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Operational plan -the resumption of Licensed Events

Posted on 12th Aug 2020 By Admin

Operational plan for the resumption of Licensed Events

Societies are required to consider Government advice, including DEFRA, in place at the time when planning an event.  It is also worth noting that current advice is different for different parts of the United Kingdom and this needs to be taken into account when planning the event both in relation to the venue and expected participants.

Societies are also going to have to be flexible and consider the implications of a local lockdown.  Local authorities have the authority to close local outside spaces, shut premises and cancel events if they feel it is necessary.  Therefore it is imperative that liaison is undertaken with the local authority to ensure any specific area requirements are included in an events risk assessment.

There are a number of areas that should be considered when deciding whether to hold a planned event or not.  It should be noted that if the society decides not to hold an event which is already licenced, the Kennel Club policy is to refund the licence fee, or it may be transferred to pay for a future event. Notification of the cancellation and the decision regarding the licence fee should be advised to sass@thekennelclub.org.uk except for Field Trials which should be sent to gundogs@thekennelclub.org.uk.  Further information and clarification about the cancellation procedure for all events can be found on the cancellation page. 

One of the main concerns for societies is whether there will be adequate insurance cover. It is always best to check with the society’s own insurance provider.  It is unlikely that any Covid-19 specific insurance will be available but general public liability will be available.  A society should ensure that best efforts are undertaken to ensure that the venue/ground is Covid-19 safe, in line with Government advice available at the time (including risk assessments).  This will then help to demonstrate that it has discharged its duty of care to participants and visitors.  It is not possible to guarantee a no Covid-19 risk scenario, and there will be an element of assumption of risk by the participant/visitor.  The society’s job is to minimise that risk.  All Clubs and Societies must appoint a Covid Safety Officer, whose responsibility is to make sure that Covid prevention procedures are maintained throughout the day, this person may be an existing steward or an additional person. A log must be kept of any untoward incidents. The Covid Safety Officer must be named on the event schedule.

A statement must be included in all schedules to state that if a competitor, or anyone in their household, has Covid-19 related symptoms or has tested positive for Covid-19 they must not attend the event and  should self isolate in line with Government advice.

General areas for consideration by societies will revolve around financial planning for the event and whether it will be feasible to proceed whilst following government advice and social distancing requirements (i.e. reduced capacity/gate).  It will be necessary to ensure the planned venue is open for bookings, and for some events, that local hotels are able to accommodate the required number of bookings.

Every society must undertake its own individual Covid-19 planning risk assessment in addition to the normal risk assessment that is undertaken for every event. 

Any particular measures or conditions that competitors need to be aware of prior to the event must be included within the schedule. 

Specific areas that need to be considered are as follows:

Venue            

Written guidance should be sought from the venue hirer regarding any special measures the show committee must undertake during their hiring period.

Is there space for additional distance to be provided between vehicles? Car parking marshals may be required to ensure vehicles are parked at appropriate distances between each other.  It may be necessary to dictate the types of vehicles that can be accommodated in day parking, and that no gazebos/tents can be erected around cars, to ensure there is sufficient space for people to walk safely between the vehicles and from the car park to the ring area.

Rings may need to be spread out more than previously to allow space between the rings for free movement of people and to ensure that those in adjacent rings are not too close to each other.  It may be necessary to state that people may not walk between certain rings. Disposable ring tape should be considered to remove the necessity for disinfecting ring ropes.

Indoor venues may need to have more space around rings for social distancing and a separate entrance and exit should be encouraged, with a one way system included.

Is your proposed venue therefore large enough to accommodate the above and any other special requirements?  Do you need to reconsider which classes are scheduled so as to reduce the number of competitors and therefore vehicles and possibly rings that are required?

Spectators

Does your activity normally allow spectators, and if so, will these be allowed in the current climate?  How will these individuals be defined, you may need to define individuals who may attend as spectators, for example only family members etc.  How will you monitor who is at your event should you be required to provide details for track and trace purposes?  Written information on all participants must be collated, this must be detailed enough to allow NHS Test and Trace to contact all participants if any attendee becomes ill with COVID-19. These records must be kept for 21 days.

Schedule of events   

It is not necessary for any activity to schedule a full range of classes and therefore societies should consider carefully which classes / stakes to schedule to ensure the event is of a manageable size, taking into consideration all the health and safety requirements. A statement must be included in all schedules to state that if a competitor, or anyone in their household, has Covid-19 related symptoms or has tested positive for Covid-19 they must self isolate in line with Government advice. The competitor must not attend the event. 

Veterinary Cover

For those events that do not have on-site veterinary cover, liaison must be undertaken with the on-call veterinary practice to ensure it is able to provide the required cover. 

Judges

If a judge has been contracted for a future show / event and is no longer willing to officiate due to concerns relating to Covid-19, their age or health, the contract should be cancelled and a new judge appointed.  It must be acknowledged that everyone’s circumstances are different and therefore the Kennel Club will not take any action against a judge not fulfilling their appointment in these circumstances.

Overseas Judges and Competitors

Societies should carefully consider appointing UK based judges only during the pandemic and whether overseas entries should be accepted.

Officials’ meals

Hospitality and catering arrangements for judges, officials and stewards should be revised in line with relevant Covid-19 and food safety guidelines. If judges are to be seated, social distancing must be maintained, and staggered lunch times should be encouraged.  If meals are being served, appropriate PPE should be worn by those serving.

Awards

Societies should review the Kennel Club requirements in relation to what awards are compulsory and consider how these should be presented.  It may be possible for electronic results to be provided with minimal awards on the day.  Where awards are required consideration needs to be given to how these will be prepared and issued.

Further information 

All disciplines have created specific risk assessments templates and guidance for their own disciplines and these can be found below:

 

 

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