COVID-Secure Events with Business Fours
COVID-Secure Events Safety Policy and Guidelines
Updated as of 26th April 2021 in accordance with latest government advice which you can find here.
As we begin to adjust to a world in which we are organising COVID-Secure Events alongside COVID-19 we understand the public risks involved in events. We have updated our events guidance, protocols and procedures based on the latest government advice and current knowledge gained from suppliers.
We want to reassure our clients that your safety remains our top priority and we thought we would share our pre-planning for hosting COVID-Secure Events when Business Fives/Business Fours can run again safely and securely. As the lowest risk events are now online/virtual experiences we have developed new offerings based on new ways of delivering our clients objectives to meet businesses, bond with colleagues and raise money for charity through Business Esports, we also provide event management and consultancy to those who are considering hybrid or online events.
As Event organisers we are committed to adhering to the three requirements set out in the government guidance. This includes the need to follow the relevant COVID-secure guidance, taking reasonable steps to limit the risk of transmission, completing a related risk assessment, and adhering to all legal requirements, including ensuring that those attending an event do not mix beyond what is permitted by social contact limits
For our clients that still wish to meet businesses, bond with colleagues and raise money for charity in a socially distant and safe environment we have outlined a series of protocols and guidelines we have implemented at our events to provide a COVID-Secure Events environment for attendees.
These include a continuation of previous guidelines we successfully implemented at our events pre lockdown and being mindful that despite easing of restrictions the virus remains in general circulation.
You may be concerned about how Coronavirus will affect your upcoming event with us and our approach to managing this outbreak is explained in detail on our website. Our priority is to ensure the safety and wellbeing of our clients at our events. Given the current situation we have taken a series of measures outlined below. In addition to the below we will follow the policies set out by our venue partners at the time, which will be set in accordance with the latest Government Guidance. All attendees will be informed of these updated policies prior to the event or on arrival.
Promoting Healthy Behaviours that Reduce Spread
We have implemented strategies to encourage behaviours that reduce the spread of COVID-19 and ensure we are hosting COVID-Secure Events.
It is critical that everybody observes the following key behaviours:
HANDS – Wash your hands regularly and for at least 20 seconds.
FACE – Cover your face in enclosed spaces, especially where social distancing may be difficult and where you will come into contact with people you do not normally meet.
SPACE – Stay 2 metres apart where possible, or 1 metre with extra precautions in place.
Team sport and physical activity
Organised sports participation events are not subject to the capacity cap or social contact rules.
These activities either need to be organised by a national governing body, club, registered instructor/coach, business or charity, and/or involve someone who has received an official licence to use equipment relevant to the activity. In all cases, the organiser must conduct a risk assessment and ensure compliance with COVID-19 secure guidance.
Staying Home When Appropriate
- Our staff have been educated about when they should stay home.
- If you have tested positive for COVID-19 or are showing COVID-19 symptoms the advice remains to stay home.
- If you are in a period of self-isolation as someone you have been in contact with has contracted the virus, stay home and do not take the risk of infecting others. The advice remains to stay home and monitor your health if you have had close contact with a person who has symptoms of COVID-19 within the past 14 days.
- Have substitutions in place for the event so that in the eventuality one of your colleagues cannot make it then you have replacements ready.
Hand Hygiene and Respiratory Etiquette
- We require frequent handwashing with soap and water for at least 20 seconds and increase monitoring to ensure adherence.
- Soap and water will be readily available, attendees can use hand sanitizer that contains at least 60% alcohol and rub their hands until dry.
- Before you arrive wash your hands, when you arrive wash your hands. Staff will familiarise attendees with locations of facilities and hand wash stations and everyone is encouraged to make use of the antibacterial handwash stations provided on-site. Where possible have alcohol gel easily accessible to maintain personal hand hygiene whenever you feel may be necessary.
- Whilst on site do not shake hands with those you meet in the traditional fashion. Pleasantries should be exchanged with a simple nod. We are aware attendees often exchange handshakes, fist bumps, and high-fives at meetings and sporting events. Signs will be on display that discourage these actions during the event.
