All our activities and events will be conducted in accordance with the relevant guidance published by the UK Government, with changes made to the operation of all events and venues to comply with social distancing guidance.
Below are some of the measures we're taking to ensure our events are safe and secure.
Staggered timings – you will be allocated a specific arrival time on your ticket. You must ensure you arrive during your slot to ensure all individuals can safely enter the event.
Test and Trace - at the point of entry to our venues, you will be required to provide details to support the NHS Test and Trace system via your student number. Entry will not be permitted if you do not provide these details.
Hosts – at the event a staff team of hosts will manage arrivals, ensuring groups are seated at the correct table, explain how to order drinks and house rules, and control access to different areas of the venue.
Wristbands – you will be issued a wristband on entry which will identify your allocated table.
One-way flow – all events and venues will have clearly marked flow routes to ensure students are directed to their allocated zone, have access to their specific toilet facilities, and are able to return to their zone in a socially-distanced manner.
Localised facilities – portable toilets have been sourced to provide additional capacity at all our venues, and adequate facilities in all outdoor event spaces.
Cleaning – portable toilets will be cleaned regularly to maintain hygiene standards, cleaning kits will be located at each localised facility to enable students to maintain hygiene standards, and touch points will be cleaned regularly by staff throughout the event.
Sanitiser stations – these will be located at all venue and event entry points, localised toilet facilities, and where appropriate the entry to allocated zones.
Mapped zones – all events and venues have been mapped to create one-way routes with colour-controlled zones where required and full table plans.
Rule of Six – following updates to government guidance, the maximum table booking permitted will be six persons (from multiple households). All events and venues will operate on the basis of tickets being sold to groups, no individual tickets will be on sale.
Walkways – clear marked one-way walkways will be used to move around the venues and events, providing further space between bubbles. Individuals will be expected to wear face coverings when moving in walkways.
Table service – this will be the only format of service at all events and venues, there will be no availability to order at the bar.
Mobile app – all orders will be made through our contactless ordering system available on all smartphones.
Staff ratio – the staffing ratio will be increased to accommodate the changes in operation over the Freshers’ Festival period, in support of table service, capacity management and cleaning.
External contractors – where external food contractors are engaged to support events, their menus will be available on mobile ordering apps to support contactless ordering.
Defined capacity – each activity, event or venue will have a defined capacity that will be controlled via advance ticket sales, pre-bookable tables, and the management team for the area. The capacity will be published on the website and will be available at the entry to each area.
Supervised sections – each event will be broken down into smaller zones, colour coded where appropriate and managed by a delegated host.
Staff ratio – we have increased the ratio of security staff to customers to ensure these events can be delivered safely.
House rules – All students must abide by the Venues Code of Conduct. Anyone failing to adhere to social distancing rules will be ejected from the venue.
SIA (Security Industry Authority) staff – will be employed to manage ingress and egress and support the management team in monitoring expected conduct.
Bar closure – bars will close one hour before the event is scheduled to end.
Curfew – following the government announcement on Monday 21 September that all pubs, bars and other hospitality venues in England must close by 22:00 from Thursday 24 September, we have made a number of changes to our events programme and the opening hours of our venues.
Staggered – where tables have completed their drinks within the allotted drinking up time they will be asked to make their way home, naturally staggering egress from the event. Where zones are used, each zone will be asked to make their way home in turn to stagger flow.
Managed – SIA staff will manage the egress of students from all events.
All students must abide by the Venues Code of Conduct when attending our events. Any breaches of these rules will be dealt with immediately with details reported to the Venues Disciplinary Panel.
All events are subject to immediate closure where behaviour is not compliant with expected conduct.
Our risk assessments are live documents and constantly under review.
Students' Union Building
Registered charity no: 1141998
The Students’ Union, Royal Holloway
Egham, TW20 0EX