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Event safety guidance

Our teams are excited to return to larger in-person events from the 19th of July. As a venue, our first responsibility remains the safety and comfort of everyone visiting Church House Westminster.

We approach this transition phase with caution as we seek to:

  1. reassure our clients that organised events are safe. Our teams have implemented robust safety measures, including contingency plans, for hosting events to keep clients, delegates, suppliers, and our teams safe.
  2. confirm that in certain circumstances safety measures will remain in place such as the wearing of masks in crowded indoor spaces, provision of sanitising stations, allowance of ample space for distancing, if required, and the provision of efficient ventilation, cleaning and hygiene protocols. These measures serve to enhance the well-being of guests, allowing all guests ample space to socialise safely.
  3. use testing to control the spread of the virus.
  4. support the roll-out of vaccines and the use of Covid vaccine certification to further mitigate the health risk.
  5. work collaboratively with event organisers to communicate pre-event safety protocols and encourage in-person event attendance.

Event safety guidance checklist for organisers

Pre-event planning

  • Our events team will carry out a risk assessment including COVID risk and share the measures to reduce the risk at your event.
  • Consider using MIA Trusted Trace to reduce the risk of COVID at your event and the risk of spread after your event. The system complies with government Test and Trace regulations and is recommended by the Meeting Industry Association (MIA) for meetings and events as part of their AIM-secure standard.
  • Where possible, stagger event arrival times and aim for travelling to take place outside peak hours.
  • Ask our team to showcase a walk-through of additional safety options available for events within the building. Options include the use of one-way systems and tailored catering services should you wish to maintain social distancing.
  • Create a communications plan to ensure COVID-19 measures are communicated to attendees before and during the event. Delegate information should include conditions of entry.
  • Issue a code of conduct to attendees as part of pre-event communications. Examples include asking attendees to agree that they will: undertake their own health risk assessment; check for symptoms of COVID-19 before travelling to the event; and not attend the event if they need to self-isolate.
  • Remind attendees that they are welcome to visit our on-site asymptomatic testing site in the Harvey Goodwin Suite on the day of the event.
  • It is recommended that delegates are registered in advance, and not on- site to avoid queues.
  • Organisers could utilise the NHS Covid pass for events.

Upon arrival

  • Our venue team and security will coordinate crowd management measures if required.
  • Cycle racks to be provided for clients’ use.

Moving within the building’s public areas

  • We recommend the use of face coverings in crowded indoor spaces.
  • Hands-free sanitising points to be provided around the venue.
  • MIA Trusted Trace details can be displayed for the attendees to log their attendance via QR code, if required
  • Attendees to keep personal effects with them throughout the event as cloakroom facilities will only re-open in September 2021.

Event spaces

  • Capacities of rooms to be revised to allow for some social distancing. Our current recommendation is to allow a maximum of 70% of our normal capacities for events in the short term. Specific events may require more or less space.
  • We will aim to offer larger rooms to provide more space, where possible.
  • Water coolers to be offered in the event spaces, instead of bottled water.
  • Stationery and mints will not be provided for cabaret boardroom-style meetings.
  • All furniture and equipment in meeting rooms to be sanitised before and after an event.
  • Flipchart pens and pads to be used only once by clients, and taken away by them or sustainably and securely recycled by the venue after use.

Catering

  • ‘Touch free’ boxed menu options to be provided until the end of 2021.
  • If required and subject to availability, additional spaces can be offered with options for a seated lunch or dinner at designated tables.

Event technology

  • Audio-visual equipment in event spaces to be sanitised before and after an event.
  • Hybrid event packages to be offered to clients.
  • Fixed-point mics to be recommended for speakers and audience questions.
  • Verbal cues for slide changes to be recommended.
  • Clients to be advised to bring their own laptops whenever possible.
  • Hand-held devices such as laser pointers or flickers to be available to speakers however shared equipment to be sanitised.

Post-event follow-up

  • In the unlikely event of a Covid case notification after the event, MIA Trusted Trace will instantly notify event attendees. The data will be automatically deleted 21 days after the event date.

Site visits / venue showrounds

  • We kindly ask that appointments are booked in advance.
  • We recommend the use of face coverings in crowded indoor settings.
  • Bespoke virtual tours to be offered to clients who are unable to travel.

For more information about event safety guidance please do get in touch with us via our contact form or give us a call on 020 7390 1590 to discuss your event