Running Events Safely FAQ's - British Gymnastics

Running Events Safely FAQ's

UPDATED: Wednesday 2nd June at 16.00pm

Update: Return to Events Framework now applicable in Northern Ireland. FAQs updated to include information for NI. Unless specifically stated the information provided applies to both England and Northern Ireland.

The Return to Events Framework has been created and positioned to give an overview of the process required by competition/event organisers to return to delivering gymnastics events with and without spectators. All competition organisers wishing to host a gymnastics event or competition should follow the Return to Events guidance (and must follow the Return to Coach Contact/Team Sport Framework where applicable).

The guidance and additional resources included within the framework are not an exhaustive list and some may not be applicable to every event or situation. The general principles outlined give a strong basis for the planning required when considering a safe return to the delivery of gymnastics events. Organisers should only deliver events when confident that the appropriate safeguards and control measures can be put in place as stipulated by the framework to reduce the transmission of Covid-19.

The Return to Events Framework is currently only applicable in England and Northern Ireland. 

For more information on Events in Scotland and Wales please contact:

Scotland: events@scottishgymnastics.org
Wales: development@welshgymnastics.org 

The Return to Events Framework and resources can be found here.
02/06/2021 - Are gymnastics events/competitions allowed to run? 
England
From 17th May indoor sporting competitions and events are able to take place with spectators, subject to social gathering limits and indoor capacity restrictions. 

All competition organisers wishing to host a gymnastics event or competition should follow the Return to Events guidance (and the Return to Coach Contact/Team Sport Framework where applicable), which can be found here. 

Nothern Ireland
From 31 May, competitive indoor sport (subject to risk assessment and appropriate mitigations) will be permitted.

All organisers wishing to host a gymnastics event or competition should follow the Return to Events guidance (and the Return to Coach Contact/Team Sport Framework where applicable), which can be found here. 
02/06/2021 - Do we need permission from British Gymnastics to run an event?
If planning an event, permission does not need to be granted by British Gymnastics. Event organisers must ensure that they are able to implement strict controls in accordance with current government guidance specific to running events safely. Gymnastics events may only take place if permitted by local and national guidance.

Organisers must ensure to keep up to date with all relevant guidance (both nationally and locally) to be confident in their ability to deliver an event legally and safely.
02/06/2021 - Are spectators permitted at indoor sporting events?
England
Spectators are permitted at indoor grassroots sport events, but capacity limits apply. At indoor grassroots sport events, no more than 1,000 spectators are permitted, or 50% of a venue’s capacity, whichever is lower. Organisers should also ensure that events taking place in indoor sports facilities adhere to ventilation requirements. This means that a minimum of 100 sqft per person should be provided to all people in the venue (excluding venue and event staff).

Spectators must adhere to legal gathering limits. Indoors spectators can only gather in groups of up to 6 people, or as a group of two households. A group made up of 2 households can include more than 6 people, but only where all members of the group are from the same 2 households (and each household can include an existing support bubble, if eligible). You should organise spectator areas so that social distancing can be maintained.

Staff, workers and volunteers at an event are covered by the work exemption so should not be counted as part of the capacity cap. This includes:

Contractors
Administrators
Delivery staff
Operational team (such as reception, maintenance, cleaning security & stewarding and ticketing staff)
Caterers and concession stand staff
Presentation/production team
Exhibitors, speakers, musicians and performers

Northern Ireland
Northern Ireland – Spectators are permitted at competitive indoor sports events, but capacity limits apply. Capacity is to be determined on a case-by-case basis dependent on the risk assessment of a specific venue/space. Spectators are allowed indoors, but the total number of all participants, coaches, officials and spectators must be aligned with the ventilation rates permitted by the particular venue. Spectators must follow social distancing guidelines at all times whilst in attendance. Track and trace processes must be in place and adhered to.

Further resources can be found at: www.sportni.net/return-to-sport/return-of-spectators/
02/06/2021 - How do we calculate max spectator capacity for our event?
Calculating event spectator capacity is a dynamic process based upon the principles of adhering to maximum capacity limits for the venue and limits for spectating areas and upholding social distancing principles throughout an event.

