COVID-19 Managing risk whilst open and trading

COVID-19 Managing risk whilst open and trading


Assessment ID COVID19 main Revision Number 2021 V1.0
Date of Assessment 10/04/2021
Description of the risk assessment The assessment looks at how we will potentially manage the risk of COVID-19 whilst open for trade from 12/04/2021. All government guidelines currently in place will be followed along with guidance as issued by West Midlands Police and Sandwell Council (issued 31st March 2021).


From the Government roadmap we are allowed to serve people outdoors from 12th April 2021.


Note that we have based the RA on one issued by the Pub Collective. We have also incorporated information from the Government document “Keeping workers and Customers safe during COVID-19”.

Reference No of Linked Assessments  
Lead Assessor Chris Dudley.
Assessors signature  
Others involved in the assessment Sally Webb, Neil Arnold, Daniel Murray and Leon Murray

Staff and customer feedback.

Club Representative  
CR Signature  
Date for review Periodically during the pandemic to assure new guidelines as issued by the government and other relevant organisations are adopted. NB this is a working document



People Exposed:


  • Colleagues: Staff, Directors, Committee and Sub Committee
  • Customers: Members, visitors, guests including children
  • Contractors: Brewery representatives incl delivery drivers, persons undertaking work at the club eg for maintenance etc.
  • Members of the Public: as a members club general public access is denied.




  • Spreading COVID-19 amongst staff

By having no additional controls in place then the risks of someone bringing in the disease and spread of the disease is possible.


  • Spreading COVID-19 to the wider public community

By having no controls in place this will allow COVID-19 to enter the premises and not be controlled to employees but will spread around the local community and possibly further. This uncontrolled hazard will potentially lead to civil and criminal investigation, claims and prosecutions.


  • Increased violence and aggression

Members / customers are not necessarily used to being told what to do in a pub environment. If restrictions are in place this may cause issues.


Key to risk


Risk values

The risk value is the severity x the probability

  1 2 3 4 5
1 1 2 3 4 5
2 2 4 6 8 10
3 3 6 9 12 15
4 4 8 12 16 20
5 5 10 15 20 25



    Acceptable risk
  Risk acceptable with adequate control measures
    Unacceptable risk



Without controls the risk rating is perceived to be significantly high with the severity rating of 5 and the likelihood rating of 5 giving an overall risk rating of 25.



  1. Keeping Customers and visitors safe


1.1 The Government guidelines say –


  • The opening up of the economy following the COVID-19 outbreak is being supported by NHS Test and Trace. You should assist this service by keeping a temporary record of your customers and visitors for 21 days, in a way that is manageable for your business, and assist NHS Test and Trace with requests for that data if needed. This could help contain clusters or outbreaks. Many businesses that take bookings already have systems for recording their customers and visitors – including restaurants, hotels, and hair salons. If you do not already do this, you should do so to help fight the virus. We have worked with industry and relevant bodies to design this system in line with data protection legislation, and further guidance can be found here. § Indoor gatherings are not currently possible given the current step of the Government roadmap. Licensed premises are allowed to serve people outdoors. This is restricted to a maximum of two households or up to six people from different households (subject to support bubbles and other exemptions that may be in place). At this time, venues should not permit live performances, including drama, comedy and music, to take place in front of a live audience. Individual businesses or venues should consider the cumulative impact of many venues re-opening in a small area. This means working with local authorities, neighbouring businesses and travel operators to assess this risk and applying additional mitigations. These could include:
  • Further lowering capacity – even if it is possible to safely seat a number of people inside a venue, it may not be safe for them all to travel or enter that venue.
  • Staggering entry times with other venues and taking steps to avoid queues building up in surrounding areas.
  • Arranging one-way travel routes between transport hubs and venues.
  • Advising patrons to avoid particular forms of transport or routes and to avoid crowded areas when in transit to the venue.
  • Local authorities should avoid issuing licenses for events that could lead to larger gatherings forming and provide advice to businesses on how to manage events of this type. If appropriate, the Government has powers under schedule 22 of the Coronavirus Act 2020 to close venues hosting large gatherings or prohibit certain events (or types of event) from taking place.


