Business Events Guidance & Resources
The government have released a road map for reopening the business events industry:
From 1st August 2020
- Business meetings of up to 30 people can go ahead with social distancing measures in place.
- Venue show rounds for groups of up to 30 people can go ahead with social distancing measures in place.
From 1st October 2020
- The government expect all conferences, business events and exhibitions to go ahead at a capacity allowing for compliance with social distancing of 2m, or 1m with mitigation (approximately equivalent to a density of 10㎡ per person).
The Visitor Economy Guidance has now been updated with the following information for business events:
- Any permitted venue can host a business meeting of up to 30 people, provided that they follow COVID-Secure guidelines.
- Venues that have separate and directly accessible meeting facilities, can host multiple business meetings and events of up to 30 people provided that social distancing can be maintained, groups can be kept separate, and the venue can demonstrate it has followed the COVID-19 guidance.
- Exhibition Hall or Conference Venues must remain closed by law until at least the 15th August
- Basic catering can be provided at meetings and events, following the COVID-19 guidance for bars, pubs and takeaway services. However it is advised not to hold extended sit down meals for large groups. The UKHospitality guidance may also be useful; it recommends grab and go and pre-packed food rather than buffet.
- Banqueting and private dining events should not currently take place in any venue. If a banqueting venue is able to operate as a restaurant (following the relevant BEIS guidance, adhering to rules on social distancing, keeping household groups/bubbles separate, etc) this would be allowed. The dining provision for groups of up to 30 would have applied to weddings only, more widely we advise against extended sit down meals for large groups. Allowing wedding receptions of up to 30 will be kept under review (although will not be before 15 August). BEIS has developed guidance which is currently going through the government approvals process and will be published as soon as possible.
- Receptions, award ceremonies, examinations, filming, fashion shows, product launches, team building exercises will all need to wait until restrictions on business events are lifted (1 October, if public health assessments allow). They will need to carry out risk assessments in line with Visitor Economy and AEO guidance, and the pilots (when they take place) will assess whether that guidance is sufficient or needs updating in any way. Venues may also need to consider mitigations depending on specific aspects of their events (e.g. performing arts guidance on singing/dancing if relevant).
- Events should operate at a capacity allowing for compliance with social distancing of 2m, or 1m with mitigations. This should be the fundamental principle. It notes that for conferences and events, venues should consider social distancing approximately equivalent to a density of 10㎡ per person, given the additional risks of large groups interacting in this specific environment.
- Academic venues (Universities and Colleges) can use their lecture theatres and classrooms for external meetings of up to 30 people and as above, separate and directly accessible meeting facilities can be used as long as groups are kept separate and all other guidance is followed.
We’ve gathered together a range of guidance documents and resources that will help you to prepare for restarting your business events.
GOVERNMENT & INDUSTRY GUIDANCE
- Government Guidelines - Visitor Economy section 2.2.3 Toggle accordion content
- mia Guidance for Business Events Venues Toggle accordion content
- AIPC, ICCA & UFI – Good Practice Guidance for Reopening Business Events Toggle accordion content
- Event Safety Alliance Reopening Guidance Toggle accordion content
- Events Industry Forum – Guidance for Outdoor Events Toggle accordion content
- LGA Guidance to Local Authorities on Outdoor Events Toggle accordion content
ACCREDITATION
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VisitBritain - We're Good to Go
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VisitBritain's national Covid-19 accreditation for all businesses within the visitor economy, including business events venues.
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mia - AIM Secure
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A specific accreditation for the business events industry created by the Meetings Industry Association.
RESOURCES
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Guidance for Creating Contracts
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mia have created a handy set of guidance including templates for creating new contracts that include Covid-19 protection for both you and your clients.
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mia TrustedTrace
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mia and their partners Guides for Brides have created an online tool that will help venues and event organisers to securely collect and retain delegate data suitable for sharing with NHS Track and Trace. After 21 days, the data will be automatically deleted in-line with GDPR regulations.
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Business Events Risk Assessment Template
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mia have created a template suitable for business events venues and organisers to use for developing their own risk assessments. The template can be adapted to your own needs and acts a handy guide for ensuring you cover all the important aspects of your risk assessment.