We're keen that everyone attending ADSHG social meetings can do so safely. Here is a checklist of things Social Hosts need to put in place or consider when organising a social meeting.

1. ADSHG social meetings must only be held by registered ADSHG Social Hosts. Please ask about become a host by getting in touch before you begin planning any meetings.

2. Choosing venues: Before booking a venue, check that it is suitable for your group and that it meets health and safety requirements:

  • Does venue has appropriate facilities such as accessible toilets, first aid kits and fire alarms?
  • Does the venue have first and and health and safety procedures in place and are they clearly displayed?
  • Will the venue charge you a fee hire the space you'll be using? Contact Ops Support before agreeing to pay. We aim to cover reasonable social host venue hire expenses.

Meetings have previously been held successfully in church/village halls, coffee shops, member homes, medical centres and many different types of venue.

2a. Holding a meeting at home: We recommend hosts run their meetings in public places. If you do wish to host a meeting at home please:

  • Limit numbers according to the number that can comfortably fit in the space you have available
  • Try to ensure that you are not likely to be disturbed by others in your household during the meeting
  • Make sure your home is clean, comfortable, and free from any potential hazards. This includes ensuring there are no tripping hazards, that any medications or potentially dangerous items are stored safely.
  • Ensure attendees are comfortable and have access to water and toilet facilities.
  • Put together a basic first aid kit, have essential first aid information to hand (try https://www.sja.org.uk/get-advice/) and a list of emergency contacts and have this handy during the meeting. It's important that the emergency services are called in the event of any emergencies. 

2b. Holding a meeting on Zoom or Teams: Request our guide to running social meetings online from Ops Support. Ask Ops Support about reasonable expenses for Zoom meetings.

3. Be prepared for emergencies at venues: Ensure that first aid kits are available, and that there are designated first aiders on site who are trained to deal with medical emergencies. Know the location of the nearest hospital or medical facility and have a plan in place for getting people there if necessary.

4. Ensure safe accesses and exits: Ensure that the venue has safe accesses and exits for attendees, including people with disabilities or mobility issues. Consider how people will enter and exit the venue and whether any additional measures need to be put in place, such as ramps or handrails.

5. Ensure hygiene measures are in place: Provide hand sanitizer and ensure attendees are reminded to wash their hands frequently. Clean surfaces and equipment before and after use.

6. Encourage Covid awareness:

  • Always follow local and governance guidance to reduce the risk of attendees spreading or contracting Covid-19.
  • Encourage attendees to wear masks or take rapid flow tests if vulnerable attendees are joining the meeting, especially if they are unable to maintain a safe distance from others.
  • Ensure seating arrangements allow for social distancing and consider providing additional seating to allow people to spread out.

7. Provide food and drinks safely: If food and drinks will be provided, ensure they are prepared and stored safely, and that any allergens are clearly labelled. Avoid sharing food or drinks between attendees.

8. Manage attendance: Manage the number of attendees to ensure the venue or zoom call does not become overcrowded, We recommend no more than 10-15 attendees so everyone has a chance to speak and take part.

9. Communicate safety information: Communicate safety information to attendees before and during the event, including the location of emergency exits, procedures for reporting accidents or incidents, and any changes to safety procedures.

10. Emergency injection practice or other medical demonstrations must only be completed by qualified healthcare professionals

11. Medical advice or resources should only be taken directly from the ADSHG website, qualified healthcare professionals or the NHS website. 

12. When moving chairs, tables or equipment always use good handling techniques to prevent injury - tips from the Health and Safety Executive on good handling techniques.