If you are thinking of running in-person sessions for your Dojo, you need to make sure they are in compliance with the guidance of your local health authorities and your host venue.
This article offers some points for you to consider when making this decision and planning your sessions if it is possible for you to do so. You know your club best, so think about the areas below as is suitable for you and your club members.
Check local health authority guidance
Before you schedule an in-person session you need to check the guidance of your local health authorities and confirm that indoor in-person events can take place. You should check what numbers are allowed given the type of activity and the type of venue where you will be hosting it.
Speak with venue staff
You should speak with staff of the venue and agree to adhere to their guidance. You should ask them about the measures they already have in place and their expectations on you and other club participants. You may be required to visit your venue ahead of your first session, so that you can be briefed on the precautions that you will need to take. Areas to discuss include:
- Capacity of the room, including desk layout and spacing
- Need for signage or assigned seating
- Staggered times for arrival, breaks, and pick-up
- how ventilation could be improved; by opening windows and doors (that are not fire doors), or using mechanical ventilation: fans and air cleaning devices. Switch heating ventilation and air conditioning (HVAC) systems to drawing in fresh air where possible, rather than recirculating air.
Cleaning and hygiene
- Hand washing facilities and sanitiser
- Cleaning of IT equipment and desks
- Not sharing IT equipment
Managing contact tracing
- Ticketing your event, managing check-in, or keeping an attendance list
- The reporting procedure if an attendee tests positive
Awareness of symptoms
- Making sure attendees are aware of symptoms and do not attend the club if they feel unwell
- Temperature checks at home, or managed by the venue
- Need for additional volunteers or venue staff to manage the session
- Need to assign volunteers to a set group of attendees
- Use of face coverings and if there are different requirements for different age groups
Communicating with volunteers, parents and attendees
To help your sessions run smoothly, it’s important to make sure that volunteers, parents and the young people attending your club know the rules and what to expect.
Ask if they are comfortable returning to in-person sessions in advance. You may want to invite parents and volunteers to discuss the approach and provide a space for them to ask questions ahead of your first session. This will help ensure they are comfortable and have understood the requirements.
Make sure to send details of how your club will run a few days before the session, including rules for the venue and any guidelines that volunteers and young people will need to follow during the session.
Find out more information on this and other approaches to run your Dojo during the pandemic on our "Ways to run" webpage.