Government Events Research Programme (ERP) is led by DCMS & Supported by an Events Focused Steering Group.

The programme objective is to re-open events safely, in a form that is financially viable for the sector and without falter or risk of further closures; we must be supportive of this approach, it is considered and being done in total cooperation for the sector, with the sector.

In order to do this, the ERP is developing a number of pilot events designed to help scientists understand how safely the sector can re-open and what the necessary mitigations are to enable this to happen in the fullest sense from 21st June.

The ERP will produce evidence from these pilots, the first of which will happen on 18th April, so that the science can understand transmission, environmental, behavioural and socio-economic considerations. This evidence will be presented to Cabinet Office by the ERP & DCMS by the end of May.

The MIA has been working in cooperation and partnership with DCMS for many months providing sector specific intelligence to help them gauge how best to help our sector as we move through the pandemic, including financial support, early re-opening of certain event types to enable some trading and sector guidance.

 
Now we are also supporting the work of DCMS, the ERP and ERP senior steering group by being part of a newly formed Business Events Recovery Group (BERG). Other trade associations involved in this group are the AEO, AEV and ESSA to give the ERP a balanced view of our multifaceted sector.

Yesterday was the first meeting of the group and from this, there are some invaluable insights I would like to share:

1. We cannot take it for granted that we will be fully open from 21st June without any form of mitigation whether that is social distancing, testing, certification or technology. With this in mind, I would urge you to think carefully about every enquiry you receive and respond on the basis that there is a likelihood that mitigations will be required. At the worst, these are likely to be social distancing so manage your clients’ expectations carefully and plan your space accordingly.

2. In the first phase of pilots there is only one business event but the intention of the ERP is to combine the intelligence gained from a number of other events including sporting and outdoor events with a view to understanding the impacts and mitigations required across the sector; it’s an appropriate approach, after all, an event is an event whether it is 50,000 gathered at a football stadium or 5000 or 500 at a conference centre the same principals apply.

3. In the 2nd phase there may be additional business events that will look specifically at any areas identified by the first phase for particular consideration.

4. The pilots will inform appropriate guidance which means that guidance is likely to be available much closer, to the planned reopening at step 4 than we would as a sector prefer. Be assured that the ERP and DCMS understand the importance of this guidance for event organisers and consumers and are committed to getting it to the sector as quickly as possible. As soon as we have the top-level government guidance we will prepare direct sector guidance to support you.

5. In view of the fact that guidance is likely to be very late in coming we recommend that you manage bookings for June and July with this in mind – plan for the worst case of social distancing and manage your clients’ expectations.

Our 1st phase of re-opening is likely to start on 17th May, subject to all of the government’s criteria being met, but we won’t get a certain ‘go ahead’ for this until science has been able to analyse the impact of re-opening some sectors on April 12th – so be prepared that we won’t know with 100% certainty until perhaps as late as the week before.

Assuming we get the green light on the 17th May, the following events will be permissible:

• Business events such as:
   - conferences
   - training
   - seminars
   - trade shows
   - exhibitions
   - charity auctions
   - private dining events
   - charity or gala dinners
   - awards ceremonies
   - corporate hospitality

These will all be permitted but the following controls will apply:

• Venues and event organisers must follow all relevant COVID-secure guidance depending on the type of event, and complete a related risk assessment.

• Organisers and attendees adhere to all legal requirements, including maintaining group sizes permitted by social contact restrictions at the relevant step in the Roadmap and preventing mixing between groups, enforcing social distancing guidelines and mandating face coverings in indoor areas where required.

• All reasonable action has been taken by the venue and event organiser to mitigate risk to public health.

• Capacity restrictions must be adhered to at any point throughout the event. For example 50% of a venue's capacity to a maximum of 1,000 delegates in a single day, but no more than 1,000 people at one time. If an event runs over the course of multiple days, no more than 1,000 people should be admitted at any one time over that period. If a single venue hosts multiple different events at one time, and the attendees of each event are separated for the duration of the event the 50% capacity cap will apply to each individual event, rather than the venue.

Caps refer to the event attendees only. Staff, workers and volunteers are covered by the work exemption so should not be counted as part of the capacity cap.

This includes:   

   •  contractors
   •  administrators
   •  delivery staff
   •  caterers and concession stand staff
   •  presentation/production team
   •  exhibitors, speakers, musicians and performers
   •  operational team (such as reception, maintenance, cleaning security & stewarding and        ticketing staff)

As we move forward, we will bring you any information we feel is relevant to your planning.