Running Events Safely FAQ's - British Gymnastics

Running Events Safely FAQ's

UPDATED: Monday 19th July 2021 at 2.30pm

Update 19/7/21: information regarding Step 4 of the Government’s roadmap for England. The Return to Events Framework is now only applicable in Northern Ireland.  
 
England: 
As of Monday 19th July, England has moved to Step 4 of the roadmap. Everyone should be cautious while managing the risks as cases of COVID-19 remain high. 
 
Although most legal restrictions have been lifted at Step 4, and many people have been vaccinated, it is still possible to catch and spread COVID-19. Event organisers still have a legal duty to manage risks to those affected by their business by carrying out a health and safety risk assessment which includes the risk of COVID-19, and to take reasonable steps to mitigate the identified risks. Organisers should be prepared to adapt to any changes in restrictions and have a plan in place to respond to any local or national restrictions being implemented. 
 
There are no longer any Covid restrictions for events on capacity, social distancing, or legal gathering limits for spectators and the Return to Coach Contact, Team Sport and Return to Events Frameworks are no longer applicable, including the reintroduction of foam pits guidance. The frameworks and guidance remain available to support clubs and event organisers with completing COVID-19 Risk Assessment’s. Whilst this is great news for our sport, the risks around Covid-19 haven’t completely disappeared and so we are encouraging clubs to take a cautious approach and to consider maintaining certain measures to help stop the spread of the virus. To keep everyone safe, we’re asking the gymnastics community to follow any guidance or additional measures that are put in place whilst attending their sessions. 
 
It is essential for event organisers to work in collaboration with venue management to ensure that appropriate safeguards and control measures can be agreed and implemented. 
 
For more information please see the Gymnastics Guidance from 19th July webpage. 
 
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. 
 
Home Country Support: 
Scotland: events@scottishgymnastics.org
Wales: development@welshgymnastics.org 

The Return to Events Framework and resources can be found here.
19/07/2021 - Are gymnastics events/competitions allowed to run? 
Competitive indoor sport (subject to risk assessment and appropriate mitigations) is permitted in Northern Ireland.

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. 

For information regarding Testing for Events and Large Gatherings please Sport NI’s website:
Click for more information and to read full Guidance on Testing for Events & Large Gatherings
19/07/2021 - Can we travel outside our region to an event?
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.  

Travel abroad and within the common travel area (United Kingdom, Republic of Ireland, Isle of Man, and Channel Islands) is permitted, however you should avoid travelling as much as possible in light of the continuing Coronavirus (COVID-19) threat. If you need to travel abroad, keep up-to-date with the latest advice for the country you plan travelling to and the requirements for your return. You may have to either go into managed isolation (hotel quarantine) or self-isolate on your return.

More information can be found:

Travel advice and guidance
Coronavirus (COVID-19): travelling within the Common Travel Area
Rules for entering or returning to Northern Ireland from abroad
19/07/2021 - 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.
19/07/2021 - Are spectators permitted at indoor sporting events?
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: http://www.sportni.net/return-to-sport/return-of-spectators/

For information regarding Testing for Events and Large Gatherings please Sport NI’s website:
Click for more information and to read full Guidance on Testing for Events & Large Gatherings
19/07/2021 - 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.

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, 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 : https://www.gov.uk/government/publications/coronavirus-covid-19-organised-events-guidance-for-local-authorities/coronavirus-covid-19-organised-events-guidance-for-local-authorities

http://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.
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