Event organisers should check spectators are permitted to attend, current government guidance regarding limits on capacity and plausibility of spectators attending an event prior to moving forward in planning.

England
All events recommencing at Step 3 (from 17th May) will be subject to the following capacity caps:

1,000 people or 50% of a venue’s capacity, whichever is lower at indoor events
4,000 people or 50% of a site or venue’s capacity, whichever is lower at outdoor events

All capacity restrictions must be adhered to at any point throughout the event. For example, if a club has a maximum capacity of 100, this means they can admit over 100 in a single day, but no more than 100 people at any one time. If an event runs over the course of multiple days, no more than 100 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 (for example, a leisure centre with multiple sporting events), the 50% capacity cap will apply to each individual event, rather than the venue.

Grassroots organised sports events are not subject to limits on participants (as long as the maximum capacity for the venue is not exceeded), but they are still subject to limits on spectators.

Event organisers will need to ensure that spectators attending an event do not mix beyond what is permitted by social contact limits. These social contact limits for permitted organised gatherings are currently:

Indoors - rule of 6 or 2 households
Outdoors - 30 people

Northern Ireland
Northern Ireland- Capacity is to be determined on a case-by-case basis dependent on the risk assessment of a specific venue/space. Spectators are allowed indoors, but the total number of all participants, coaches, officials and spectators must be aligned with the ventilation rates permitted by the particular venue.

For all competition/event organisers across England and NI, the Return to Events seating plan template is available to support event organisers with seating allocations for spectators.

The following guidance is available when considering seated spectator capacity:

Coronavirus (COVID-19): guidance on the phased return of elite sport (return to domestic competition & safe return of spectators)
Sports Grounds Safety Authority SG02 Planning for social distancing at sports grounds.

Event organisers should work closely with event venue management to arrive at safe capacities for gymnastics events.

More information can be found here : www.gov.uk/government/publications/coronavirus-covid-19-organised-events-guidance-for-local-authorities/coronavirus-covid-19-organised-events-guidance-for-local-authorities

www.sportni.net/return-to-sport/return-of-spectators/
02/06/2021 - How do we calculate maximum capacity for the event? Is this different from the maximum spectator capacity?
Calculating the event’s maximum capacity is a dynamic process based upon the principles of adhering to maximum capacity limits of the venue and upholding social distancing principles throughout an event.

Event organisers should work collaboratively with event venue management to arrive at a safe overall capacity for an event. Consideration must be given to safe ventilation, maintaining social distancing throughout an attendee’s journey at the event including sport specific activity.

For more information on calculating the venue’s capacity please see the Capacity Guidance.
The following guidance is available when considering capacity:

Coronavirus (COVID-19): guidance on the phased return of elite sport (return to domestic competition & safe return of spectators)
Sports Grounds Safety Authority SG02 Planning for social distancing at sports grounds.

In larger venues where spectators may remain segregated from the participants and sport areas, zoning may be used to consider each space separately, but scrutiny must be made to not surpass overall venue capacity.
17/05/2021 - Do I need an additional Covid Event Risk Assessment on top of my current Event Risk Assessment?
Event organisers must complete a new or adapt existing risk assessments to appropriately manage the risk of Covid-19 at events. Risk assessments are live documents that need to be continuously updated with the ongoing changes that are affecting or may affect the specific activity area assessed. The Step Forward Plan Risk Assessment Guidance and the Return to Events Framework will provide you with the guidance to either adapt your current event risk assessments or to complete additional risk assessments.

If you need further support, you can contact British Gymnastics via

England
For clubs at
business-support@british-gymnastics.org

For Leisure and School Partners at
participation@british-gymnastics.org

Northern Ireland
British Gymnastics Northern Ireland team at
northernireland@british-gymnastics.org
02/06/2021 - Can I host an event for multi-types of users (such as clubs, leisure centres, and schools) to compete/ perform at the same time?
Competitions and/events that have different clubs, schools or leisure centre’s coming together are permitted if:

Event organisers follow all relevant COVID-secure guidance 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 event organiser to mitigate risk to public health.

