Within the context of the global coronavirus pandemic, there are additional safety measures that you need to consider when planning and running an event.
When running events on campus, it is essential that you prepare an additional Risk Assessment that deals specifically with COVID-19.
A template Risk Assessment that can be tailored to suit your event and details a full list of safety considerations you need to put in place can be found here.
Certain types of events can work just as well virtually, in the form of an online event using Microsoft Teams (max 300 participants) or Teams Live Events (max 10,000 participants)
For more information on using these platforms, or for help to move your event online, please talk to a member of the Events and Conferencing Team who will be happy to guide you.Email the Team
If you choose to move forward with hosting your event in-person, there are a number of additional safety measures that you need to consider in line with government and PHA guidelines, including, but not limited to:
- Assessing the number of attendees at your event and ensuring that your venue can be reasonably adjusted to enable social distancing at all times.
- Planning how attendees will move through and around the venue, particularly in congestion areas such as doorways and corridors, and considering how you could adjust the flow of traffic to reduce congestion, e.g. queue management, one-way systems, etc.
- Supplying adequate handwashing facilities or hand sanitiser, particularly at entrances to venues and encouraging the use of face coverings which are mandatory in relevant parts of the University
- Having clearly designated positions from which event staff can provide assistance to guests whilst maintaining social distance.
- Reviewing your Running Order to reduce the risk of transferring illnesses, such as minimising time spent walking around the venue.
It is essential that you prepare an additional Risk Assessment that deals specifically with COVID-19. A template Risk Assessment that can be tailored to suit your event and details a full list of safety considerations you need to put in place can be found here.
The opening up of the economy following the Covid-19 outbreak is being supported by NHS Test and Trace. You should assist this service by keeping a temporary record of your attendees for 21 days, which will assist NHS Test and Trace with requests for that data if needed.
Communication with your attendees is essential to ensure your event will be taking place and giving them the reassurance that you are putting adequate safety measures into place. This could include recommendations such as discouraging handshakes, staying home if you feel unwell, washing your hands often and for 20 seconds, and using face coverings which are mandatory in relevant parts of the University.
For more information, the Association of Event Organisers has prepared COVID-19 guidance on health and safety, operational management and on-site conduct at events, approved by the UK government. Their guidance is recognised as the industry’s best practice document, continually reviewed by working industry professionals and can be viewed here.