Committed to delivering a clean and safe environment through health and safety protocols

One of our highest priorities is the health, safety, and security of our guests, team members, and business partners. COVID-19 has fundamentally changed the way we live, and we are adjusting our daily operations to fit within the new normal.

In response to this, we and a team of experts have reviewed our existing health and safety processes and developed a new safety protocol. In line with mandatory and advisory Scottish Government requirements, we have a number of protective measures in place to help reduce the spread of COVID-19.

Scroll down to see our COVID FAQs.

FACE COVERINGS

Face coverings should always be worn when indoors, unless a person is exempt. This includes whilst seated; moving around and queuing at the catering station. Face coverings can only be removed while eating and drinking.

RESPECTFUL DISTANCING

We encourage guests to always maintain a respectful distance from each other.

MEETING ROOM CAPACITIES

To ensure all guests have a comfortable and enjoyable event, we have reduced the capacity of our meeting rooms and catering areas. This ensures the number of guests is appropriate and proportionate to the size of the room.

HYGIENE MEASURES

Hand sanitisers are available throughout our venues. Frequent cleaning of surfaces and high touch points in our meeting rooms; catering areas and public spaces is carried out throughout the day.

VENTILATION

Windows and doors will be opened to increase air circulation in our meeting rooms and catering areas. Guests are encouraged to take regular fresh air breaks throughout the day.

CHECK IN SCOTLAND

NHS Test & Protect data will be captured via the Check In Scotland app as guests enter the venue. Where required, please respect staggered arrival times to reduce outdoor queuing and overcrowding.

FOOD & BEVERAGE

We adhere to strict health and safety measures when preparing and serving food. Menus and service styles have been modified where needed to reduce contact points.

VISITOR FAQs

Each guest is responsible for their own safety and for the safety of those around them. They are expected to follow all University of Edinburgh venue and Scottish Government guidelines for the duration of the even

For the avoidance of doubt these will be clearly communicated pre arrival by the event organiser and again on the day at the start of the event by the Events lead person.

  • Provide contact details (for each day they are in attendance at an event) via Check In Scotland app, as per NHS Test & Protect Scotland requirements.
  • Wear a face covering in all meeting rooms, public spaces and at catering station areas.
  • When guest are eating or drinking in their designated catering break room a face covering is not required.
  • Notify a member of the venue team immediately should they feel unwell and develop COVID-19 symptoms.

We recommend that the client asks all attendees to carry out an Lateral Flow Test within 24 hours of attending the event.

All building users; Event organisers, speakers, exhibitors, delegates & third party visitors  are required, to provide contact details in line with Scottish Government regulation to support NHS Scotland’s Test and Protect strategy.  This is required for each event or meeting held within a venue, for each day of the event, including set up and breakdown days.

This data will be captured at the point of entry to each venue/ event space using the Check In Scotland app.  Where required, guests will be assisted by the venue / event host to capture this information.

We provide hand sanitisers throughout our venues. Guests must bring their own masks.

Guests must wear a face covering in all meeting rooms, public spaces and at catering station areas.

Face coverings must be worn at all times, including when seated.

When guests are eating or drinking in their designated catering break room a face covering is not required.

Guests must notify staff on arrival.

Face coverings are worn at all times with the addition of gloves when serving food and drink and clearing away.

Any physical distancing requirements that are in place at the time of the event will be required to be adhered to in both the event space and in any public or catering areas.

  • Meeting rooms and communal areas are cleaned between events and on a nightly basis. Cleaning focuses on hard surfaces and high touch points such as tables, light switches, chairs, AV equipment, door handles, etc.
  • The Edinburgh First team completes regular cleaning of high touch points throughout the day within meeting rooms, toilets and communal areas.
  • Increased frequency of waste uplifts from public areas during an event is in
  • Tablecloths are not currently in use for meeting room tables, top tables or exhibition stands.
  • Event stationary is not currently available.
  • In the event of a possible COVID-19 case within a venue, cleaning is in line with Health Protection Scotland: COVID-19 Information & Guidance for Non-health & Care Settings, V4.8 section 3.2
  • During an event in a University of Edinburgh managed venue, a room will be reserved as an isolation area. This allows any building occupant (i.e. guest, speaker, exhibitor, staff member, third party provider, etc.) who feels unwell and is displaying COVID-19 symptoms to move immediately to a separate space where they should remain until they can safely leave the venue.
  • Public Health have confirmed the event can continue given other mitigations that are in place within the venue.
  • If a positive COVID-19 test is reported after an event, any close contacts of the infected person will be informed via Test & Protect Scotland. All staff who worked during this event will also be contacted by the University and offered support and advice.

Please discuss your options with your dedicated Events Manager.