Sign in Subscribe

Risk Assessment (and COVID-19)

Here you will find our own policy and plans for operating under Covid-19 restrictions. When decisions are made, you will find them here. We operate under the oversight of the Guild of Students; as such, we are obliged to operate under the Guild Covid-19 policy which you can find here.

Risk Assessment for in-person dancing

This risk assessment is for the Ballroom and Latin American Dance Society (BALADS) in-person lessons and dance practices to be run potentially from the 26th April outside in the stretch tent. These sessions will be fitness focused, with an emphasis on learning technique and improving members’ stamina after a year away from dance, and will involve dancing solo rather than our usual partnered style. Both the lessons taught by our professional coaches and the dance practices run by Committee have similar risks associated with them, but where they differ, this has been noted.

Slips, trips and falls

  • People at risk: All attendees
  • Potential Severity: Medium
  • Likelihood: Slight

Ensure all hazards are removed from the area before dancing takes place and continue to monitor the dance space throughout the session in case other hazards arise. Remind attendees to be careful when dancing and to wear appropriate footwear to avoid slipping, such as dance shoes with heel protectors or clean trainers.

Untidiness causing possible trips/fire hazard

  • People at risk: All attendees
  • Potential Severity: Low
  • Likelihood: Low

Ask any obstacles to be removed by their owner before any dancing takes place. If other hazards arise then contact venue manager etc to ensure the obstacle/hazard is removed. All personal items such as bags will be placed out of the way, outside of the tent or at the top of tent where our coach will stand.

Noise from equipment

  • People at risk: University, society
  • Potential Severity: Medium
  • Likelihood: Low


Sound equipment will be operated by someone who has experience using it and all sound equipment will be checked regularly to make sure it is fit for use. The noise level of the music will be monitored by the Committee member in charge of it to ensure that it is not too loud and does not disrupt the surrounding area. The music will be loud enough to be heard by all the attendees, but no louder, so that the sessions are conducted in a manner respectful of those in the Guild and passing by.

Unsafe behaviour/attitude

  • People at risk: Attendees
  • Potential Severity: Medium
  • Likelihood: Low

All attendees will be advised about how to be safe at the beginning of each session. Attendees expressing an unsafe attitude will be removed from the session and if it continues, they will be removed from the society.

Low levels of physical fitness/strength

  • People at risk: Attendees
  • Potential Severity: Medium
  • Likelihood: Slight

Attendees will be warned about the physical requirements of more challenging activities. If they are not physically able and it is deemed unsafe, they will be moved to an easier class and will not be excluded. Warm up exercises will also be followed at the start of the session and we will seek to build on dancers’ abilities gradually.

Risk of class takings being insufficient to cover teacher fees

  • People at risk: Society
  • Potential Severity: Medium
  • Likelihood: Low

Monitor the class takings each week and if it becomes apparent that a certain class is not financially viable, measures will be taken to make it so, or if this is not possible, the class may have to stop and different levels of dance will be merged into one lesson so attendees can still attend the right classes but numbers will then be increased.

Classes not being financially accessible to potential participants

  • People at risk: Attendees
  • Potential Severity: Medium
  • Likelihood: Low

Run a range of classes and sessions so that potential participants are able to access sessions without being impeded due to their financial situation; for example, practices are free and social classes are currently £2. If members feel they are unable to attend the lessons with our coaches, which are a higher price, Committee members will work with them at practice sessions so that they can learn the routines and techniques from the official lessons and the treasurer will assess the situation and look at applying for funding to enable some lessons to be subsidised.

Lack of information, training or instruction

  • People at risk: Attendees
  • Potential Severity: Low
  • Likelihood: Low

A qualified teacher will always be present at dance lessons and students will be encouraged to ask the teacher if they need information. At practices, experienced Committee members will be available to offer advice and support to those who require it.

Collisions / Conflict with surrounding objects or people

  • People at risk: All attendees
  • Potential Severity: Medium
  • Likelihood: Low

Due to social distancing measures, attendees will always be spread out across the available space, and when any of the dances require the whole floor such as the ballroom routines, the attendees will be split into groups and asked to dance a group at a time, with the other groups distancing around the edge of the room. Dancers will be taught floorcraft skills to help them avoid other dancers on the floor in the future and they will be encouraged to practice the routines regularly so they know how much space they require to dance them correctly. Dancers will be advised to exercise caution at all times and will be monitored by the Committee members supervising each session.

Covid-19 Transmission

  • People at risk: All attendees
  • Potential Severity: High
  • Likelihood: Low


Government and university guidelines will be appropriately enforced at each session by Committee members, who this risk assessment will be shared with.

