Guidance for organising events, special occasions and celebrations - Step 4 guidance July 2021

Guidance for organising events, special
     occasions and celebrations

         Step 4 guidance

             July 2021

Introduction
This advice has been produced for those who are organising or running events so they can
take steps to reduce the risk of transmission of COVID-19.

Event organisers and venues should ensure they provide a COVID-19 secure environment.
This document gives advice on how such an environment might be created including by:
    • Carrying out a detailed written risk assessment
    • Implementing comprehensive control measures
    • Ensuring those measures are adhered to during the event.

The measures should be applied in addition to any other legislative or regulatory
frameworks that apply, e.g. food hygiene, health and safety or licensing legislation. Anyone
that wishes to check the legal status of their activities in relation to such legislation, e.g. the
Food Safety Act 1990 or Health and Safety at Work etc. Act 1974 should seek their own
independent legal advice. Advice published by trade associations and similar groups on how
to carry out government guidance in their sector should also be considered.

Working safely
The first steps to becoming COVID-19 secure is to ensure safer practices are in place and this
would apply to all organisations.

   1. COVID-19 risk assessment
         • It is a legal requirement for any business with 5 or more employees to ensure
             they have a written risk assessment in place. For further assistance on
             completing risk assessments, please refer to the guidance issued by the
             Health and Safety Executive.
   2. Cleaning, handwashing and hygiene procedures
         • Increase the frequency of cleaning and handwashing in the workplace with
             more attention on areas where there is frequent touch.
         • Provide hand washing facilities or hand sanitisers at multiple locations,
             including entry, exit, washrooms for guests and staff. Promote these with
             signs and posters.
   3. Face coverings
         • This will be a personal choice for staff and guests. However, it is strongly
             recommended for you to encourage your staff and customers to wear face
             coverings.
   4. Help people work from home
         • Ensure that staff who are unwell do not attend work and must stay at home.
             Including workers who have been notified to self-isolate through the NHS
             Test and Trace system.

5. Although social distancing is no longer a legal requirement from 19th July, it is best
      practice to implement social distancing to minimise risk of transmission.
      Businesses may also implement the following:
          • Using screens/barriers to separate people from each other
           • Using back-to-back or side-to-side working as opposed to face-to-face
               whenever possible

Managing risk
COVID-19 risk assessment
All organisations must carry out a COVID-19 risk assessment in order to take reasonable
steps to protect their workers, guests and others from coronavirus. The risk assessment
must identify the work activities that may cause transmission of the virus, identify
individuals at risk and the likelihood of the exposure as well as identify ways to remove or
control the COVID-19 risk.
The result of the risk assessment and social distancing measures must be effectively
communicated to all staff. Measures should ensure staff that due consideration has been
given to the level of risk that they face and there must be a mechanism where employees
can feedback anonymously on the efficiency of the measures introduced.

Monitoring and control
Although various control measures may be put in place to allow for safe distancing and safe
cleaning/hygiene practices, it is important that these measures are effectively monitored
and controlled. Event organisers are encouraged to look to:
    • Appointing a responsible person who will be able to continually monitor the control
       measures identified in the risk assessment on site and provide regular feedback.
    • Keep a record sheet of practices in place, such as cleaning and maintenance log
       sheets to identify areas that require more focus.
    • Allocate responsibilities for staff/volunteers such as ensuring a hand sanitiser/soap is
       available for all people on the site/venue and social distancing is adhered to.

Protect and detect
Helping with NHS Test and Trace
   •   Your business is recommended to keep a temporary record of all your visitors,
       workers and volunteers for 21 days. This is to help the NHS Test and Trace
       programme and contain any outbreaks or clusters. If you do not have a system in
       place, you should consider how you will follow this step.
   •   It is recommended that you do this through displaying an official NHS QR code
       poster which places of worship are encouraged to register for online.
   •   If you feel as if COVID-19 cases are still rising in your organisation or you may need to
       close due to the number of people affected, you should also contact London

Coronavirus Response Cell (LCRC), Public Health England to report the suspected
      outbreak by emailing LCRC@phe.gov.uk or calling 0300 303 0450. The LCRC will:
     • Do a risk assessment
     • Give public health advice
     • Where necessary, establish a multi-agency incident management team to manage
       the outbreak.

