Brightspace’s Guide to Planning COVID Secure Events

As we all look anxiously towards the vaccine rollout delivering a much needed recovery for our industry, Risk Assessments will take on a new importance as a non-negotiable process required to operate live events, safely, legally and – most importantly – to ensure that the guest experience is as seamless and enjoyable as ever.

Here are your key considerations for every event that is organised by a business, organisation or charity in the future.

What is a risk assessment and why do we do them?

Your usual legal requirements to provide a Risk Assessment from The Management of Health & Safety at Work Regulations 1999 remain – and now there is additional stipulations from The Health Protection (Coronavirus, Restrictions) (Steps) (England) Regulations 2021.

Principally, organisers have a legal requirement to complete a Risk Assessment – plus it also allows you to keep your staff, visitors and members of the public safe.

What happens if I don’t do one or it’s not good enough?

Under the Coronavirus Legislation, Local Authorities now have increased powers for enforcement around COVID-19 risk assessments and events. Many authorities as well as the HSE are operating spot inspections at premises and events – plus ‘tip offs’ from the public could trigger an investigation.

In a worst case scenarios, this could result in your event being immediately shut down.

What are the other benefits of doing a COVID Secure Risk Assessment?

• Make sure you are operating legally and safely
• Build confidence with clients who will be asking to see them earlier and in more detail than before
• Attract and reassure your audience by showing the delegates that everything is safe
• The process provides a structure and confidence to a brand new way of working for Event Planners. No one has experience to rely on when it comes to COVID secure events so a regimented document & system will ensure everything is covered.

Key Points for a positive COVID Secure Risk Assessment process

• Start at the beginning of the event design process – aim to have the measures identified well in advance so they can be woven into the event rather than stamped on top of an already laid out event.
• Include Risk Assessment as an item on the agenda of any and all planning meetings to ensure it gets buy in from all stakeholders
• Stress the importance of leading by example to event staff and clients – if PPE / masks are required then EVERYONE needs to wear it, no exceptions (unless medical).
• Consultation with all involved including suppliers and ‘on the ground’ staff to ensure all measures are practical and sufficient.
• Prioritise – focus on the higher risk areas and not every trivial point

What to include

A COVID Secure Risk Assessment focusses on the Risk of Transmission of COVID-19 and nothing else. We advise starting with an opening section to ‘set the scene’ and detail the general risks.

• What do we know about the hazard; about COVID-19 and who is at risk
• What’s the current risk regionally and nationally (infection rates, vaccination situation)
• Set out which areas you can control and therefore are included in the assessment
• What is definitely NOT included eg. areas that you cannot control

Then, use a Risk Assessment table. A numbered risk matrix is NOT a necessity but include if preferred.

• Break down every ‘action’ at the event and include a line for each specific risk of transmission eg. arrival, registration, cloakroom, using toilets, breaks, catering, using equipment, departure etc.
• Include a column for the TYPE of transmission at each point – Direct (droplets from person to person eg. speaking / coughing), Surface (via contact with an infected surface( or Airbone (smaller droplets from breathing / speaking / coughing which remain in the air for some time)
• Another column for Who could be affected – particularly any vulnerable people
• A column for the control measures that are REASONABLY PRACTICABLE to minimise risk
• A final column for other information, to designate responsibility and detail deadlines if applicable

Additional Requirements for COVID Secure Events

• Information on screening guests to stop entry for anyone with symptoms or should be isolating
• A written procedure for dealing with guest or staff member who shows symptoms during the event
• On site considerations
  • Nominated COVID officer & additional staff to reinforce safety messages
  • Sign in / sign out procedures to aid test and trace including all delivery drivers / suppliers
  • Monitoring – how will you review / improve the measures?
• Supplier Risk assessments and other H&S policies should all reflect COVID Secure measures eg. have hotels amended fire policies to aid social distancing?
• Impact assessment of self-isolation / quarantine. As test and trace would require people to immediately self isolate, you need to minimse the impact on your team by eg. keeping your event team apart so that they don’t all have to isolate.
• Communication – how will you ensure crew, delegates, clients and staff are aware of all measures and comply?

Don’t forget the other risks

A COVID assessment is as well as a normal and full risk assessment. In fact, COVID measures could introduce additional risks – e.g. queues that extend into car parks that could be targets for terrorism.

A Final Word on Staff

Arguably, Event Staff are the ones most at risk in running an event.

Your Risk Assessment should pay particular attention to the way the staff work including the office, briefings, the build and crew catering. Consult with the team on deciding what measures are required so that you can improve compliance when on site and make sure you include systems and information for monitoring and enforcement so that what’s on paper translates into the event itself.

Please note: This guide is aimed at corporate meetings, hybrid or studio filmed events, training courses and conferences. It is not designed with large scale, public events or exhibitions in mind. It is also written for those who do not have a background or much experience in Health and Safety.

Covid Secure Events Training

Sign up at www.brightspaceevents.co.uk/covid-secure-events for updates on guidance and information on their training course. Interactive, online and with a H&S trained Events Expert, this course will ensure you and your team are fully prepared to deliver COVID Secure Events.