Ensure social distancing measures are observed (2m distance)

To ensure a 2m distance is maintained between each attendee during the session, attendees will be reminded of the 2m distance rule at the beginning of each session and a member of Committee will be assigned the role of monitoring the participants to continually ensure that the correct distance is being maintained whilst dancing. The space will be divided into sections with markers during the Latin sessions and attendees will be required to remain within their assigned section throughout the class. During ballroom, attendees will learn the routines either from within their section of the floor, or the attendees will be divided into smaller groups. These smaller groups will then have more room to dance the ballroom routines whilst still social distancing and following a one-way system around the room, and the groups waiting will stay 2m apart around the edge of the dance floor.


Attendees will be notified on the online announcement, sign up form, and before the session that no partner dancing is permitted and all dancing must be done solo. If attendees continue to try and dance in pairs, they will be removed from the session.
If the activity cannot be maintained for whatever reason at 2m distance then Committee will end the activity for all present, and report to the Guild.


To avoid overcrowding outside the venue, prior to the session, a member of Committee will be stationed outside, reminding everyone waiting to keep their distance whilst in line and continue wearing their masks. Once each session has concluded, a member of Committee will supervise the attendees’ departure to ensure that they continue social distancing and wearing masks as they leave and that they do not gather outside of the venue to socialise post-activity.


To avoid overcrowding inside the venue, it will be mandatory for attendees to register prior to the event, with no on-the-day turning up or guests allowed. The numbers of attendees, including coaches and Committee members, will not exceed 21 people, which is the maximum number permitted to participate in this fitness activity in the marquee. If this number is felt to be too high and attendees do not have adequate space to dance in whilst social distancing, the number of attendees will be capped at a lower number deemed appropriate by Committee.


Attendees will be asked to arrive ready in the kit they will dance in to avoid any groups of participants gathering at the side of the floor to get ready. Attendees will be informed prior to the session that there are no changing facilities available at the venue or in the Guild building, so they will not be able to get changed before or after the sessions and will have to arrive and depart in their dance clothes.

Further Measures Against the Spread of Covid

Masks will be required outside of the venue when attendees arrive and when they are departing after the session. If someone arrives without a mask they will be turned away and not allowed to queue until they are wearing a mask. Mask requirement before and after sessions will be clearly communicated to members in advance.


To reduce the possible spread of sweat particles, attendees will be reminded through the sessions to remain hydrated with a water bottle kept in their section of the floor for easy access. Attendees will also be recommended to bring towels and to wear layered clothes so that, if they get overheated, they can remove their outer-layer and avoid getting overly warm and sweating more than they normally would by dancing.


Hand sanitizer will be made available for each attendee to use at the start of every session and they will be asked to use it at the beginning and end of the session.


No equipment will be shared either between attendees or between Committee members. One Committee member will be in charge of the music equipment for the entire session and will sanitise them at the end of each session.


To avoid our coaches having to shout and potentially spreading spit particles, attendees will be reminded to be quiet by the supervising Committee members.


Attendees will be reminded in the sign ups forms not to attend if they are experiencing any symptoms that are in line with Covid-19’s symptoms, and at the beginning of each session, attendees will be reminded again, that if they are experiencing symptoms to leave immediately. If any attendees develop symptoms following these sessions, they will be asked to notify a member of Committee as soon as possible.


Backup online activities will be planned by Committee in case any of the sessions have been cancelled at any point due to Covid-related circumstances.

Track and Trace

Track and Trace requires the collection of the following information:
- Full name
- Phone number
- Email address
This information will be collected in the sign up form used before every session.

Breach of Personal Data

  • People at risk: All attendees
  • Potential Severity: Medium
  • Likelihood: Low

Committee will make sure that the provision and handling of personal data is compliant with GDPR. Committee members will complete the Guild’s GDPR module on CANVAS as soon as they can, and the collected data will be deleted after 21 days, in line with track and trace guidance.

Participants can’t find location of activity or find their way home afterwards

  • People at risk: All attendees
  • Potential Severity: Medium
  • Likelihood: Medium

The location of the stretch tent will be explained in detail in the announcement information and as part of the sign up process and a member of Committee will monitor our social media channels on the day of the events in case anyone messages about where the venue is and how to get there.

Aggressive Behaviour

  • People at risk: All attendees
  • Potential Severity: High
  • Likelihood: Low

Supervising Committee members will keep an eye on participants and try to intercede early if warning signs are observed. Call emergency services if required.

Attendees Disrupting local people

  • People at risk: Others in Local Area
  • Potential Severity: Medium
  • Likelihood: Low

If any attendees are being too disruptive, a Committee member will calmly talk to them and ask them to remain considerate in their behaviour, and if the disruption persists, we will consider asking the participant to leave or finishing event early or moving to alternate outdoor space. Committee will apologise to other patrons on behalf of the group if necessary, and remind participants again of need to respect other people, particularly when leaving and going home. If requested by Police or Local Authority to cease the activity the Committee will comply and report to the Guild.