Emergency response plans
Emergency response plans should be updated to include processes for possible COVID-19
incidents for both confirmed and suspected cases.
    • It is best advised to have a nominated individual who would be responsible for the
       reporting of suspected/confirmed cases to Public Health of England.
    • Procedures should be in place to ensure teams are aware of how to clean after a
       suspected case who has attended an event.
    • Evacuation plans should try to accommodate social distancing where possible.
    • You should have an escalation plan for isolation of anyone who may show symptoms
       whilst on site.

COVID-19 related screening questions
Prior to an event or upon entry, it is recommended that all guests, visitors, volunteers and
staff are asked, and where possible complete COVID-19 related screening questions. For
example:
    • Have you had a recent new continuous cough?
    • Do you have a high temperature?
    • Have you noticed a loss of, or change in, normal sense of taste or smell?

Any individual who answers yes to any of the above questions should be advised to not
attend the event despite how mild these symptoms may be. They should be advised to get a
COVID-19 test as soon as possible.

You may also want to consider detection systems in place to measure temperature at entry.

Face coverings
It is advised that individuals wear face coverings in indoor spaces especially crowded and
small enclosed areas.
It is important to note that hygiene and safe distancing are the primary measures to be used
to reduce the risks of COVID-19. Face coverings help prevent potential onward spread from
the non-symptomatic person wearing the covering.

Maintaining a safe distance

Determining the number of guests
The number of guests that can attend an event or a special occasion should be determined
taking into consideration:
    • The size of the venue or the area where the event will take place.
    • Social distancing to be in place for all guests where possible.
    • The space available for the movement of guests – taking into consideration fixed
        furniture such as tables/chairs/display stands, etc.
    • Any potential pinch points where further space would be required (areas which are
        busier, e.g. entry/exit).

Queue controls
Effective queue management should be put in place for events, regardless of whether they
are held outdoors or indoors. You should consider the following:
    • Staggering access times whether it is for entry/exit or accessing a particular area of
        an event, such as food/drinks areas. Staggering arrival times could take place
        through:
    • Guest lists and invitations. For example, groups of guests arriving between a 30-
        minute timeframe, allowing time for them to be seated prior to the next group of
        guests arriving.
    • Seating/table arrangements. For example, table one/group one accessing food
        counter at a specific time.
    • Separate entry and exit arrangements to prevent bottlenecks at a particular area
        within the venue/site. Consider if you can increase the number of entry and exit
        points.
    • Use of event ushers/hosts, signage and crowd management tools such as barriers
        and floor markings to influence behaviour.

Floor plans/layouts of the event
When organising an event, it is important to determine the floor layout of the venue to
ensure social distancing is always maintained where possible:
   • Use of one-way flow of visitor traffic, which can prevent bottlenecks as well as cross
       walking and allows social distancing.
   • Where possible, event floors/aisle widths/walkway paths should be widened
       accordingly to allow enough space for social distancing.
   • This should also include routes to the car parks and the safe route of leaving the
       premises/venue from where the event is held.

Setting up before and breaking down after events
Event organisers should partner with all stakeholders for organised gatherings, such as
venue partners, to provide enhanced guidelines to prioritise health and safety.
   • Contractors involved in the setting up and breaking down processes should take into
       consideration safe distancing, hygiene and cleaning guidance.
   • Shared equipment, exhibitor freight, high touch point areas should be covered to
       reduce risk, where possible.
   • Consider the use of shift teams, also known as cohorts or fixed pairing/teams, by
       assigning people on the same teams or shifts to limit social interaction. Restrict the
       number of people that rotate between jobs and equipment throughout shifts where
       possible to prevent transmission and ensure surfaces and objects are thoroughly
       cleaned during transfers.

