Event Risk Assessment Managing the Risk of Coronavirus

Event Risk Assessment Managing the Risk of Coronavirus

Date assessed: Signature:

Assessed By:

The purpose of this risk assessment is to provide controls to manage the risk of coronavirus at an exhibition. The controls have been spilt into three levels: low, medium and high. The Covid alert system will determine which level is required.

Level 3: High Risk controls Level 3 moving into level 2: Medium risk controls Level 2: Low risk controls

Visitor Risks
Potential Hazard Identified Air born spread through travel to the venue
Air born spread through close contact in busy aisles
Air born risk in theatres

Low Risk Controls

Medium Risk Controls

High Risk Controls

Same as high

Same as high

 Wider aisles where

 Wider aisles where

possible

possible.

 Contra flow walk on the

 Contra flow: walk on the

left.

left.

 Adequate signage and

 Additional onsite

arrows to influence crowd

arrangements for

behaviour.

spotters to manage pitch

points.

 Encourage the use of face

masks

 Adequate signage and

arrows to influence

crowd behaviour.

 Allow space between each Same as high risk

seat in the theatre.

 Mark out the area for the

seats with hazard tape so

they do not get moved.

 Increase time between

sessions to allow managed

exit and entry to theatres.

 Contact visitors pre show and encourage them to travel by car, incentive of free or reduced parking fees.
 Increase the amount of shuttle buses from car park to venue.
 One-way system down each aisle
 Wider aisles where possible.  Advise the use of face masks  Additional onsite
arrangements for spotters to manage pitch points.  Adequate signage and arrows to influence crowd behaviour.
 Allow 2 metres between each seat in the theatre.
 Mark out the area for the seats with hazard tape so they do not get moved.
 Install high level shell scheme around the theatre to avoid crowds gathering in the aisles.
 Increase time between sessions to allow managed exit and entry to theatres.

Air born risk through workshops
Air born spread in the queues entering the show

 Undertake a density calculation – how many students can partake in the workshop whilst complying with social distancing rules?
 Only allocate one student per table

 Undertake a density calculation – how many students can partake in the workshop whilst complying with social distancing rules?
 Only allocate one student per table
 Advise the use of face masks

 Visitor communication pre Same as high risk show to encourage visitors to arrive onsite during quieter hours (3pm onwards).
 Social distancing in queues, clearly displayed using arrows and signage

Contact risk in workshops and theatre Same as high risk

Same as high risk

 Undertake a density calculation – how many students can partake in the workshop whilst complying with social distancing rules?
 Only allocate one student per table
 Insert sneeze guards on each table
 Advise the use of face masks
 Temperature screening at the entrance to the venue.
 Opening hours extended to reduced the amount of visitors arriving at one time.
 Visitor communication preshow to encourage visitors to arrive onsite during quieter hours (3pm onwards).
 Social distancing in queues, clearly displayed using arrows and signage
 Theatres and workshops to be deep cleaned after each demonstration.
 Speaker/demonstrator to use their own microphone and any other equipment required.
 Each student in the workshop should have their own set of equipment.
 Equipment must be adequately cleaned

Contact risk: visitor to exhibitors
Contact risk: visitor to front of house staff

 Contactless payments encouraged
 Advise exhibitors to provide their staff with hand sanitiser, adequate PPE.
 Communicate the responsibilities of the exhibitors, including compulsory cleaning requirements.
 Multiple hand sanitiser units around the show for visitors & exhibitors.
 Encourage visitors to use digital tickets.
 Provide FOH staff with adequate PPE and hand sanitiser.

Same as high risk Same as high risk

Contact and air born spread in busy catering areas

Same as medium

 Undertake a density calculation, increase catering areas to allow adequate spacing between each table.
 Agree a in depth cleaning schedule with the catering company. Tables must be deep cleaned after use.
 Food must be pre-packed only.

 Contactless payments only  Advise exhibitors to wear
gloves  Compulsory for exhibitors to
provide their staff with hand sanitiser, adequate PPE.  Communicate the responsibilities of the exhibitors, including compulsory cleaning requirements.  Multiple hand sanitiser units around the show for visitors & exhibitors.
 Only accept digital tickets. Communicate to visitors that the event will not accept printed tickets.
 Provide FOH staff with adequate PPE and hand sanitiser.
 Undertake a density calculation, increase catering areas to allow adequate spacing between each table.
 Agree an in depth cleaning schedule with the catering company. Tables must be deep cleaned after use.
 Introduce table service to avoid queues. Food must be pre-packaged only.

Confusion leading to visitors not complying with guidelines
Exhibitor Risks
Potential Hazard Identified Air born spread during buildup/breakdown

 Tannoy announcements Same as high risk throughout the show covering guidelines
 Adequate signage reinforcing event guidelines throughout the show.
 Include event guidelines on the event webpage.

 Visitors communication preshow to include: i) Event guidelines ii) Floorplan highlighting hand cleaning stations and possible one-way systems. iii) Venue floorplan highlighting first aid rooms iv) Travel advice
 Tannoy announcements throughout the show covering guidelines
 Adequate signage reinforcing event guidelines throughout the show.

