Face to Face Workshop Adaptations

During the COVID-19 pandemic the majority of our workshops are delivered online, but we are still happy to visit client premises provided it falls within government guidelines and it is safe to do so.

The following measures are intended to address the risk that attendees might unknowingly bring, or be exposed to COVID-19 during a workshop.

Facilitator’s Responsibilities

• Create an easy environment for attendees to express any safety concerns, and always respond promptly to any concerns that are raised
• Encourage regular hand-washing or use of hand sanitiser by all attendees
• Encourage attendees to cover their face with the bend of their elbow or a tissue if they cough or sneeze
• Ensure that use of breakout spaces and activities do not place attendees in an unsafe situation
• Supply and wear their own face covering
• Where possible, to avoid the use of public transport to reach the workshop location, but where unavoidable to ensure that the appropriate safety measures are taken
• Check in using the venue’s official NHS QR code and/or provide their full contact details to the organiser and the venue for track and trace purposes
• To notify the organiser if they become unwell before the workshop, or if they know they have recently been exposed to COVID-19, and to offer a replacement facilitator or alternative workshop date
• To notify the organiser if they develop symptoms of COVID-19 after the event.

Suggested Room Layout

For smaller groups, we recommend using the U-shape illustrated on the left. For larger groups, we recommend the round/pods as illustrated on the right.

Source: Insights

Organiser’s Responsibilities

• Provide a location that is either outside or indoors in a room with clean, natural ventilation
• Advise attendees in advance that they should not attend if they feel unwell or have any symptoms of, or know they have recently been exposed to COVID-19
• Pre-order sufficient supplies and materials, including tissues, hand sanitiser and spare face coverings for all attendees
• Ask all delegates to bring and wear a face covering unless the environment does not require it (e.g. outdoor venue)
• Ensure that the venue provides easy access to hand washing facilities, hand sanitiser, tissues and closed bins for disposal, and that surfaces are regularly wiped down with disinfectant
• Arrange seating so that attendees are at least 1 metre apart (or 2 metres if facing each other)
• Ensure the facilitator is positioned at a minimum of 2 metres from the closest delegate – 3 metres plus is recommended to allow room for movement
• Open windows and doors whenever possible to make sure the room is well ventilated
• Use only trusted caterers that will provide refreshments safely and in line with government advice
• Retain names and contact details of all attendees, caterers and visitors for at least one month. State clearly that their details will be shared with local public health authorities if any participant becomes ill with a suspected infectious disease.
• Develop a response plan in case someone at the workshop becomes ill with symptoms of COVID-19 (dry cough, fever, malaise). This plan should include at least:
  • Providing a face covering to the attendee immediately
  • Identifying a room or area where someone who is feeling unwell or has symptoms can be safely isolate
  • Having a plan for how they can be safely transferred from there to the appropriate onward location
  • Knowing what to do if an attendee, staff member, or service provider tests positive for COVID-19 during or just after the workshop.

Source: World Health Organisation, 2020

Please note that although we pay close attention to guidelines published by the UK government and The World Health Organisation, we are not coronavirus experts and we are not able to entirely eliminate all risk. However, through open and honest communication before, during and after each workshop, we work with our clients to ensure all reasonable measures are taken to minimise any risk to workshop attendees.