- One of the biggest protectors against viral disease is exercise to maintain a fit and healthy lifestyle, eat well and continue to prioritise your health.
- The mouth and nose should be covered with a tissue when coughing and sneezing. Used tissues should be thrown in the bin and hands washed immediately with soap and water for at least 20 seconds.
- If you are going to cough or sneeze have a tissue ready and dispose of it as soon as possible if you do not have a tissue cough into your elbow and wash after.
- All attendees should observe the 1 metre plus social distancing rule both inside and out at the event.
- Staff members have been trained to practice social distancing by working at least 1 metre away from others and exercising 2 metres, where possible.
- Back-to-back and side-to-side interaction is encouraged, rather than face-to-face, whenever possible.
- Face coverings are most essential in times when physical distancing is difficult and we require the use of face coverings among venue staff.
- Customers in hospitality venues must wear face coverings, except when seated at a table to eat or drink. Staff in hospitality and retail will now also be required to wear face coverings (from 24 September).
- People who are already exempt from the existing face covering obligations, such as because of an underlying health condition, will continue to be exempt from these new obligations.
- Guidance stating that face coverings and visors should be worn in close contact services will now become law (from 24 September).
- We believe it is responsible to encourage attendees ahead of the event to bring and use cloth face coverings whilst indoors at the event.
- Face coverings are meant to protect other people in case the wearer is unknowingly infected but does not have symptoms.
- We will endeavour to ensure adequate supplies to support healthy hygiene behaviours are in place. Supplies include soap, water, hand sanitizer containing at least 60% alcohol, paper towels, tissues, disinfectant wipes, cloth face coverings.
COVID-Secure Events Signs and Messages
- Signs will be displayed in highly visible locations that promote what have now become everyday protective measures and describe how to stop the spread of germs by properly washing hands and properly wearing a cloth face covering.
- Additional signage will be in place inside at the venue to remind attendees to ‘Keep your distance’ in all relevant areas.
Maintaining Healthy Environments COVID-Secure Events
We chose our venue partners carefully and are proud to work with venues that have taken responsible steps to maintain high standards of hygiene and we work closely with them to follow their protocols that match our professional standards.
Cleaning and Disinfection
- The frequency of cleaning and disinfecting has been increased by our venue partners and you will see staff washing down surfaces regularly whilst you are on site. Frequently touched surfaces and shared objects between uses will be cleaned and disinfected at least daily or between uses as much as possible.
- The frequency of cleaning the toilets have been increased and you will be able to check the last clean on the chart displayed.
- With our venue partners, we have developed a schedule for increased, routine cleaning and disinfection. These cleaning routines will be enacted when using event space and ensure that other venues follow these routines.
- The number of people who occupy the bathrooms at one time will allow for social distancing.
- We will ensure that open bathrooms are cleaned and disinfected regularly, particularly high-touch surfaces such as toilets, stall doors, doorknobs, countertops, sinks, and light switches.
- Adequately stocked with supplies for handwashing, including soap and water or hand sanitizer with at least 60% alcohol paper towels, tissues, and no-touch bins.
- We continue to prioritize outdoor activities where social distancing can be maintained as much as possible. We are fortunate our events predominantly utilise outside space for the duration of play and where possible, weather depending outside catering facilities will be utilised.
- Capacities have been reduced to enable social distancing and any areas used will be sealed to only be used by our clients. Clients should be reassured knowing that the room has been cleaned thoroughly and is ready for their use.
- We have imposed an attendance limit to allow for social distancing and will host our smaller events in larger rooms to help create COVID-Secure Events.
- Where possible we will use multiple entrances and exits and discourage crowding in communal areas.
- Eliminate lines or queues and encourage people to stay at least 1 metre apart by providing signs or other visual cues such as tape or chalk marks.
- Tables and seating will be spaced out accordingly and capacities have been reduced in the venues we work with to limit the number of people in any space.
- We will endeavour to stagger the use of shared indoor spaces such as dining event space and lounges as much as possible and clean and disinfect them between uses.
