1

JULY 21

UCD Student Centre

Jason Masterson - Manager

Covid 19

Operations Plan

UCD Student Centre

2018

2

UCD Student Centre Covid 19 operations plan

The UCD Student Centre will re-open on August 10th in line with phase 5 of the

Government’s plan to re-open the Irish economy.

In line with current advice it is expected that the Student Centre will be

operating with social distancing measures in place.

This document seeks to place a number of guidelines around the operations of

the Student Centre at this time and the measures in place to protect staff,

students and customers.

Summary of Measures:

All bookings must be planned in advance

A time limit of 2 hours will be placed on all bookings

A 30 minute gap between bookings will be created to facilitate cleaning

and air circulation

All attendees must be registered to attend the event and the Student

Centre team must have access to the attendee list for contact tracing

purposes.

Cleaning products will be available in meeting rooms and foyers to allow

for staff, event organisers and attendees to self-clean any area they wish

to.

3

Contents UCD Student Centre ...............................................................................................2

Covid 19 operations plan...................................................................................2

Summary of Measures: ......................................................................................2

Event Management Guidance ...............................................................................4

Operation of Specific spaces ...............................................................................6

Social spaces (Atrium, Foyers and Brava Lounge) ......................................6

Seminar and Meeting Room Spaces ...............................................................7

Astra Hall ..............................................................................................................8

Belfield Church ................................................................................................. 10

Appendices ............................................................................................................ 11

UCD Student Centre Room Capacity chart (Normal) .................................. 11

UCD Student Centre Room Capacity chart (Covid 19) ............................... 11

Event Management Guidelines Summary .................................................... 12

4

Event Management Guidance

Events in the Student Centre will be facilitated where organizers can commit to

meeting social distancing measures.

Event Organiser Guidelines

All bookings must be made in advance with adequate time to assess

booking suitability; this will normally be 1 week.

All bookings must be able to confirm expected attendee capacity 24 hrs in

advance,

Attendees must be notified of the symptoms of Covid 19 and are

requested not to attend where the meet any other criteria which would

require them to self-isolate. This questions should ideally be posed when

guests are registering for the event (within 1 week of the event)

An online booking system should ideally be used for participants to

confirm attendance at events and this information must be available to

Student Centre staff for contact tracing. Where online booking is not in

use a sign in sheet will be provided.

o Student Centre and event organisers must have record of the name

and contact number for all event attendees

Consider provision of any relevant PPE where deemed necessary for

volunteers/staff managing the event.

Provide the following information to participants

o Exact location of the event (room within a building)

o Instructions on access to the room if required.

o Exact time doors will be opened with a note that queuing in advance

is not permitted.

o Advise on the use of face coverings if deemed necessary

o Advise on any personal equipment which should be brought

Note the events involving guests from overseas must comply with

Government self-isolation guidelines.

5

UCD Student Centre – staff approach to events

Set up rooms in advance and wipe down surfaces

Allow a 30 minute block between bookings for cleaning and air-circulation

Provide antibacterial spray and cloth in each room for participants to self

clean if desired

Limit staff interaction with clients where possible and try and provide

rooms in “ready to use” condition

Provide signage throughout the facility to advise of Covid 19 precautions

in place

Provide guidance in each room about layouts and capacities under current

guidelines and make this available to event organisers in advance.

PPE

Staff should use disposal gloves to perform any cleaning tasks associated

with the set up of rooms

Face coverings should be worn in the following circumstances*

o Where social distancing measures are difficult to maintain, even for

brief periods.

o When a prolonged interaction with a client or colleague is required in

a confined space

o Where any staff member feels it necessary for their own protection

*Public Health Guidelines should be considered and where any doubt

may exist it is advised to wear a face covering.

6

Operation of Specific spaces Social spaces (Atrium, Foyers and Brava Lounge)

Purpose

The Student Centre operates atrium spaces for the purpose of social interaction

Distancing Measures

Furniture has been moved or altered where possible

Maximum group size of 4 people

Signage will be employed where furniture has not been altered

Covid 19 advice will be displayed prominently throughout the facility.

Cleaning and Sanitation

The atrium and seating spaces are cleaned regularly throughout the day,

however antibacterial spray will be provided in prominent locations for use by

individuals who wish to wipe down any surfaces prior to use

Note:

The Atrium, Foyer and Brava lounge will not be available for event booking

during the restriction period.

7

Seminar and Meeting Room Spaces

Red Room, Blue Room, Quad Room, Room 5/6/7, Boardroom

Purpose

The Student Centre operates meeting rooms for the purpose of facilitating

student organisations to run gatherings, social events and meetings.

Distancing Measures

Meeting room capacities have been reduced in order to meet distancing

guidelines (See chart)

Most meeting rooms can operate an entry and exit route. This will be

employed where possible.

Staff will be trained in the new layouts

Bookings will be limited to 2 hour slots

Start times will be standardized and staggered to ensure circulation in the

foyer areas

Cleaning and Sanitation

A 30 minute window will be created between bookings to allow for air

circulation and cleaning where necessary

Antibacterial spray and disposable cloth will be provided in each room to

allow clients to self-clean surfaces for peace of mind

8

Astra Hall

Purpose

As a Large event venue with excellent circulation the Astra Hall can be used for

multiple types of events safely. It is envisaged that “group practice” will be the

primary role of the Astra Hall during this period.

