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Visitors to council buildings

Visits from non-council staff, including external and third party suppliers, must be kept to a minimum to avoid any unnecessary contact. However, if it is essential, a meeting can take place if all other options, such as a Microsoft Teams call, have been considered.

Please note: council meetings, where members of the public can attend, such as planning committees, follow a different process to the one outlined below. Members of the public will be booked in at reception and be required to provide their contact details.

What you must do for a visitor to attend a council building

There are a number of steps you need to follow to arrange these visits safely and in a COVID-secure way.

Step 1 - Get authorisation

Before you begin arranging any meetings with non-council members of staff, you must inform both your manager and head of service and get authorisation that you are ok to hold the meeting.

Step 2 - Before the visit
Register your visitor

You must complete the registration of external visitors form at least 24 hours before the visitor attends.

Registration of external visitors

This is for track and trace purposes so that we have the details of everyone who has been in our buildings if there is a confirmed case of coronavirus.

Email corporate support a copy of the completed form. You should also keep a copy for your own records.

Contact your visitor

Agree a meeting point with your visitor and make sure they know where you will collect them from and they have your contact details so they can let you know when they arrive. This will also help if the visitor needs to contact you because they have developed symptoms after their visit.

Also let your visitor know they need to bring a face covering with them (unless exempt) as this is required to be worn during their visit when moving around the building.

As with staff, it is strongly recommended that visitors undertake regular lateral flow testing twice a week (every 3 to 4 days) and have at least one a week to help reduce the spread of coronavirus.

Step 3 - When the visitor arrives

Meet the visitor at the agreed place when they arrive. This helps to reduce contact with other members of staff.

Before allowing the visitor access to the building you need to ask them whether they have any symptoms of coronavirus. These are a:

  • high temperature (fever) - you don't need a thermometer or to know a precise temperature
  • new, continuous cough - coughing a lot for more than an hour or 3 or more coughing episodes in the last 24 hours
  • loss or change to your normal sense of smell or taste

If they are displaying symptoms they must not, under any circumstances, be allowed into the building and be advised to return home immediately.

Step 4 - Moving around the building

Once you have confirmed the visitor doesn't have coronavirus symptoms, when moving around the building they must:

  • be escorted at all times
  • wear a face covering (unless they are exempt)
  • keep left when walking through buildings
  • follow any maximum occupancy level signage, located outside any office or communal space, such as kitchens or toilets
Step 5 - After the visit

The completed registration of external visitors' form should be kept by the member of staff the visitor is meeting for 21 days from the visiting date.

After 21 days it should be disposed of for data protection reasons in accordance with confidential waste procedures.


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