Control Measures:


  • Indoor and Outdoor Seating: No indoor areas are open as per Government restrictions. Outdoor areas have been created and seating placed appropriately to conform to Government guidelines.
  • Outdoor area control:
    • The outdoor area is two faceted. A covered area in case of inclement weather and an external area. The covered area has lighting and heating giving a little comfort to customers.
    • There is signage indicating the one way system around the club.
    • The government has given permission to resume football at the club. We have erected new netting behind the goal to stop footballs hitting customers and drinks. Support to football is restricted. The youth team are allowed parents / guardians to attend. These will be segregated in the allocated stand to the left of the club.
    • Committee members will ensure Covid rules eg wearing of face coverings etc are adhered to.
  • Customer numbers: we are limited to the number of persons we can seat while conforming to Government guidelines. Tables are strategically placed as recommended. Committee members and staff will control the numbers at tables and any excess numbers.
  • Queueing: Opening hours have been revised to reduce the necessity for outdoor queueing. We have purchased an app from our EPOS system supplier that enables electronic ordering and payment negating the need for queueing to order. Persons unable to use the electronic system will be able to order and pay at table.
  • Guidance: Clear guidance for customers has been issued on our Facebook page. Signage is displayed on club notice boards.
  • Managing entry of customers: Staff will direct customers to appropriate seating given restrictions highlighted above to eliminate risk of overcrowding. All customers should scan onto our NHS QR site or sign in to ensure track and trace is complete. Our NHS QR posters have been updated and located at optimum positions.
  • Enhanced Hand Washing: Customers are advised to use the newly installed hand sanitiser stations when entering the premises and particularly after using toilet facilities.
  • Movement around the premises: A one way system around the premises has been introduced which includes separate entrance and exit.
  • Children: Children are allowed in outside areas and customers are made aware that they are responsible for supervising them at all times and that they should follow social distancing guidelines.
  • Play areas: the play area is “out of bounds” as per Government instructions and will not be used. Barriers have been erected to stop access to the area.


  1. Managing service of drinks:


To manage interactions at the venue resulting from service of drink.


Control measures


  • Ordering: Ordering will be through the Club Control (EPOS suppliers) app. Orders will be delivered to tables as is predetermined by the Government. PPE (masks and gloves) are available for all staff.
  • Payment: Contactless payment is our preferred payment method through the EPOS system This includes the ability to put money on members cards which again can be scanned with minimal contact. Cash can still be used but is not recommended.
  • Process to prevent customers from congregating at points of service: Along with previous “queueing” point above customers will be advised to leave empty glasses on tables. Staff will collect empties and an area by the bar has been identified to place glasses awaiting washing. We are applying a single serve on glasses thus avoiding reuse.


  1. Customer Toilets:


To ensure that toilets are kept open and to ensure / promote good hygiene, social distancing and cleanliness in toilet facilities.


Control measures


  • Toilets: It has been decided that only the toilets adjacent to the small bar will be open but this is dependent upon numbers.
  • Signage and posters: Signs and posters are displayed promoting cleanliness and hand washing.
  • Social distancing: Only two persons are to enter the toilet area. There are two urinals sufficient distant apart plus WC’s.
  • Hygiene: All toilets have running water and dryers. Hand sanitising stations are also available prior to entering toilet and re-entering service areas.
  • Cleaning toilets: Toilets will be deep cleaned daily and periodically checked / cleaned during opening hours.
  • Ventilation of toilet areas: Where possible doors and / or windows will be fixed open where practicable to do so allowing adequate air flow..


  1. Providing and explaining available guidance:


To make sure people understand what they need to do to maintain safety.


