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01202 489090

Safe harbour

For meetings & events

We are able offer a variety of meeting and private dining configurations to cater for every event. When planning your next event with us please be assured that we have in place precautions to minimise the spread of Covid-19 and keep you and your delegates safe.

*Please note: our processes and precautions will be under constant review, and this guide will be constantly updated to give you the very latest information. We will, of course, always comply with all government regulations - and more.

Here's how we'll do it:

  1. Our team will send you all of the information in relation to your event; from which event room you will be in, to your arrival and departure times. This also includes our registration policy and Safe Harbour measures that should be circulated to all your delegates in advance of your event. We want your meeting or event to run smoothly and you’re comfortable with the full journey your guests will have when they are with us.
  2. Our hotels are perfectly located and have car parking either on-site or close by so your delegates can avoid the unnecessary use of public transport.
  3. All delegates will be asked to undertake a non-contact temperature check upon arrival and one of our Harbour Crew will be waiting to direct your delegates to where they need to go, avoiding the risk of overcrowding in spaces. We have put in place hand sanitising stations to use on arrival and as frequently as possible.
  4. All delegates should wear a face covering upon entering the hotel and when moving around in public areas, unless exempt. 
  5. All delegates must scan the QR code supplied in the meeting room to comply with NHS track and trace.
  6. Room configuration is recommended at 2 metres apart as per social distancing guidelines. If delegates are sat at a 1-metre distance, following government guidelines, face coverings will need to be worn.
  7.  Our meeting and event spaces will be thoroughly cleaned prior to your event and during your meeting breaks and checked by our management team. We will seal our meeting rooms and private dining rooms once they have been cleaned prior to your event, so you can be assured there has been no contamination between cleaning and the start of your event.
  8. Hand sanitisers will be provided on the table as will individual bottles of still water.
  9. We will not be providing delegate stationery, however, this can be requested for an additional charge and must be taken away on departure or will be disposed of along with any business collateral left by clients.
  10. To help delegates manage social distancing of a minimum of 1 meter we have clearly marked this out throughout the hotel.
  11. Where possible all meetings will have a separate entry and exit to help to reduce the cross over of delegates and maintain social distancing.
  12. Each event will have their own designated breakout area where refreshments will be served and social distancing can be maintained at all times. Depending on your meeting size, you can choose from individual Bento Boxes, a seated lunch, or for larger numbers, buffets are possible but will look a little different. Please speak to the team for more information.  
  13. We recommend all delegates download the track and tracing application to ensure we are all alerted to any delegates who may pose a risk of spreading Covid-19. If any of your delegates feel unwell we ask that they do not attend the event.
  14. Each private dining event will follow all current government guidelines for social distancing. Table service will be available throughout the duration, including drinks. 
  15. To prevent staff entering or you leaving your event unnecessarily, we request all event organisers use our pager system (where available) to enable them to contact the team should they need assistance. 
  16. All of our meetings and events and kitchen teams have received further training in health and safety and adhere to government-recommended food preparation standards.
  17. Our Harbour Crew will be attired in the appropriate PPE during your meeting and at times of food and drink service to reduce the risk of the spread of Covid-19.
  18. Hand sanitising stations will be set up at the entry and exit points for your delegates to use throughout your event and should be used every time they enter or exit the event.
  19. Our hybrid meeting options are available for your consideration, creating a live and digital meeting experience should you have national or international delegates who wish to 'virtually' join the meeting.
  20. If any of your delegates are staying overnight with us we recommend they read our Safe Harbour practices for hotel guests. These detail the measures we are taking to protect our guests from check-in to check-out. Click here to read these.
  21. Once your event has ended, our team will fully disinfect and deep clean the event room, equipment and the designated break out spaces before the room is used again.
Back to Safe Harbour overview