Low Risk Controls

Medium Risk Controls

High Risk Controls

 Temperature checks on arrival to the VE doors
 Increase the number of VE doors available to use to avoid busy areas.
 Encourage exhibitors to bring less staff onsite.

 Increase build-up hours to reduce the amount of exhibitors onsite at one time.
 Temperature checks on arrival to the VE doors
 Increase the number of VE doors available to use to avoid busy areas.
 Encourage exhibitors to bring less staff onsite.
 Advise exhibitors to wear face masks

 Staggered Build-up  Advise exhibitors to use
face masks  Temperature checks on
arrival to the VE doors  Increase the number of VE
doors available to use to avoid busy areas.  Encourage exhibitors to bring less staff onsite.

Air born risk due to small/busy stands

 Issue exhibitors with stand guidelines
 Offer exhibitors more space where possible, stands must be a minimum on 2m deep.
 Allow on stand workshops if they can adhere to social distancing rules

 Issue exhibitors with stand guidelines
 Offer exhibitors more space where possible, stands must be a minimum on 2m deep.
 Remove any on stand workshops to avoid crowds/busy stands.

Contact and air born risk: food sampling

Same as medium risk

 Rules for sampling: I. Samples must be kept
covered and away from all visitors until requested. II. Samples must be served wrapped and handed over on a disposable plate/fork  Mandatory sneeze guards  Exhibitors must wear gloves and a face mask.

 Issue exhibitors with stand guidelines
 Offer exhibitors more space where possible, stands must be a minimum on 2m deep.
 Remove any on stand workshops to avoid crowds/busy stands.
 Introduce spacing between each stand so that visitors have room to queue to enter the stand.
 No samples  Mandatory sneeze guards  Exhibitors must wear
gloves and a face mask.

Confusion leading to Exhibitors not complying with guidelines
Supplier Risks Potential Hazard Identified Air Born Risk: Front of house staff
Contact Risk: FOH Staff

 Exhibitor communication Same as high risk preshow to include stand guidelines and PPE requirements.
 Tannoy announcements and adequate signage to reinforce exhibitor guidelines.

 Exhibitor communication preshow to include stand guidelines and PPE requirements.
 Experienced team onsite to offer support to exhibitors and ensure those onsite are complying with the guidelines.
 Tannoy announcements and adequate signage to reinforce exhibitor guidelines.

Low Risk Controls

Medium Risk Controls

High Risk Controls

 Sneeze guards will be provided to avoid direct contact with visitors

 Minimize the amount of staff. Use the same staff each day where possible.
 Sneeze guards will be provided to avoid direct contact with visitors

 Compulsory for staff to wear face masks
 Sneeze guards will be provided to avoid direct contact with visitors
 Minimise the amount of staff. Use the same staff each day where possible.

 Strong preshow communication outlining the event guidelines.
 Provide staff with hand sanitiser and disinfectant

Same as high risk

 Compulsory PPE to include gloves.
 Provide staff with hand sanitiser and disinfectant.
 Strong preshow communication outlining the event guidelines. FOH must only accept digital tickets.

Air born risk: contractors during buildup/breakdown
Confusion leading to suppliers not complying with guidelines

 Increase build/breakdown times.
 Request the same ‘standby’ contractor onsite each day

 Increase build/breakdown times.
 Request the same ‘standby’ contractor onsite each day
 Mandatory PPE to include face masks

 Strong communication pre show outlining the event guidelines.
 Adequate signage and tannoy announcements highlighting the guidelines.

Same as high risk

 Mandatory PPE to include face masks
 Increase build/breakdown times.
 Phased build-up to reduce the number of contractors in the hall at one time.
 Request the same ‘standby’ contractor onsite each day
 Strong communication preshow outlining the event guidelines.
 Adequate signage and tannoy announcements highlighting the guidelines.
 Experience team onsite to offer support and ensure those onsite are complying with the guidelines.

Staff Risks Potential Hazard Identified

Low Risk Controls

Medium Risk Controls

High Risk Controls

Air born risk travelling to the show Same as high

Same as high

General air born risk onsite

 Sneeze guards provided for organisers office desk and sales room
 Adequate PPE stocks available.
 Temperature check before arriving onsite.

Same as high risk

 Compulsory for staff to travel by car.
 Staff to be checked for covid before travelling.
 Adequate PPE stock available.
 Sneeze guards provided for organisers office desk and sales room
 Organisers in different shows must not mix. Implement a buddy system.

General Contact risk onsite

Same as high

Air born risk spread to the office after Same as medium an event

Confusion leading to staff not complying with guidelines or monitoring the show properly

Same as high risk

Same as high
 Provide staff with a covid test before returning to the office.
Same as high risk

 Minimise staff onsite, same staff onsite throughout the show
 Temperature checks daily
 Provide staff with their own equipment to stop the spread through sharing equipment.
 No handshake rule  Adequate PPE available and
hand sanitiser.  Onsite staff to work from
home for a week after each show.  Provide staff with a covid test before returning to the office.
 Strong communication with staff within the office before each event.
 Onsite teams will be given an in-depth briefing before arriving onsite. staff will be issued manuals to outline the rules.
 Training for key personnel in managing Covid risk.