Staying compliant in an ever changing world.

22 September, 2020

930 words, 5 minute read

COVID-19, the global pandemic and the ever changing restrictions make event management a bit of a mine field at the moment. We’re working hard to remain up to date with all the guidance and regulations in order to reassure all our stakeholders. Sabine recently undertook specific training around Safer Events and is now a certified Safer Events Organiser.

Following the Prime Minister’s statement today, Tuesday 22nd September, we have pulled together our understanding of what we are able to offer for the events world as of today – this will be updated as guidance is announced.

The following information is taken from GOV.UK: From: Department for Business, Energy & Industrial Strategy and Department for Digital, Culture, Media & Sport

  • All meetings and events must observe social distancing.

  • All staff and guests must wear face coverings.

  • All participants will need to register on arrival for the NHS Test and Trace system. From 18 September, this will be enforced in law:

    “The opening up of the economy following the COVID-19 outbreak is being supported by NHS Test andTrace. You must keep a temporary record of your customers and visitors for 21 days, in a way that is manageable for your business, and assist NHS Test and Trace with requests for that data if needed. This could help contain clusters or outbreaks.”

  • If a staff member (or some one in their household) or a customer has a persistent cough, a high temperature or has lost their sense of taste or smell, they should be isolating and not attend the event.

  • From 14 September, you can only visit hotels in groups of up to 6 people (unless they are visiting as a household or support bubble which is larger than 6). This does not apply to pre-booked meetings which are limited to 30 guests:

    “2.3.2 Business events: Meetings of up to 30 people indoors are allowed in permitted venues if social distancing can be maintained and the venue can demonstrate it has followed the COVID-19 guidance. If permitted venues have multiple, separate meeting facilities, these can be hired out simultaneously for separate meetings/events if social distancing can be maintained, groups can be kept separate, and the venue can demonstrate it has followed the COVID-19 guidance. Business meetings and events of over 30 people should not currently take place in any venue. Banqueting and private dining events should not currently take place in any venue.”

  • Private dining and banqueting events are currently NOT permitted.(please note there is different regulation regarding weddings and funerals: from 22nd September, numbers of attendees at a wedding is now rest ricted to 15 only. Receptions and celebrations may take place in the form of a sit-down meal, but only where they can be done in a COVID-19 secure environment/venue, and we advise there should be no more than 15 people attending.)

As an Events Management Agency we are of course keen to #GetBritainMeeting again! Some of the safety measures we are encouraging clients to consider implementing in line with government guidelines are:

  • Staggering arrival times so a large group does not arrive together. No more than 6 people should be arriving in one group. The venue and Pendleton Events will take steps to avoid queues building up particularly at check in/registration.

  • Change your normal event times to avoid guests having to arrive in what is traditionally rush hour – so start times after 09h30 and finishing either before 17h00 or after 18h30.

  • Encourage guests to avoid public transport where possible and to adhere to all government guidelines regarding public transport should this be unavoidable.

  • Remember to bring a face covering and hand sanitiser although these will also be available at the venue in case of emergency.

  • Consider imaginative layouts to encourage social distancing: swap theatre style for classroom style which feels less impersonal at 1.5m distancing. Consider round tables of no more than 4 guests per 6ft round or small bubbles of 6 who will move around together for the duration of the event.

  • Concerns regarding local restrictions and attending events. The government guidelines state:

    “2.5.3 Business Meetings and Events: People should only socialise indoors within their own households or support bubbles in areas with local restrictions. However, businesses and venues following COVID-19 Secure guidelines can host groups, if this is in accordance with the relevant guidance for their sector. This includes hosting business meetings and events of up to 30 people in permitted venues.”

We fully appreciate that businesses may not wish to ask staff or guests living in a locally restricted area to attend a business event. If this is the case we will work with the venue and client to find a workable solution, be it a hybrid event or postponing the event to another date.

If there is anything we can do to encourage booking with confidence please let us know! We’re here to act in your best interest and deliver outstanding event.