risk of fire. Regulatory Non-Compliance UK businesses must comply with TR19® ventilation standards, fire safety laws, and health and safety regulations. Failure to maintain systems can result in: Fines or enforcement actions Rejected insurance claims Legal liability during incidents Using VHR, BESA, or SafeContractor-accredited contractors ensures documented compliance and adherence to industry standards. Poor Indoor Air Quality Dirty ventilation spreads dust, allergens, grease particles, and bacteria, negatively affecting employees and customers. Consequences include: Increased respiratory issues Reduced workplace productivity Uncomfortable or unhealthy environments Routine ventilation hygiene improves indoor air quality and creates safer spaces. Health and Safety Risks Neglected systems can expose staff and visitors to respiratory illnesses, allergies, and other health hazards. Maintaining clean ducts, fans, and extract systems helps prevent illness and reduces employee sick days. Equipment Inefficiency and Damage Grease and debris can clog fans, motors, and ductwork, leading to: Higher energy consumption Premature wear or system failure Increased repair and replacement costs Regular cleaning extends the life of ventilation systems and lowers operational costs.
Why regular vent hygiene is critical for businesses Reduce Fire Risk Grease, dust, and debris can accumulate in kitchen extract systems and ductwork, creating a high fire risk. In commercial kitchens, ventilation-related fires are a leading cause of property damage. Regular cleaning removes these hazards, protecting both staff and premises. Ensure Regulatory Compliance Businesses in the UK must comply with TR19® standards, fire safety regulations, and health and safety legislation. Failure to maintain ventilation systems can result in fines, legal action, or rejected insurance claims. Using VHR or BESA-accredited contractors ensures work is completed to industry standards and documented for compliance purposes. Improve Indoor Air Quality Dirty ventilation systems circulate dust, allergens, and bacteria, negatively impacting employee health and customer comfort. Routine cleaning reduces respiratory issues, minimises sick days, and creates a healthier indoor environment for offices, restaurants, and other commercial spaces. Reduce Operational Costs Regular maintenance improves system efficiency, reducing energy consumption and lowering the risk of equipment failure. Clean ventilation systems operate more efficiently and last longer, saving businesses money over time. Work with Accredited Contractors Partnering with accredited contractors ensures that ventilation hygiene work meets recognised industry standards. VHR, SafeContractor, or BESA-accredited providers offer professional, reliable service with documented audits for compliance and insurance purposes. Hey Service Group provides certified ventilation hygiene services across the UK, delivering safety, efficiency, and peace of mind. Conclusion Regular ventilation hygiene is vital for businesses to maintain safety, compliance, and operational efficiency. By partnering with an accredited provider like Hey Service Group, companies can protect staff, customers, and property while ensuring their ventilation systems are professionally maintained and fully compliant with industry standards.
What do our accreditations and what do they mean? VHR: Vent Hygiene Register The Vent Hygiene Register (VHR) is the UK’s leading accreditation scheme for companies specialising in ventilation and ductwork cleaning. Managed by the Building Engineering Services Association, it sets the standard for compliance, safety, and quality across the ventilation hygiene industry. VHR ensures that contractors follow the industry-recognised TR19® guidelines , which define how ventilation systems—especially kitchen extract systems—should be cleaned and maintained. This is essential because poorly maintained ventilation systems can lead to: Increased fire risk due to grease build-up Reduced air quality and hygiene standards Failure to meet legal and insurance requirements VHR-accredited companies are independently audited, meaning their work is regularly checked to ensure it meets strict technical and safety standards. SafeContractor Approved SafeContractor Approved is a widely recognised UK accreditation that demonstrates a company’s commitment to health and safety compliance. It is operated by Alcumus, a leading provider of risk management and compliance solutions. The SafeContractor scheme assesses businesses against strict health and safety criteria, ensuring they meet current legislation and industry best practices. To achieve SafeContractor approval, companies must undergo a detailed audit of their: Health and safety policies Risk assessments and procedures Training and competency records Accident and incident management processes This ensures that accredited companies are operating responsibly and safely across all areas of their work. BESA: Building Hygiene Services Association The Building Engineering Services Association (BESA) is the UK’s leading trade body and membership organisation for companies that design, install, commission, maintain and manage engineering systems in buildings — including heating, ventilation, air conditioning, refrigeration and related services. It has been setting industry standards and supporting excellence for over 120 years. BESA exists to raise technical standards, provide industry guidance, support training and competence, and advocate for its members on regulatory and policy issues. It also develops and administers a range of accreditations, training programmes, registers and certification schemes that help businesses demonstrate competence, compliance and professional capability. For Hey Service Group, association with BESA — whether through membership, standards compliance or accredited schemes — delivers several meaningful benefits: 1. Demonstrates Verified Competence and Quality Being aligned with BESA standards and audits shows clients that Hey Service Group meets independently verified competence requirements, including safety, technical ability, and operational excellence. 2. Supports Compliance with Regulation and Best Practice BESA frameworks — from technical standards like TR19® to audit schemes — help ensure that services are carried out in line with current industry requirements and regulatory expectations. 3. Access to Industry Resources and Development As part of the wider BESA community, Hey Service Group gains access to ongoing guidance, training opportunities, networking events and industry insights that support continuous improvement. European Ventilation Hygiene Association (EVHA) The European Ventilation Hygiene Association (EVHA) is a professional industry association that brings together companies, experts and organisations across Europe focused on ventilation hygiene, ductwork cleaning, inspection and certification. EVHA’s mission is to raise standards, promote cleaner indoor air and support consistent, high‑quality hygiene practices throughout the ventilation and HVAC industry across European countries. EVHA promotes: European‑wide standards and best practices for ventilation hygiene Training and certification programmes for specialists Knowledge sharing, research and networking among professionals Advocacy for improved legislation and safer indoor environments Membership in EVHA signals a commitment to excellence and professionalism in ventilation hygiene that goes beyond national requirements alone. Avetta Avetta is a global supply chain risk management and contractor prequalification platform that helps organisations verify the safety, compliance, and capability of their contractors and suppliers. Rather than being a traditional UK safety accreditation like SSIP schemes, Avetta provides a verified compliance ecosystem that connects service providers with large corporate and multinational clients by demonstrating real‑world readiness and risk management performance. Avetta’s system collects, verifies and monitors critical business and safety information — including health & safety policies, risk assessments and method statements (RAMS), training and competence records, insurance documentation and broader compliance data — to show that a contractor can meet client‑specific requirements for risk, safety and sustainability.