- There is no evidence that COVID-19 is spread by food. However, people sharing utensils and congregating around foodservice areas can pose a risk.
- Social distancing measures will be in place in catering areas and attendees have the option to choose to take away boxes for their meals.
- Service points will be increased with a one-way system in place and hand sanitiser stations placed at the entrance.
- For services not included in your event, attendees are asked to exchange card payments to avoid direct hand-to-hand contact.
- Frequently touched surfaces such as pens, counters, or hard surfaces will be cleaned and disinfected between use.
- Where necessary physical guides, such as tape on floors or signs on walls will be displayed to ensure that individuals remain at least 1 metre apart when waiting in line to order or pick up.
- Businesses selling food or drink (including cafes, bars, pubs and restaurants), social clubs, casinos, bowling alleys, amusement arcades (and other indoor leisure centres or facilities), funfairs, theme parks, adventure parks and activities, and bingo halls, must be closed between 10pm and 5am. This will include takeaways but delivery services can continue after 10pm (from 24 September).
- In licensed premises, food and drink must be ordered from, and served at, a table.
- Customers must eat and drink at a table in any premises selling food and drink to consume on site (from 24 September).
- Businesses will need to display the official NHS QR code posters so that customers can ‘check-in’ at different premises using this option as an alternative to providing their contact details once the app is rolled out nationally (from 24 September).
- Attendees are discouraged from sharing items that are difficult to sanitize.
- We will limit any sharing of food, tools, equipment, or supplies.
- Ensure adequate supplies to minimize sharing of high-touch materials to the extent possible; otherwise, limit the use of supplies and equipment to one group of staff members or attendees at a time, and clean and disinfect them between use.
Maintaining Healthy Operations with COVID-Secure Events
As event organisers, we will consider implementing several strategies to maintain healthy operations.
- We will keep up to date and be aware of local or national regulatory policies related to group gatherings to determine if events can be safely held.
- Event attendance is limited to guests who live in the local area to reduce the risk of spreading the virus from areas with higher levels of COVID-19.
Travel & Transit
- Attendees are encouraged to use transportation options that minimize close contact with others (e.g., walking or biking, driving or riding by car – alone or with household members only).
- Car parks will be configured to limit congregation points and ensure proper separation.
- Those that do share travel are encouraged to clean and disinfect frequently touched surfaces in the car.
Designated COVID-19 Point of Contact
- We have designated John McClarey as the contact responsible for responding to COVID-19 concerns. All staff and attendees should know who this person or office is and how to contact them.
- We have put systems in place to encourage staff and attendees to self-report to the COVID-19 point of contact if they have symptoms, a positive test, or were exposed to a confirmed case within the last 14 days, in accordance with health information regulations and other applicable privacy and confidentiality laws and regulations.
- We will notify attendees of cancellations and restrictions in place with as much notice as possible in the event of any incidents.
COVID-Secure Events NHS Test & Trace
The easing of social and economic lockdown measures following the COVID-19 outbreak is being supported by NHS Test and Trace. We will assist this service by keeping a temporary record of our event attendees electronically. This data will be collected for the purpose of assisting with NHS Test and Trace requests if needed. This could help contain clusters or outbreaks.
We collect data from our clients for the purposes of sending joining instructions and communicate event updates and this information will also be collected to support NHS Test and Trace requests.
- The name of the attendees. If there is more than one person, then the name of the team captain and the number of people in the group will suffice.
- A contact phone number for each attendee, or for the lead member of the group.
- Date of visit, venue, arrival time and, where possible, departure time.
- If a customer interacts with only one member of the venue staff, the name of the assigned staff member should be recorded alongside the name of the customer.
- It is important to note that should an attendee inform us that they do not want their details shared for the purposes of NHS Test and Trace, they can choose to opt-out, and if you chose to do so we will not share their information with NHS Test and Trace.
- NHS Test and Trace will ask for these records only where it is necessary, either because someone who has tested positive for COVID-19 has listed our venue as a place they visited recently, or because the venue have been identified as the location of a potential local outbreak.
