With Covid-19 restrictions continuing to ease under the government’s roadmap, we are providing guidance for organisers of small and medium scale events, both indoors and outdoors.
Outdoor gatherings or events
Outdoor gatherings or events, organised by a business, charity, public body or similar organisation, can now take place. Event organisers must:
- Complete a health and safety risk assessment. The Health and Safety Executive (HSE) has provided a template risk assessment which you might find useful.
- Ensure those attending follow government guidance on social contact, with up to six people or two households currently able to meet outside. Signage should remind people about observing social distancing and one-way systems should be in place.
- Regularly clean all contact surfaces, including toilets, ensuring hand sanitiser is readily available.
- Follow current hospitality guidance, if you’re offering hospitality services.
- Ensure any erected outdoor coverings, like marquees or gazebos have at least 50% of its sides open.
- Ensure customers wear face coverings when not seated, unless exempt.
- Stagger arrival times to prevent gatherings of people.
- Recording customer details for NHS Test and Trace, either manually or by using the NHS QR poster. We understand it will remain mandatory to display the NHS poster. We recommend displaying a number of QR posters around your venue, easily accessible for customer and in a place which doesn’t create gatherings of people.
- Refuse entry to anyone, staff or visitors, displaying symptoms of Coronavirus.
- Encourage contactless payments.
We will keep businesses informed of current guidance where possible, however, it is your responsibility to regularly check you are complying with the latest government guidance.
Outside Play Areas
If you operate an outside play area, you must follow the government guidance.
Indoor gatherings or events
Indoor gatherings or events, organised by a business, charity, public body or similar organisation, can take place no earlier than 17 May if they follow the government guidance.
It’s important to note the restrictions on attending indoor events are different to outdoor events or gatherings. Attendees of indoor events must not mix beyond the social contact limits, in a group of six people or two households, or in a group of no more than 30 outdoors.
Do you have the correct licence?
If you have any questions about possible licensing requirements for your proposed event, please contact email@example.com.
Event safety management plans and risk assessments
Event organisers must produce an Event Safety Management Plan and Covid-19 risk assessment when planning your event, to show how it will comply with current guidance, making it Covid-secure.
When producing your Event Safety Management Plan, you might find the HSE’s guidance on ‘Managing crowds safely – A guide for organisers at events and venues’ helpful. The guidance advises basing plans on the ‘Purple Guide’, written by The Events Industry Forum.
Event organisers with no employees do not need to produce an Event Safety Management Plan, associated checklists or health and safety risk assessments. However, you will need to demonstrate how you have reduced the risk of any incidents or accidents occurring.
Other things to consider when planning an event
If your event is being held at a site owned or managed by a third party, you must ensure your Event Safety Management Plan and risk assessments are consistent with those of the site.
Your event’s public liability insurance should reference Covid-19, as under the Reporting of Injuries, Diseases and Dangerous Occurrences Regulations (RIDDOR) 2013, employers and/or duty holders are required to report cases of, or deaths from, Covid-19 from occupational exposure, as a result of a person's work.
Temporary demountable structures
If you are planning to use marquees or other temporary demountable structures at your event, you should include this in your event documentation, including your Event Safety Management Plan and risk assessment.
As referenced above, any outdoor structure, including marquees and similar temporary demountable structures, must be at least 50% open to the air. Guidance is available to help you safely erect outdoor structures.
If you plan on having a marquee permanently erected, you’ll need planning permission. When deciding where to place your marquee, please consider neighbours, to minimise any disturbance.
Surrey County Council Covid-19 checklist for events
Surrey County Council has produced a useful checklist for event organisers, to help you ensure your event is Covid-secure.
Planning future events
Under the government’s roadmap for the easing of lockdown restrictions, from 21 June restrictions on large events should be lifted.
Before committing to future events, particularly those requiring the sale of tickets, event organisers should be aware they are solely liable for all financial and other liabilities incurred arising from the suspension and/or cancellation of your proposed event.
If you have any questions, please contact firstname.lastname@example.org.
We wish you success with your event.