Control measures


  • Signage and posters: Signage and posters are displayed on noticeboards and key points.
  • Staff Communication: Staff meetings and communications online including a staff whatsapp group to keep staff informed of COVID developments and our processes.
  • Risk Assessment: A RA has been completed and aired at staff and Committee meetings. This is also updated after key changes.
  • Where necessary inform customers that police and Local Authority have the powers to enforce requirements in relation to social distancing.
  • Contractors / deliveries: inform contractors and delivery drivers etc of our COVID processes.


  1. Who should go to work:


Employers should decide in consultation with staff who should return to work and when.



5.1 Control measures


  • Identify roles required: It is probable that serving staff and possibly waiter / waitress staff will be required at some stage. Processes have been revised for ordering, delivering and paying for beer to reduce staff interaction with staff.
  • Communication of roles to staff: A staff meeting was arranged and discussion with staff regarding roles and work practises was had.


  1. Protecting higher risk and self isolating people and equality in the workplace:


To protect clinically extremely vulnerable and clinically vulnerable individuals (as identified by the Government ie persons that have received a letter telling them that they are in this group (eg persons aged 70 plus or those advised by their GP with certain medical conditions))


To make sure individuals who are advised to stay at home under existing government guidance to stop the spread of infection do not physically come to work. This includes individuals showing symptoms of COVID-19.


To make sure nobody is discriminated against.


Control measures


  • Providing support: We will help support staff around mental health and wellbeing by offering advice or telephone support.
  • Working from home: This option has been reviewed and is not a viable option in our circumstances.
  • SSP and COVID-19: We ae aware of the guidance offered relating to SSP and COVID-19 and also the guidance for people that have symptoms and / or live with people showing symptoms of COVID-19.
  • Equality:
    • We are aware of our obligations to understand particular circumstances of those with different protected characteristics and staff can approach us or support services if they have an issue.
    • We have considered and applied certain changes (PPE and working arrangements etc) that will help during the pandemic period taking into account our responsibilities under the equalities legislation.


  1. Social distancing for workers:


  • You must maintain social distancing in the venue wherever possible.
  • Where the social distancing guidelines cannot be followed in full in relation to a particular activity, businesses should consider whether that activity can be redesigned to maintain a 2m distance or 1m with risk mitigations where 2m is not viable.


Control measures


  • Working practices: shifts have been reviewed and hours adjusted to avoid congestion. We have chosen to open at 12:00 mid-day Monday 12th April to help stagger customer attendance. Tuesday, Wednesday and Thursday we will open 17:00 to 23:00 depending upon numbers of customers. Friday again we will open from 12 mid-day. Saturday and Sunday will be open as “normal”. Staffing has been increased due to the additional processes required due to service to tables and single use of glasses. Committee members will also be in attendance to ensure Covid rules are adhered to and manage customer numbers.
  • Hand sanitising: has been made available upon entering the building.
  • Glass collection area: An area has been set up to place empty glasses to create a sanitary zone between the bar area and the waitress / customer area. This allows bar staff to move glasses to the glass washing area at a safe convenient time.


  1. Moving around venues, working areas:


To maintain social distancing wherever possible, while moving around the venue.


Control measures


  • Movement around the premises: A one way system around the premises has been introduced which includes separate entrance and exit.
  • Disembarkation areas between staff and customers: There is no access for customers to the bar area. Customers are allowed access to toilet areas. The big lounge will remain closed and will be staff only for order delivery.
  • No sharing of tills: to reduce risk staff will be using an allocated till. Staff will also be working side by side as recommended in guidance.


  1. Entertainment and external meetings eg Weightwatchers:


To maintain social distancing when providing entertainment within or outside restaurants, pubs, bars and similar venues that serve food or drink.

