We’re back! And we’re delivering events once again.
Well, to be honest, we didn’t go anywhere; we’ve been busy making improvements
to our technology and ensuring our team remains focused on enhancing their product
knowledge.
We appreciate how truly tough it has been for all
our hotel and venues partners, and we know you are still on the road to
recovery. So, with enquiries starting to return to pre-pandemic levels, it’s
time to help you start converting!
Events have been on hold for nearly two years, and
the wonderful people we had to deliver events have sadly moved on to other
industries. Venues and are agencies are facing the challenges of working with
inexperienced people. They may be eager to learn, but there is also a lack of
training resources to quickly bring them up to speed to meet current deadlines.
With our own event delivery experiences, we’re
feeling the knock-on effects first-hand, and we’re experiencing the negative
feedback; it’s the current climate we’re all in. With new or no
conference/event staff, lack of experience in turning around enquiries and even
delivering events themselves is taking its toll.
We know this is widespread across the industry, and
we understand there is a long road to recovery for us all. And that’s where you
need to let us help you help our clients and ultimately turn these enquiries
into conversions.
In her latest video, Jacqui shares some of her market insights and tips for
helping improve internal processes. If there’s anything more we can do to
support you in turning around enquiries, please get in touch. We want to ensure
communication channels are wide open and for you to know we’re here to help.
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.
