POPTOP’S HEALTH & SAFETY GUIDELINES


Reviewed on: 18/06/2020

Please Note The Following:

  • All measures will change continuously with the latest government advice. These will be updated frequently for all suppliers. The measures and guidelines will continue to evolve as our knowledge of covid-19 grows. If you are to join our health and safety program you are to adhere to these guidelines and any future changes that are made.
  • All guidelines have been written and contributed by guidance from the World health organisation, government advice and event experts for specific categories on how we can keep events safe.
  • All these steps and guidelines may not 100% prevent the spread of covid-19 and there is the possibility that the spread of covid-19 could happen if all these steps were taken flawlessly.
  • We understand that Poptop has a number of different categories. If your specific category is not mentioned here, the section on all suppliers will still be relevant for you and you must still follow basic essential guidelines.
  • All guidelines that are dependent on events are actually allowed to go ahead by the advice from the government.Events that are going ahead must be within the government limit. For example, if the government advises we should not gather in groups of +20 people, then the event should not go ahead.

Prior Event For All Suppliers:

  • All suppliers must arrange a courtesy call with the client straight after booking confirmation. This is to discuss any health and safety concerns the client may have regarding their eventor any specific requirements. (Poptop will advice topics to discuss).
  • All suppliers must discuss the venue of the event with the client. If the supplier is to enter the venue during the event, they must also make a courtesy call to the venue to discuss how health and safety can be maximized at the clients event. (Poptop will advice topics to discuss).
  • All suppliers must arrange a courtesy call 10 days prior to the event with the client. This is to finalize the booking and the steps the supplier is taking to maximize  health and safety at the clients event. Both parties must be aware of how the event will run and what is expected from both the client and supplier to ensure a safe event. 
  • If the supplier has felt any symptoms like (high temperature/ a new cough/loss of taste and smell) or any form of sickness within 2 weeks prior to the event – they must inform the client and cancel the booking.
  • If the event supplier  lives with anyone who has contracted symptoms like (high temperature/a new cough/loss of taste and smell) or any form of sickness within 2 weeks prior to the event – they must inform the client and cancel the booking.
  • All suppliers must ensure all their staff are fit for work. This includes regularly checking and having updates with their team if they have any symptoms. If they do start symptoms, then they must be ordered to self-isolate.
  • If your services require face to face consultations with the client, these must be done virtually for the foreseeable via platforms like zoom, skype or facetime.
  • If you require contracts to be signed, then these must be signed electronically for the foreseeable future.
  • On the day of the event, all suppliers must wash their hands frequently throughout the day with soap and water for 20 seconds and use hand sanitiser frequently. Hand sanitizers need to have at least 60 percent alcohol to kill germs.
  • On the day of the event, we strongly advise suppliers to use their own transport. If you are using a team members car, make sure all surfaces have been deep cleaned with alcohol, soap and hot water and dis-infection wipes.
  • If you are using public transport and are highly populated, a mask and gloves must be worn until your arrival at the event. These then must be disposed of into a bin and your hands must be washed for 20 seconds or use hand sanitiser.
  • All suppliers must have hand sanitizer for your personal use and for clients if needed at each and every event.
  • All suppliers must have tissue equipped with them at the events. If you are to sneeze or cough this must be covered with a tissue. Immediately wash your hands with soap and water or hand sanitizer.
  • After coughing and sneezing all equipment must be cleaned with sanitizer within a 2m radius of your standing.
  • All suppliers must wash their hands regularly with warm water and soap throughout the event. If this is not possible we strongly advise to sanitize your hands throughout the event.
  • Any equipment you own must not be shared with anyone externally. All equipment used at the event must be yours or the companies that are following these guidelines.
  • All suppliers must avoid shaking hands with clients or any party attendees for the foreseeable future.
  • If you have team members attending the event, they must adhere and be informed of all rules outlined above.
Transport Recommendations List
  • The vehicle attendant must deep clean the vehicle before and after each event.
  • The vehicle attendant must clean all interior surfaces that are commonly touched by the driver or the clients. This includes steering wheel, seat belts/buckles, air vents, all buttons and controls on the dashboard and inside door handles. We strongly advise using dis-infectent wipes and spray.
  • The vehicle attendant must clean all exterior surfaces that are commonly touched by the driver or the client. This includes doors, door handles, petrol cap, windows or any exterior you see a client touch during the event. We strongly advise using dis-infectent wipes and spray.
  • The vehicle attendant must wash their uniform at the end of each day if they are completing events.
  • All suppliers must have hand sanitizer for your personal use and for clients at the events. This is to be made clear to clients if it needs to be used.