The Return to Events Framework should be followed (and Return to Coach Contact/Team Sport Framework where applicable) by event organisers.

Where possible, interaction between different groups at an event should be minimised or avoided. Event organisers should carefully plan and consider the appropriate safety controls to reduce the risk of transmission if allowing interaction between different groups at an event. Social distancing should be maintained by those who are not from the same household or support bubble unless following the Team Sport Framework or Return to Coach Contact Framework.

Where possible groups should remain fixed, and group sizes should be suitably managed to reduce the risk of transmission and possible outbreaks resulting from the event. Mixing of groups once fixed at an event should be avoided without suitable control measures in place.
02/06/2021 - Am I able to mix clubs within the ‘groups’ as they move around the event?
Where possible, interaction between different groups at an event should be minimised or avoided. Event organisers should carefully plan and consider the appropriate safety controls to reduce the risk of transmission if allowing interaction between different groups at an event. Social distancing should be maintained by those who are not from the same household or support bubble unless following the Team Sport Framework or Return to Coach Contact Framework.

Where possible groups should remain fixed, and group sizes should be suitably managed to reduce the risk of transmission and possible outbreaks resulting from the event. Mixing of groups once fixed at an event should be avoided without suitable control measures in place.
02/06/2021 - Do I need, and who can be an Event Covid-19 Officer?
Each event should have allocated, a competent person to act as the Covid-19 Officer* who will oversee the completion of risk assessments and implementation of the required controls.

*This is not applicable within school environments.

The Covid-19 Officer is to act as a first point of contact for reporting matters arising and breaches in protocol. Close liaison with an event venue equivalent role may be required. The Covid-19 Officer although able to influence actions shall not be solely responsible for upholding controls. A universal and community approach is required where all in attendance understand their responsibilities and comply with the controls for theirs and others safety.

An Event Covid-19 Officer ideally won’t have any other roles within the event, allowing them to focus on the safety of all spectators and participants at the event. Although, other roles with Health & Safety responsibilities will need to work closely with the Event Covid-19 Officer and may crossover responsibilities.
02/06/2021 - Can I contact someone at British Gymnastics if I have a question or need some support with organising my event?
The Return to Events Framework has been designed to support event organisers from different environments and gymnastics spaces, with planning and delivering covid-secure events. These can be found within the Return to Events Framework.

If you need further support following accessing the resources and these FAQs do not provide an answer, you can contact British Gymnastics via:

England
For clubs at:
customersupport@british-gymnastics.org
business-support@british-gymnastics.org

For Leisure and School Partners at
participation@british-gymnastics.org

Events Department
events@british-gymnastics.org

Northern Ireland
northernireland@british-gymnastics.org
17/05/2021 - Why can’t we prep / run a group display if we are able to run an event?
Gymnastics is primarily an individual sport, with some team aspects as determined by the government. The British Gymnastics Team Sport Framework applies to the identified disciplines as they require close proximity working in order to complete certain elements of their training/skill development. Other disciplines are able to train and perform individually whilst maintaining social distancing as per government regulations. It is important to continue social distancing within events to reduce the risk of transmission and the number of contacts any one person has.  

Group displays are permitted for defined festival and display groups if following and adhering to the Team Sport Framework. Recreational displays can take place if social distancing is adhered to and careful consideration is given to the appropriate controls measures to limit the spread of the virus through a thorough risk assessment.
02/06/2021 - Can we travel outside our region to an event?
England
Travel should be minimised but can take place for the purpose of sports events. Car sharing is permitted from 17th May, but you must follow the guidance for safer travel.

Always check that it is safe to travel before you set out to take part in sport or recreation.  

Current Government guidance in relation to travel should be always adhered to and there may be restrictions in place in some local areas. From 25th May, if you’re in an area where the new COVID-19 variant is spreading you should minimise travel in and out of affected areas.

Northern Ireland
Travel is permitted to take part in sporting activities, however car sharing is discouraged unless necessary.

If sharing a car with others from a different household additional measures should be put in place which can be found in the Travelling by car section on the NI Direct Website.

Always check that it is safe to travel before you set out to take part in sport or recreation.
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