Food and beverage
Where food and beverage are provided during events, venues and catering partners should
look into serving food that are pre-packaged or in closed containers where possible.
   • Food should be ordered in advance accordingly to the number of guests expected.
   • Staff should serve all food and drinks to prevent customer self-service and guests
        should remain seated.
   • Buffets and open service options should be avoided if and where possible.
   • Tables should be free of objects and items such as decorations, where possible.
        Cutlery, plates and napkins should be provided when the meal is served. Cutlery may
        be placed on tables providing these are in sealable pouches where transmission risk
        is avoided.

Live performances and entertainment
Event organisers who want to include any live music, drama or comedy performance should
strictly follow the performing arts guidance.
    • Dancing should not be permitted due to the increased risk of transmission in small
         enclosed areas where possible.
    • Speeches should be undertaken outside or in well ventilated areas wherever
         possible.
    • Where any indoor performances are planned, they should be limited in size and only
         take place where high rates of air flow can be maintained.
    • Use amplification systems to create volume rather than natural voices and
         discourage vocal responses or audiences joining in.
    • During events, it is important to ensure that steps are taken to prevent people from
         unnecessarily needing to raise their voices. This applies even if social distancing is
         followed or face coverings are used. For example, through:

•   Refraining from playing music at a volume that makes normal conversation difficult
   •   Avoid activities, such as communal chanting or singing.

Touch-free arrangements
Event organisers should consider the use of touch-free arrangements, where possible, to
reduce the risk of transmission. Some examples include but are not limited to:
   • Access arrangements/registration for some events – through online confirmations.
   • Payment options using contactless payments during events for any catering, tickets
       or parking as opposed to cash handling.
   • Digital handouts of any menus, flyers, event programmes either emailed to guests or
       with the use of scanning QR codes as opposed to paper handouts.
   • Waste disposal.

Cleaning and hygiene
Hand washing/sanitisers
The UK government advice is that individuals should wash or sanitise their hands regularly
to prevent the risk of transmission. Venues and event organisers are recommended to
ensure that:
    • Hand sanitiser stations are positioned at key locations throughout the event
       including entry/exit, restrooms, food and beverage locations, conference rooms and
       any other locations where contact is likely.
    • Sufficient hand sanitiser and hand soap are available for the events taking into
       consideration the number of guests expected.
    • Ensure all guests/visitors are reminded to be washing or sanitising their hands
       frequently with signage around the venue or site and regular announcements by
       hosts.

Venue enhanced cleaning
Where venues are hired for events, enhanced cleaning should be provided by the venues to
ensure they are clean and hygienic before both build up and opening of the show floor. This
is to ensure contractors/suppliers setting up venues are working in a safe environment.

Cleaning regime
Event organisers should have a cleaning regime in place for before, during and after an
event to ensure thorough cleaning takes place frequently.
   • Ensure that cleaning regimes are documented through visible cleaning logs for
       particular areas in a venue/site such as outside restrooms which can be kept up to
       date and visible.

•   Cleaning attendants are informed of the schedule and allocated designated areas
       which they will be looking after during the event.
   •   Protective clothing is provided to cleaners, based on the risk assessment carried out
       by the event organiser.
   •   Increased focus on cleaning on key touch points such as restrooms, food and
       beverage counters, help points including door handles, guardrails, etc.
   •   Cleaning of any equipment that is likely to be shared (i.e. handheld microphones,
       projectors) should have additional cleaning procedures in place.
   •   Setting clear use and cleaning guidance for toilets, with increased frequency of
       cleaning in line with usage.
   •   Cleaning to take place with regular household disinfectants reflecting current UK
       government advice.
   •   Consider any other risks of cleaning products such as allergies and reactions.

