East Suffolk Council
Covid-19 health and safety guidance for businesses
Health and safety guidance to help businesses operate safely during Covid-19
Covid restrictions in England
Implementation of Plan B in respect to face coverings
- There is a requirement for face coverings to be worn in a range of indoor settings. This excludes places where food and drink are consumed. Some exclusions exist.
- The premises must display in a prominent location a sign or poster requiring persons entering the premises to wear a face covering.
- Face coverings: when to wear one, exemptions, and how to make your own.
Plan B reintroduces Working from Home unless there is a reason you are unable to do so.
Wear a face covering
In England, face coverings must now be worn in shops and shopping centres, in transport hubs and on public transport.
In indoor settings where a face covering is not required, the Government continues to expect and strongly recommend that you wear a face covering in crowded and enclosed spaces, where you may come into contact with other people you do not normally meet.
Where food or drink is consumed in part of a premises, you do not need to wear a face covering in the area wholly or mainly used for eating and drinking.
Some people, including children under 11, are exempt from having to wear face coverings in any setting. Furthermore, anyone with a health condition or disability, which means they cannot wear a face covering, has a reasonable excuse for not wearing a face covering.
(the “Face Covering Regulations”) require people to wear a face covering when indoors on a “public transport service”, or in a “relevant place” including a “transport hub” or in any part of a “transport hub” which is indoors. A “relevant place” includes shops, shopping centres, banks, building societies and post offices as set out in Part 1 of Schedule 1. It also includes transport hubs. “Relevant place”, “public transport service”, “public transport vehicle” and “transport hub” are defined in Regulation 2.
People are required to wear a face covering indoors when using a public transport service. This includes on buses, trains, private hire vehicles, taxis, the London Underground, trams, aircraft and water taxis. It does not include school transport that is being used solely for that purpose, or cruise ships.
People are required to wear a face covering when they are in a transport hub, which is any premises used as a place from or to which a public transport service operates. The requirement only applies to areas that are indoors and open to the public.
Face coverings are not required in other places, including hospitality settings. Place that could fall within the definition of a “shop” but where face coverings are not requires are listed in Part 2 of Schedule 1.
Regulations 3(1) sets out the requirement to wear a face covering in a relevant place.
Regulation 4 (1) requires a person to wear a face covering on public transport. In both cases, the requirement is subject to any reasonable excuse that the person has for not wearing one. Regulations 3(2) and 4 (3) set out the categories of people to whom the requirement to wear a face covering does not apply, including children under the age of 11 and employees of the person responsible for a relevant place or an operator of a
public transport service acting in the course of their employment.
Regulation 5 provides a non-exhaustive list of what may constitute a “reasonable excuse” for the purposes of regulations 3(1) and 4(1).
Regulation 6 requires a responsible person to display a notice in a relevant place or public transport vehicle stating that any person present in that setting is required to wear a face covering unless exempt. Alternatively, the responsible person may take other measures to ensure that people entering a relevant place or boarding a public transport vehicle is given this information (e.g. an announcement over the public address system).
Regulation 7 requires that anyone who is required to wear a face covering in a relevant place must not be prevented from doing so by anyone responsible for that setting.
Regulation 8 allows the Secretary of State to disapply regulation 3(1) the requirement to wear a face covering or regulation 6(1) the requirement to display a notice for the purposes of a research programme.
Advice and guidance for the wearing of face coverings or masks in shops
The Health Protection (Coronavirus, Wearing of Face Coverings) (England) Regulations 2021 came into force at 4am, 30 November 2021. This means that face coverings are now a legal requirement to be worn in shops and on public transport.
There are some exemptions including children under the age of 11. People with exemptions may have a hidden disability making it difficult for them to wear a face covering. These may not be readily recognisable and they may not identify as having a disability.
Your responsibilities:
- You must display a notice or signage conspicuously at the entrance(s) of the premises informing customers that face coverings are required to be worn (unless exempt)
- You should direct person’s not wearing face coverings whilst on the premises to wear such a covering (unless exempt)
- You must ensure all staff are provided with, and wear, face coverings (unless exempt)
Government guidance on when to wear a face covering and how to make your own
Accidents
When to make a RIDDOR report because of coronavirus (COVID-19)
You only need to make a report under RIDDOR (The Reporting of Injuries, Diseases and Dangerous Occurrences Regulations 2013) if:
- an unintended incident at work has led to someone’s possible or actual exposure to Coronavirus. This must be reported as a dangerous occurrence
- a worker has been diagnosed as having COVID-19 and there is reasonable evidence that it was caused by exposure at work. This must be reported as a case of disease
- A worker dies because of occupational exposure to coronavirus. This must be reported the enforcing authority without delay.