  • For many restaurants, pubs and bars, providing entertainment such as recorded music, live sports broadcasts, quizzes, live musicians or comedians are an important part of their business.
  • At this time, venues should not permit any live performances, including drama, comedy and music, to take place in front of a live audience. Venues should not permit indoor performances, including drama, comedy and music, to take place in front of a live audience. This is important to mitigate the risks of droplets and aerosol transmission – from either the performer(s) or their audience. Venues should take account of the Performing Arts guidance in organising outdoor performances. Singing and wind and brass playing should be limited to professional contexts only.
  • All venues should ensure that steps are taken to avoid people needing to unduly raise their voices to each other. This includes, but is not limited to, refraining from playing music or broadcasts that may encourage shouting, including if played at a volume that makes normal conversation difficult. This is because of the potential for increased risk of transmission, particularly from aerosol transmission. We will develop further guidance, based on scientific evidence, to enable these activities as soon as possible. You should take similar steps to prevent other close contact activities, such as communal dancing.


Control measures


  • Singing Acts: All entertainment acts have been cancelled until further notice. We have however started planning events for a time we can return to normal service.
  • Poker and darts: The playing of these games between non related groups has been suspended until further advice is available.
  • TV: We are investigating the possibility of limited use outdoors. Again, the any coverage will be muted to discourage customer “participation”.
  • Jukebox: Only to be used by staff for background music.
  • Lottery machine and video machine: Not in use.
  • External meetings: have been postponed until further guidance available. Groups like Weightwatchers will have to supply a risk assessment advising how they will manage the COVID-19 risk within their group to ensure it also fits in with our risk plan.


  1. Accidents, security and other incidents:


To prioritise safety during an incident.


  • In an emergency, for example, an accident, provision of first aid, fire or break-in, people do not have to comply with social distancing guidelines if it would be unsafe.
  • People involved in the provision of assistance to others should pay particular attention to sanitation measures immediately afterwards, including washing hands.


Control measures:


  • The directors, Committee, bar manager and relevant staff: are aware of the situation and will act accordingly if and when an incident arises in line with emergency working processes.


  1. Before reopening:


To make sure that any venue that has been closed is clean and ready to restart.


Control measures


  • Risk Assessment: See updated risk assessment version 2021 and previous versions for actions taken during lockdown and prior to reopening.
  • Maintenance of existing property equipment (glass washers / disc washers / hot water systems): All the above systems are being maintained throughout the lockdown period. This should continue periodically when trading resumes.
  • Clear process for Operators if a COVID-19 case is suspected in other staff or customers: in the event that a COVID-19 case is suspected then the NHS test and trace process will be invoked, ie person/s to return home, self isolate and identify others that may have been exposed.
  • PPE considerations (masks / visors): Given the advice upon date of opening and all the other controls in place the final control to reduce personal risk is to consider the use of masks and / or visors.
  • PPE considerations (gloves): Gloves are available for all staff if required, particularly when collecting glasses, cleaning tables etc.
  • Minimising touch points: The pub will have enhanced cleaning during COVID-19 pandemic but consideration should be given to propping open non essential doors thus minimising the need to touch.
  • Clearing of glasses and table rubbish: to reduce customer movements glasses and rubbish to be regularly cleared by staff. Customers will be discouraged from returning glasses to the bar.
  • Sanitation of tables: Tables should be cleaned and sanitised with approved chemicals between customers.


  1. Legionella Control:


  • Control and maintenance of water sources: All water sources have regularly been maintained and run during the lockdown. This includes all toilets, hot and cold faucets and showers.



Given the controls that have been put in place we are confident that the overall risk is adequately reduced. Unfortunately, the severity rating remains at 5 (we are unable to control this while the pandemic remains), however we believe the likelihood is reduced to 3 or even 2? This gives a final overall risk rating of between 10 – 15. Although this still shows on the scale as between unacceptable to acceptable with controls in place we have to view it in line with what is happening nationally as death rates significantly reduce as do the new cases. This will all help to reduce the severity rating which in turn will significantly reduce the overall risk rating.




The risk assessment is designed to identify and apply controls to reduce the risk of the spread of COVID-19. The assessment shows that we have applied numerous controls to help adequately safeguard our members, staff, contractors and vulnerable people.


The Beeches 1954 takes these responsibilities very seriously and risk assessment is part of the H&S process adopted which includes monthly Committee meetings, staff meetings which all help to identify and remedy new and changing risk.