Stand/display cleaning
Cleaning procedures should be in place for stands and display stands which may be required
in some events. Some examples are souvenir stands at sporting events, wedding favours at
receptions or during exhibitions where samples, promotional materials are needed.
    • Where items are distributed, consider digital sharing, where possible. For example,
       leaflets or promotional materials to be emailed to guests/visitors as opposed to
       being handed out.
    • Cleaning should be in place for each stand taking into consideration the items
       displayed, especially any key touch point areas.

Waste management
Event organisers should take into consideration waste management before, during and after
an event. This should be managed based on the size of the event, number of guests/visitors
and the waste likely to be expected. When organising an event, the following arrangements
should be made:
    • Adequate number of waste bins around the venue/site with regular scheduled times
       for collection of these bins to be emptied to prevent overflowing.
    • Specific waste bins could also be introduced such as mask/glove disposals, napkins
       and general waste.
    • There should also be a schedule to regularly disinfect the waste containers/bins
       themselves.

Ventilation
Event venues and sites should have good environmental controls suitable for the number of
guests and visitors expected.

•   Ensure there is adequate ventilation within the premises. For example, through
       opening windows and doors frequently. Where possible, event organisers should
       consider ways to increase the supply of fresh air. This can be done by lifting or
       removing side walls from outdoor structures, such as marquees.
   •   Ensure general ventilation is improved through fresh air, where possible, or
       mechanical systems such as air conditioning.
   •   Ensure temperature controls are in place. If it is an outdoor event consider whether
       there are any heating facilities if it is a colder day. If organising indoor events, ensure
       that it is not too warm.

Communication
Website, apps, email and SMS
Event organisers should ensure that venues, suppliers, workers and attendees can be
communicated with through the above channels. Information that can be communicated
include but is not limited to:
    • Procedures that are in place to reduce or prevent the transmission of COVID-19. It is
       recommended this information is shared with all attendees prior to the event.
    • Timetables of event programmes.
    • Receipts for payments or any booking confirmations.
    • Schedules in place for prior, during and after the event.

Exhibitor manuals
Where an event is organised with multiple hosts, it may be useful to produce exhibitor
manuals. These can be provided to the host/hosts where information on standard operating
procedures and frequently asked questions can be found.

Event signage
Event organisers should consider the use of signage in order to remind and raise awareness
of the workers, guests and visitors which can be displayed prominently in all common areas
of the event. These can include:
    • Signs and symptoms of COVID-19 as well as actions to take if necessary, such as
        calling 111, staying home and self-isolating.
    • Signs to promote social distancing, hand washing/sanitising frequently which can be
        placed near key areas, such as entrances, near restrooms and food beverage areas as
        well as any high contact areas in the venue.
    • If face coverings are required during an event, requests to wear a face covering or
        signage to show areas where face coverings are encouraged to be worn.
    • Signage and floor tape to show the direction of flow around the venue with arrows
        to indicate any one-way systems.

Pre-show messaging
When organising an event, it may be useful to communicate with key stakeholders in
advance. Organisers can contact key suppliers, contractors, staff, venue managers, hosts
and perhaps guests before the event. This can be done to share the expectations for this
event with hygiene briefings and health protection measures in place too.

Useful links
   •   Health and Safety Executive guidance for employers and businesses

   •   Health and Safety Executive guidance on air conditioning and ventilation

   •   Government guidance for weddings, civil partnerships, receptions and celebrations

   •   Government guidance for the safe use of multi-purpose community facilities

   •   Government guidance for performing arts

   •   Association of Event Organisers COVID-19 guidance

   •   Association of Event Venues COVID-19 guidance for event recovery

   •   Events Industry Forum guidance for outdoor events

   •   Chartered Institute of Environmental Health general guidance including safe
       shopping, providing food takeaway and deliveries, signage resources

   •   Government guidance on cleaning for non-healthcare settings

   •   Staying COVID-19 Secure in 2020 poster

   •   Government guidance on maintaining records to support NHS Test and Trace

   •   Create a coronavirus NHS QR code for your venue

   •   COVID-19 Response - Spring 2021 (Roadmap) - GOV.UK (www.gov.uk)