  • We strongly advise keeping the amount of passengers in your vehicle to a minimum. If possible, ask all passengers to sit in the back of the vehicle. There must be no passengers sitting in the front seat of the car for the foreseeable future until social distance rules allow it.
  • We strongly advise wearing a mask during the trip when you have clients in your vehicle.
  • We strongly advise wearing gloves when you have clients in your vehicle. We strongly advise to regularly change disposable gloves and wash hands in between with sanitizer.
  • We strongly advise putting a screen divide between you and the back seats.
  • If this is a party bus, we strongly advise stepping out of the bus and allowing all your clients to take their seats before you take the wheel.
  • We strongly advise putting a poster visible in your car stating to the client of the steps you have taken to clean your car.
Photo/Video Services Recommendations List
  • All equipment must be deep cleaned before and after any event. This includes lenses, cameras and any equipment you are bringing to the event.
  • The event attendant must wash their uniform at the end of each day if they are completing events.
  • Any surfaces that are frequently touched in the venue or client event by the supplier must be cleaned and disinfected.
  • All suppliers must stick to a 2m social distance radius of any clients at the events.
  • We strongly advise that you wear a mask during the event
  • We strongly advise that you wear gloves during the event.  We strongly advise to regularly change disposable gloves and wash hands in between with sanitizer.
Magic Mirror / Photo Booth Recommendations List
  • All equipment must be deep cleaned before and after the event. We recommend using disinfectant, ammonia cleaner or antibacterial wipes for the glass of your magic mirror or booth.
  • The event attendant must wash their uniform at the end of each day if they are completing events.
  • All suppliers must have hand sanitizer for your personal use and for clients at the events. This is to be made clear to clients after using the equipment.
  • Any surfaces that are frequently touched in the venue by the supplier must be cleaned and disinfected frequently.
  • If an attendee is present, gloves must be worn by the supplier at all times at the event when touching the equipment.  We strongly advise to regularly change disposable gloves and wash hands in between with sanitizer.
  • The equipment must be set up and have a 2m radius perimeter around. This will prohibit gatherings within your space.
  • All attendees must attend the event and wear disposable gloves throughout the duration of the event.
  • We strongly advise your event attendee to wear a mask throughout the event.
  • We strongly advise to avoid using props. If you are to use props the supplier must wipe the props down with anti-bacterial wipes after each use.
  • We strongly advise using a new set of props for each event. If you can offer virtual props we advise sticking to this.
  • We strongly advise operating a zero-touch magic mirror if possible.
Entertainment Recommendations List
  • All instruments must be deep cleaned before and after each event. We advise to use antibacterial wipes or soap and water.
  • Any equipment including your gear must be deep cleaned before and after the event. We advise using antibacterial wipes or soap and water. This includes any cables, mixers, speakers or any bags used to transport equipment.
  • The event attendees must wash their uniforms/clothes at the end of each day if they are completing events.
  • Any equipment including props for your performance must be deep cleaned before and after each event with sanitizer.
  • Any surfaces that are frequently touched in the venue or clients event by the supplier  must be cleaned and sanitized before leaving the premises.
  • We strongly advise to avoid interaction with the crowd/guests for the foreseeable. This may mean to keep your performance within your 2m radius perimeter.
  • If your performance does involve interaction with guests, we strongly advise to limit this as much as possible.
  • We also strongly advise that gloves are worn when interacting with clients during your performance. If gloves will not affect your performance we strongly advise wearing these.
  • We also strongly advise to wear a mask during the event. We of course understand this is not possible for suppliers such as singers. Please, wear a mask if it will not affect your show or performance.
Catering Recommendations List
  • All catering suppliers (if required for their service) must have a food hygiene certificate and must be available for the client  to view if they ask for it. (We strongly advise to make the client aware you have one).
  • All catering suppliers who own a commercial kitchen/food van (if required for their service) must have a food hygiene rating. This must be available for the client to view if asked for it. (We strongly advise to make the client aware you have one).
  • All catering suppliers must deep clean their workstation/food van/mobile bar before and after each service. This is including any commercial/vans for private homes before you start preparation. We strongly advise to clean your station with disinfectants and sanitizer.
  • All catering suppliers must deep clean private kitchens before use. If you are using a client or venues kitchen your workstation must be deep cleaned with disinfectants and sanitizers before and after use. 
  • All catering suppliers must clean all cooking/kitchen/drink utensils that will be used during the event. These utensils must be cleaned before/during and after each service. We recommend cleaning thoroughly and using dis-infecting and sanitizing these.
  • All catering suppliers must wash their hands and use hand sanitizer frequently throughout service. This includes after touching any food, any shared surfaces or after leaving and coming back into the kitchen area.
