How to hold ‘COVID-safe’ charity meetings – checklist

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How to hold COVID-safe charity meetings

With the UK gradually emerging from lockdown restrictions under the Government’s ‘Roadmap out of lockdown’, charities, voluntary organisations and community groups may soon be returning to the workplace and holding face-to-face meetings.

While the option to hold trustee meetings virtually is still open for charities, many will be starting to think about returning to some form of ‘normal life’ in the coming months – which will include returning to the workplace and holding physical meetings again.

To help with this, we have produced the below checklist for charities to plan and host meetings in a way that limits the risk of COVID-19 transmission.

For those that are looking to continue with virtual meetings, see our guide: Virtual meetings: Risk management guidance for charities and voluntary organisations

Holding ‘COVID-safe’ charity meetings

As per the government’s Working safely during coronavirus (COVID-19) guidance, the key to holding safe physical meetings is to adhere to social distancing and hygiene (hand-washing and surface cleaning) guidelines.

If social distancing guidelines cannot be followed in full in relation to a particular meeting i.e. if a suitable location is not available, then charities should consider whether that meeting can be redesigned to maintain a 2m distance or 1m with risk mitigations where 2m is not viable.

Risk mitigations in this instance could include:

  • Ensure hand sanitiser is available within the meeting room
  • Increase the frequency of hand washing and surface cleaning
  • Make sure the meeting room is well ventilated
  • Keep the meeting time as short as possible
  • Meetings should only be attended by participants who are absolutely necessary
  • Use screens or barriers to separate participants from each other
  • Avoid transmission during meetings, for example avoiding sharing pens, documents and other objects
  • Adopt back-to-back or side-to-side seating (rather than face-to-face) whenever possible
  • Optional use of face masks and other PPE (personal protective equipment)
  • Use floor, wall and table signage to help people maintain social distancing in meeting rooms

Note: Social distancing guidelines apply to all parts of your building, not just the area trustees or staff members are meeting. This includes entrances and exits, break rooms, canteens, toilets etc.

The above advice is also available to download as an actionable checklist to help you prepare for COVID-safe charity meetings:

COVID safe charity meetings checklist

About BHIB Charities Insurance

BHIB Charities Insurance specialise in providing tailored cover for community groups, clubs, societies, voluntary organisations and hobby or special interest groups. We offer more than just insurance and we are passionate about supporting local communities.

To find out how we can help your charity or not-for-profit organisation, email us on hello@bhibcharities.co.uk or call 0330 013 0036 to speak to our friendly, expert team.

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