Meeting room and events guidance (Covid-19 ongoing protection)
Guidance for planning a Meeting or Event to ensure ongoing protection from Covid-19.
Despite the lifting of Covid-19 measures, we have an ongoing responsibility to prevent the spread of the Covid-19 virus. This means every member of our school community needs to think carefully about the implications of arranging in-person activities.
This webpage explains how you can balance the benefits of holding your activities in person while making sure you keep people safe.
Please refer to the University Guidance for events document for help and information to assist in your activity planning. For large events, please refer to the University’s large event guidance.
Large Event Management – Safe Operating Procedure.docx (sharepoint.com)
Active type
Guidance and requirements vary depending on the type of in-person activity. To remove any uncertainty, the school has set out basic criteria that to differentiate a meeting from an event.
Please use the table below to confirm what activity type you will be planning.
- | Meeting | Event |
---|---|---|
Attendee Numbers | 2 to 16 people | 17 + |
Duration | Up to 2 hours | 2 hours + |
Catering | Yes* | Yes |
Unstructured movement (e.g. networking) | No | Yes |
Out of hours access | No | Yes |
Held outside | No | Yes |
Requirement for full risk assessment | No, default meeting room risk assessment should be followed | Yes |
With the exception of catering, where an activity meets any of the criteria for an event, it must be organised as an event, e.g. an activity for four people held outside of hours must be managed as an event.
*Catering for small meetings can be arranged without the need for a full risk assessment provided the following criteria are met:
The meeting organiser stipulates which level of food production is being supplied at the time of booking.
Current accepted methods include - Catering companies or recognised takeaways
The event organiser agrees to ensure:
- Covid controls are put in place for shared food, such as being kept under a lid/container; served by someone wearing appropriate gloves/clothing; bottles/urns used with available wipe down materials available for use by anyone concerned with surface transfer of Covid-19
- Foodservice and designated eating areas will be identified and managed appropriately
- There is access to hand washing facilities or, where hand washing facilities are not easily accessible, hand sanitising facilities are available
- Suitable waste disposal facilities are available
Meeting organisers will be required to declare that all reasonable efforts to ensure the safety of attendees will be undertaken at the point of room booking confirmation.
Considerations when planning an in-person activity
Event/Meeting organiser (Not optional)
Every event or meeting must have a designated organiser: This is the person(s) that calls the event into existence and is ultimately responsible for ensuring there are procedures in place for the benefit of the attendees. This person can cover multiple roles.
Event/Meeting Admin (Optional)
In some cases, the organiser may appoint an individual(s) to undertake essential administrative duties such as booking space, ordering catering, sending invites, etc. This role is known as the Event Admin.
Responsible person (EVENT ONLY - Not optional- must be in attendance)
Responsible Person: The person(s) who will attend the event and provide a competent element of initial support to give basic cover. This person can cover multiple roles but must be in attendance at the event.
IMPORTANT - Particular events may require additional personnel to take on specific roles. These include; First Aider, Fire Steward and Emergency Evacuation team. More information can be found on the Generic Events risk assessment.
Generic Events risk assessment
Meeting room capacities are as pre-Covid although consideration should be given to allow voluntary distancing within rooms. Check occupancy levels of chosen venue/meeting room prior to booking to ensure the space is appropriate:
Presently, default room numbers and layouts are set to meet the criteria for the safe removal of face coverings, i.e. at greater than 1-meter distancing and distancing for those who wish to maintain a distance.
- Permitted capacity - http://rbs.inf.ed.ac.uk/forum/day.php?area=1&room=42
- Capacity which allows for voluntary distancing of all attendees - Room layouts & capacities | InfWeb (ed.ac.uk)
We strongly recommend that Staff do not alter room setups themselves. Please specify requirements on the booking form so a servitor can be arranged to make the necessary adjustments
IMPORTANT – Should the safe unmasked capacity be exceeded, attendees will automatically be required to wear face coverings for the meeting duration.
We strongly recommend that, where possible, windows in venues/meeting rooms are opened when in use and/or ensuring any additional mechanical ventilation is turned on.
COVID-19 spreads mainly through airborne transmission. Good ventilation is paramount to reducing the risk of an outbreak, especially in closed spaces.
Event/meeting organisers or the designated Responsible person should take responsibility for opening the windows on arrival and closing them at the end of the meeting/event.
The provision of food and drink should be carefully considered, especially in respect of indoor events.
Considerations when assessing Covid 19 transmission risks include:
- Covid controls are put in place for shared food, such as being kept under a lid/container; served by someone wearing appropriate gloves/clothing; bottles/urns used with available wipe down materials available for use by anyone concerned with surface transfer of Covid-19
- Foodservice and designated eating areas will be identified and managed appropriately
- There is access to hand washing facilities.
- Suitable waste disposal facilities are available
The University provides guidance on how to complete a risk assessment on its Health and Safety Website, and the School also provides guidance on completing a risk assessment for events here:
Example Events risk assessment
Risk assessments must be sent to the School’s Health & Safety Adviser in advance of any event.
The School’s Health & Safety Adviser will provide comment on risk assessment content when possible. Note: Not receiving feedback is not an acknowledgement that the assessment is either 'ok' or 'authorised'. The authorisation for any event is the Event organiser's responsibility (person instigating the event). Regardless of whether the Event Organiser is in attendance or not, they remain the person with overall responsibility. They must ensure any risk assessment meets expectations and all controls in the assessment are understood by the elected Responsible person.
Controversial events (number, activity, etc.) will be referred to DoPS/HoS). Any event where the risk assessment is particularly poor and not being adjusted following comments may be referred to DoPS/HoS. They may elect to request an adjustment or cancel the event.
For further support and guidance, please get in touch with Facilities, Schools Health and Safety Advisor at the earliest point in advance of arranging an event.
Note: Refer to the guidance above as to whether your meeting is considered an Event or a Meeting and whether it is likely to be covered by the School’s generic risk assessment for meetings.
The room booking system is accessible to view by all DICE account holders. Please check room availability and capacity on the booking system before submitting requests. Information on capacity and layouts can be found here:
Room layouts & capacities | InfWeb (ed.ac.uk)
Bookings can be processed much more efficiently, reducing the need for multiple correspondences when submitting an informed request.
- Academic bookings – Please get in touch with your Institute admin.
- Professional services staff bookings – Please go through the department assigned room booker.
PGR bookings – Please get in touch with the Graduate school office.
Further advice and guidance for organising Events during the pandemic
Important: The following only refers to measures and practices to help manage the risk of coronavirus transmission at organised events. Please review the School's existing events policies and guidance in addition to this document.
Events policy | InfWeb (ed.ac.uk)
- Allow sufficient time to plan appropriately and, if need be, consult with Facilities@inf.ed.ac.uk
- Information should be given to participants and staff in advance to remind them that if they are experiencing any symptoms of Covid-19 or are required to quarantine or self-isolate, they must not attend.
- Inform attendees of the Schools current COVID-19 safety measures in advance.
- Consider pre-booking as it can assist with managing numbers and provides a simple way to collect contact details although there is no longer a specific requirement to collect contact details for attendees from April 2022
If you have any other questions regarding events, please get in touch with Facilities.