Your business and Legionella risk
When buildings reopen after lockdown, it is essential that water systems are not put back into use without considering the risks of Legionnaires’ disease. There is an increased risk of waterborne pathogens such as Legionella bacteria being present because of the conditions that the lockdown may have created. Guidance has been specially written by the CIEH for businesses so that they know about the risk and what to do about it before reopening their business. If your business is or has been required to close for any period of time, please ensure you make plans to carry out regular checks and flushes of the system to prevent Legionella.
Guidance:
Risk assessment for coronavirus - practical points to consider
As an employer, you must protect people from harm. This includes doing a risk assessment to decide what reasonable steps you need to take to protect your workers and others from coronavirus (COVID-19).
A generic risk assessment is unlikely to be specific or detailed enough. For example, it might not identify adequate ventilation requirements or sufficient cleaning controls for particular areas and circumstances.
As part of your risk assessment, you must:
- identify what work activity or situations might cause transmission of coronavirus (COVID-19)
- think about who could be at risk – this could include workers, visitors, contractors and delivery drivers
- decide how likely it is that someone could be exposed
- identify the controls needed to reduce the risk
Further information:
Implementation of Plan B in respect to certain premises being required to check the Covid-19 status of all attendees
Venues and events that must carry out COVID-19 status checks
The following venues and events must use the NHS COVID Pass, or alternative proofs of COVID-19 status, as a condition of entry:
Category A
- Nightclubs, dancehalls and discotheques
- Other late night dance venues, where all of the following apply:
- the venue is open between 1am and 5am
- it serves alcohol after 1am
- it has a dancefloor (or space for dancing)*
- it provides music*, whether live or recorded, for dancing
- Indoor events with 500 or more attendees, where those attendees are likely to stand or move around for all or part of the event, such as music venues with standing audiences or large receptions.
- Outdoor events with 4,000 or more attendees, where those attendees are likely to stand or move around for all or part of the event, such as outdoor festivals.
- Events with 10,000 or more attendees, whether indoor or outdoor, such as large sports and music events.
Detailed guidance on carrying out mandatory COVID-19 status checks at your venue or event
Some events, that do not serve alcohol but provide music and space for dancing between 01:00 and 05:00, may request agreement form the council to conduct spot checks when attendees enter the venue where there is a demonstrable risk to the public if 100% of checks are carried out e.g. from overcrowding or terrorist threat. There will be limited occasions where this is appropriate and the Government has produced assessment templates that businesses can use to complete the assessment:
The assessment must be submitted to us by email, at least 10 working days before the event or the application cannot be approved and 100% of attendees will have to have their Covid status checked prior to entry.
Further information:
Events
If the number of persons involved in the event is restricted to 499 people, you will be able to operate under a temporary event notice (TEN) but if you are proposing a larger event it would need a full premises licence which involves a significantly longer application process.
In order for the event to operate safely it must be run in accordance with the relevant guidance to control the spread of Coronavirus and also comply with all the other health and safety requirements under the Health and Safety at Work etc. Act 1974.
You will need the landowner’s permission so if you are intending to use East Suffolk Council land you will need to apply for an event on council land. Part of that application will require you to submit an event management plan and risk assessment which will be passed to the Safety Advisory Group for them to consider. They will contact you if there are any issues that the group feels require addressing to ensure the event is managed safely.
It is recommended that you contact us to engage with the East Suffolk Safety Advisory Group (SAG) at the early stages of your planning. SAG will review plans for events that are perceived to pose a significant risk either due to the size, type location etc of events, to allow the relevant regulatory agencies (police, fire, ambulance, local authority etc) to gain intelligence prior to any event, to allow for emergency planning and advise each other on any areas of concern. SAG will liaise with Suffolk County Council Public Health department, if there are concerns about the transmission of Coronavirus associated with the event. The group will also advise the event organiser (duty holder) of ways in which they can manage the event safely.