Lessons Learned After the Event
- We will continue to listen to feedback from clients on lessons learned from the event and areas we could improve upon.
- Determine ways to improve planning and implementation processes.
- Update our plans regularly according to the government guidelines.
Please be aware this is a working document and is subject to regular reviews as per the latest government advice and will we endeavour to ensure we run COVID-Secure Events.
Event Postponement Policy
The spread of Coronavirus (Covid-19) has changed our lives significantly and we know that it is very much on the minds of our event attendees, regardless of the city we are hosting an event in which is why we have outlined our Event Postponement Policy below.
Our priority is, and will always be, to ensure the safety and well being of our clients and staff. We are here to offer as much help and advice as we can to ensure that your event can run smoothly and safely.
We closely monitor and follow Government travel advice via the Foreign and Commonwealth Office (FCO). Our decision-making for event travel will directly reflect the FCO Advisory Levels, and any change in Government advice will also change our approach to advice for event attendees.
We also closely monitor the World Health Organization (WHO) for information on Coronavirus itself, the global situation and up to date advice for prevention.
We ask anyone who is concerned that they may have encountered the virus to follow the Government advice, and self-isolate in the first instance. We are in regular contact with our venue partners on the ground who can provide local insight and relevant details pertaining to our events.
Please contact our team if you have any questions or need any further advice.
How might this affect my Event?
The FCO has 3 levels of travel advisory warning. They are:
- No travel restrictions
- Advise against all but essential travel (to a specific region)
- Advise against all travel (to a specific region or country)
What if the Government has no travel restrictions in place for the city my event is in?
We will continue to operate events in that city in line with UK Government advice. If you have an upcoming event in one of these cities or regions and want to know what alternative arrangements can be made for you, then you have the following options:
If your event is more than 6 weeks away, we recommend that you wait until closer to your event dates to allow for more information to present itself. The situation is ever changing, and it is impossible to predict the status for your dates. However, if you do wish to look at changing your plans, you have the following options:
a) If you would like to change your event: contact us to find out what changes are possible for your event. No cancellation fees will be applied.
b) While we normally treat a change of event as a cancellation of services, we understand that you may wish to change your event within the same year. Please contact our team to discuss the possibility of changing events or delaying your event participation. No cancellation fees will be applied.
c) You can choose to cancel your event; our standard booking conditions will still apply. Please contact our team to discuss the costs for an event cancellation.
If your event is within the next 6 weeks and you wish to change your plans, our usual cancellation terms apply. Please contact our team to discuss the costs and timing for an event cancellation.
What happens if the FCO advises against ‘all but essential travel’ or against ‘all travel’?
Business Fives Coronavirus Response will comply with the advice from the government and will not operate in regions where the government advice is against travelling.
If your event is more than 6 weeks away, please continue to check advice and call our office if you have any questions. If you do wish to change, postpone or cancel your event more than 6 weeks prior, then the following options are open to you:
a) If you would like to change your event: contact our team to find out what changes are possible for your event. No cancellation fees will be applied.
b) While we normally treat a change of event as a cancellation of services, we understand that you may wish to change your event or postpone until next year. Please contact our team to discuss the possibility of delaying your trip until 2021. No cancellation fees will be applied.
c) Cancellation: you are able to cancel your event; our standard booking conditions will still apply. Please contact our team to discuss the costs and timing for an event cancellation.
1. If your event start date is between 42 days and 2 weeks we will contact you to discuss alternate event plans. No service charge will be applied. Options include:
a) Postponing your event involvement to later in 2020 or 2021
b) Changing to another event (subject to availability)
c) Cancelling your event, however, our usual cancellation terms will apply.
2. If your event start date is within 2 weeks we will contact you to discuss alternate event plans. No service charge will be applied. Options include:
a) Postponing your event date to a later date when it is safe to do so, subject to venue availability
b) Changing to another event (subject to availability)
c) Offering an event credit for use at any of our future events
d) Should we not be able to reschedule your event within a year a full refund of any monies received will be issued.
Please contact our team to discuss any specific requirements you may have for us to make your event experience as enjoyable and comfortable as possible.