Distancing Measures

Markers will be placed on the Astra Hall floor to show attendees

appropriate social distance.

Activity will be limited to 2 hour slots

Separate access and egress doors will be allocated

Capacity will be reduced based on Public Health Guidelines

Cleaning and Sanitation

A 30 minute window will be created between bookings to allow for air

circulation and cleaning where necessary

Antibacterial spray and disposable cloth will be provided in each room to

allow clients to self-clean surfaces for peace of mind

9

Cinema and Theatre

Purpose

The Student Centre operates a cinema and a theatre to provide social, cultural

and educational events for students and the wider community

Distancing Measures

Capacities will be reduced in line with public health guidance

Events will be limited to 2 hours and intervals will not generally be

permitted

Both facilities are single entrance only, however, it is anticipated that most

attendees will access at the start and egress at the end limiting the

potential for “passing”

Seating will be marked to show where attendees are permitted to sit.

Generally it will be marked to have groups of 2 persons sitting together.

Cleaning and Sanitation

A 30 minute window will be created between bookings to allow for air

circulation and cleaning where necessary

Antibacterial spray and disposable cloth will be provided in each room to

allow clients to self-clean surfaces for peace of mind

10

Belfield Church

Purpose

Belfield Church, is operated as a Roman Catholic place of worship and

contemplation. It should be noted that operation of the church must align to both

the guidelines issued by the Dublin Diocese and UCD.

Distancing Measures

Capacity will be reduced in line with public health guidance

Pews will be marked to show parishioners where they may sit to allow

sufficient distancing.

Initially only 1 mass per week (Sunday) will proceed, it is currently

expected that capacity will be available to meet anticipated demand.

During communion the Priest will follow guidelines as issued by the Dublin

Archdiocese requiring the use of a mask and gloves.

The Organ player should sanitize the organ prior to use

Only 1 singer is permitted for the duration of a Mass and the singer must

use a separate microphone

The priest will primarily use the roving microphone and be based at the

alter position

The pulpit, where possible will only be used by readers. However,

sanitising wipes will be available on the pulpit for occasions where it may

be shared

Cleaning and Sanitation

Sanitisation stations will be placed inside the main door.

The church will be cleaned regularly when in use.

11

Appendices UCD Student Centre Room Capacity chart (Normal)

UCD Student Centre Room Capacity chart (Covid 19)

*Cinema Capacity assumes groups of 2 for some seats, for individuals capacity is 18

Room Theatre Boardroom Classroom Workshop Exam Reception Dinner

Astra Hall 1/3 180 N/A 60 80 60 150 80 Astra Hall 2/3 360 N/A 100 120 120 500 120 Astra Hall Full Hall 540 N/A 200 200 200 850 250 Fitzgerald Chamber 230 N/A N/A N/A N/A N/A N/A Cinema 86 N/A 86 N/A N/A N/A N/A Red Room 65 35 30 50 N/A 80 N/A Blue Room 50 20 16 20 10 60 N/A Quad Room 40 20 20 20 N/A 60 N/A Room 5/6/7 (1 room) 8 8 8 8 N/A N/A N/A Room 5/6/7 (2 rooms) 20 20 12 16 N/A N/A N/A Room 5/6/7 (3 rooms) 30 20 16 20 N/A N/A N/A Brava Lounge N/A N/A N/A 60 N/A 60 60 Atrium N/A N/A N/A N/A N/A 150 120 Main Foyer N/A N/A N/A N/A N/A 150 N/A Chamber Balcony N/A N/A N/A N/A N/A 80 N/A Theatre 120 N/A N/A 40 N/A N/A N/A Ad Astra Academy 60

Room Theatre Boardroom Classroom Workshop Exam Reception Dinner

Astra Hall 1/3 26 N/A 20 N/A 15 26 N/A Astra Hall 2/3 52 N/A 40 N/A 30 30 N/A Astra Hall Full Hall 75 N/A 60 N/A 60 60 N/A Fitzgerald Chamber 40 N/A N/A N/A N/A N/A N/A Cinema* 20 N/A 18 N/A N/A N/A N/A Red Room 18 13 13 N/A N/A 18 N/A Blue Room 15 10 10 N/A 10 15 N/A Quad Room 10 6 6 N/A N/A 10 N/A Room 5/6/7 (1 room) 3 3 3 N/A N/A N/A N/A Room 5/6/7 (2 rooms) 6 5 5 N/A N/A N/A N/A Room 5/6/7 (3 rooms) 12 6 6 N/A N/A N/A N/A Brava Lounge N/A N/A N/A N/A N/A N/A N/A Atrium N/A N/A N/A N/A N/A N/A N/A Main Foyer N/A N/A N/A N/A N/A N/A N/A Chamber Balcony N/A N/A N/A N/A N/A N/A N/A Theatre 20 N/A N/A 20 N/A N/A N/A Ad Astra Academy 20

12

Event Management Guidelines Summary