Venues and events that must carry out COVID-19 status checks
The following venues and events must use the NHS COVID Pass, or alternative proofs of COVID-19 status, as a condition of entry:
- nightclubs, dancehalls and discotheques
- other late night dance venues, where all of the following apply:
- the venue is open between 01:00 and 05:00
- it serves alcohol after 01:00
- it has a dancefloor (or space for dancing)
- it provides music, whether live or recorded, for dancing
- indoor events with 500 or more attendees, where those attendees are likely to stand or move around for all or part of the event, such as music venues with standing audiences or large receptions
- outdoor events with 4,000 or more attendees, where those attendees are likely to stand or move around for all or part of the event, such as outdoor festivals
- events with 10,000 or more attendees, whether indoor or outdoor, such as large sports and music events
Detailed guidance on the requirements can be found on the Government’s website.
Some events, that do not serve alcohol, provide music and space for dancing between 01:00 and 05:00, may request agreement form the Council to conduct spot checks when attendees enter the venue where there is a demonstratable risk to the public if 100% of checks are carried out e.g. from overcrowding or terrorist threat. There will be limited occasions that this is appropriate and the Government has produced assessment templates that businesses can use to complete the assessment:
The assessment must be submitted to environment@eastsuffolk.gov.uk at least 10 working days before the event or the application cannot be approved and 100% of attendees will have to have their Covid status checked prior to entry.
Ventilation
Ventilation should be considered alongside other control measures to reduce the risk of COVID-19 transmission within your workplace or public indoor space.
It is important to identify and deal with areas that are not well ventilated. The more people occupying an area that is poorly ventilated, and the longer they remain in it, the greater the risk of spread of COVID-19.
Control measures such as avoiding certain activities or gatherings, restricting or reducing the duration of activities, providing ventilation breaks during or between room usage should be considered alongside ventilation for reducing the risk of airborne transmission.
Any actions to improve ventilation should not compromise other aspects of safety and security (for example, avoid propping open fire doors), and should consider other consequences such as health and wellbeing impacts from thermal discomfort.
Employers should provide employees with clear guidance on ventilation, why it is important, and instruction on how to achieve and maintain good natural ventilation or to operate systems if there are user controls.
The Health and Safety Executive provides advice on working safely and ventilation and air conditioning.
Make sure mechanical ventilation systems are maintained in line with manufacturers’ instructions. Set ventilation systems to using a fresh air supply and not recirculating indoor air, where possible. Assessing the requirement and performance of ventilation systems in many environments requires engineering expertise. In addition, ventilation design may be specific to the setting. For some existing and older buildings, ventilation systems may not have been designed to meet current standards and additional mitigations may be needed. If you are unsure, seek the advice of your heating, ventilation and air conditioning (HVAC) engineer or adviser.
Detailed ventilation guidance for workplaces and public buildings during the pandemic is provided by the Chartered Institution of Building Services Engineers (CIBSE).
Ventilation in vehicles
Like buildings, enclosed vehicles including cars, vans, and buses can also be high-risk for spreading COVID-19. It is important that vehicles are well ventilated to help reduce the risk of spreading COVID-19.
Follow guidance on safer travel for passengers if you need to travel. Where you need to travel, consider walking or cycling if you can.
When operating or travelling in vehicles:
- switch ventilation systems on while people are in the vehicle. Set to drawing fresh air in, not recirculating air
- to improve ventilation, windows can also be opened (partially if it’s cold). Heating can be left on to keep the vehicle warm
- for vehicles that carry different passengers, such as taxis, clear the air between different passengers or at the journey end so the vehicle is aired before anyone else gets in
- opening doors where it is safe to do so will help to change the air quickly. Opening windows fully can also help to clear the air in the vehicle
Further guidance on safer transport for operators and taxis and private hire vehicles is available. The Health and Safety Executive also has advice on using vehicles for work.
This guidance is of a general nature and should be treated as a guide. In the event of conflict between any applicable legislation (including the health and safety legislation) and this guidance, the applicable legislation shall prevail.
Additional information
If you didn’t find the answer to your query within this information, additional guidance can be found on the Gov.uk website.
Alternatively, you can complete a brief enquiry form to inform us what further guidance you need or what concerns you wish to report. We will try and contact you within 7 working days or sooner wherever possible.