  • All catering suppliers must wash their uniform at the end of each day if they are completing events.
  • All catering suppliers must have a 2m radius perimeter where it will not allow any clients into their workstation  during the event.
  • We strongly advise gloves to be work but must be changed frequently and hands must be washed and sanitized between glove changes and when gloves are removed.
  • We strongly advise to wear a mask if possible (we fully understand this can be comfortable and hot in a cooking environment).
  • We understand in the kitchen environment it can be difficult to keep to social distancing. If we have a number of chefs we strongly advise to keep to the 2m social distancing for the foreseeable future. This can be done by keeping to strict stations.
Catering Service Recommendations List
  • We strongly advise to use disposable cutlery when possible and suitable for the correct event. This includes disposable cups, crockery and crockery and can be disposed of in a bin.
Event Staff Recommendations List
  • All equipment must be deep cleaned  at the start and end of each event. This includes any personal items the event staff will be bringing to the events. This includes personal phones, pens, notebooks, serving trays etc. All must be sanitized and cleaned.
  • All event staff  must wash their uniform at the end of each day if they are completing events.
  • All event staff must be wearing disposable gloves throughout the duration of the event. This will be for serving guests, interacting with guests in any way or handling any equipment that will be used for guests or guests have been using. All disposable gloves must be frequently changed throughout the event, and hands wash and sanitise while the gloves have been taken off.
  • All staff members must wear masks during service.. We understand that event staff may find it difficult to obtain the social distance rules. When serving guests or clearing there area then a mask must be worn.
Delivery Services Recommendations List
  • All equipment must be deep cleaned at the start and end of each delivery day with disinfectant and sanitized. This includes a deep clean of the vehicle used to deliver the food or any equipment used to deliver the food.
  • All food deliveries must be delivered in a disposable, lidded container which can be sealed.
  • Any food that is being delivered hot must be delivered in an insulated bag which is to be sanitized at the beginning and end of each day.
  • Any food that is being delivered cool must be delivered in a cool bag which is to be sanitized at the beginning and end of each day.
  • If you are preparing and also delivering the food. You must wash,clean and sanitize your hands after prepping the food. A new set of disposable gloves must be worn before delivering the food to clients.
  • If you have a delivery driver they must not enter the kitchen to collect the food. All deliveries must be kept in a clean place ready to be picked up.
  • All Deliveries must avoid contact with the client. The delivery must be placed on the clients doorstep or doorway. The client's doorbell must be pressed and the supplier must step back 2m.
  • All delivery drivers must be wearing disposable while delivering, handling and touching the food or containers the food will be delivered in.
  • We strongly advise the delivery driver to wear a mask while delivering the food for the foreseeable future.
Event Service Recommendations List
  • All equipment must be deep cleaned before and after each event. This includes any equipment that is left or used at the clients event. This includes anything like dance floors, marquees or any games and activities.
  • Any props that event attendees use must be deep cleaned before and after each event with sanitizer. This can include any games and activities that include props or event equipment that will be frequently touched by event attendees.
  • If we require to set up any equipment at the event, you must keep to a social distancing rule of 2m with potential event attendees.
  • All event service suppliers must be wearing disposable gloves and a mask during the equipment set up.
  • If the service requires an event attendee then they must wear disposable gloves and a face mask throughout the event. As we understand for certain services it may require be difficult to obtain social distancing rules.

Let’s Get The Events Industry Rolling Again!

By signing up to Potop’s health and safety program, you are taking a step towards providing clients with safer events. These steps will not only help clients feel secure but these could also keep you and your staff members safe. We understand it could be a risk attending events in the future, so you need to take the correct protocol. This is a step to getting the event industry back and booming again. We understand these steps may take time and a lot of planning, but it is absolutely necessary, and will certainly help clients book your services.

These guidelines will be continued to be updated as further restrictions are lifted. For further resources on the steps you need to be taking, please, follow the links below.

World Health Organization
Uk’s Government News On Coronavirus

Essential Checklist To Have Prior To & At Events:

📌 Disposable gloves

📌 Hand sanitizer

📌 Disinfectant wipes

📌 Face Masks

📌 Disposable tissues

📌 Access to a rubbish bin

📌 Specific cleaning materials for certain materials

📌 All equipment deep cleaned

📌 Inform all team members of guidelines to adhere to

📌 Awareness of room/outdoor layout of the event

📌 Awareness of social distancing measures

📌 Constant communication prior to the event with a client

📌 Constant communication with all event attendees on the steps your taking

📌 Enjoyyyyy the event!!

📌 Leave venue clean and as you arrived


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