Covid Risk Assessment

The health, safety and security of our guests and employees is our highest priority and have set out below how we are providing a safe environment to welcome our guests into.

This COVID-19 policy and risk assessment document has been produced for the protection and safety of staff and guests whilst staying at Timbertop Suites. The procedures and information within this document have been produced in line with current UK Government guidelines for COVD-19. More information on COVD-19 can be found on the official government website - www.gov.uk/coronavirus. All procedures and information detailed within this policy and risk assessment have been implemented with immediate effect as of 1st June 2020. The procedures and content of this policy and risk assessment may change in future alongside any future UK Government guideline amendments or updates.

 

These include:

· Investment in sanitising stations and equipment, screen at reception, PPE (personal protective equipment), signage and defogging equipment.

· Maintaining social distancing by reducing contact between the staff, and reducing contact between staff and guests as much as is practical.

· Implementing procedures and protocols where social contact cannot be avoided by ensuring appropriate measures/barriers are introduced to reduce the risk of infection.

· Ensuring that cleaning and sanitising is carried out on a regular basis, to the highest of standards in all areas.

· Ensuring, where appropriate, adequate and effective PPE is made available for staff.

· By ensuring adequate facilities and materials for effective hand washing and hand sanitising are made available for staff and guest use in all areas of the accommodation.

· By ensuring the latest up to date information/guidance on Covid-19 from the UK Government is made readily available to all staff and guests in the form of information posters around the accommodation, regular correspondence with staff and guests, regular staff meetings and training sessions and ensuring the company website is kept up to date with the latest information and guidance.

 

Social Distancing

The social distancing measures set out below must be practiced at all times. The below measures are in place for the safety, protection and welfare of all guests and staff.

  1. Reception Area / Stairs & Hallways

    1. Only one guest bubble permitted in the reception area at one time.

    2. Guests are advised to stay in their own room if stairs or hallways are in use by another guest or try to adhere to the 1m+ rule.

  2. Outside Areas - Car Park / Garden & Smoking Area

    1. Guests are required to practice a 2 metre social distancing if another guest is in the car park area at the same time.

    2. There is limited seating on the front patio – only one guest room at a time to use each set & please do not move furniture.

    3. Guests are advised and requested to maintain a 2 metre social distance at all time whilst using the garden and smoking area.

  3. Public Areas - Inside

    1. All communal rooms downstairs are now out of bounds to guests.

  4. Shared Guest Kitchens2

    1. Rear Extension – this is for use of guests staying in Rooms 1,2,3 & 4 only. Only 1 guest allowed in kitchen at any one time. Any items used to be sanitised & washed up after use. All surfaces to be sanitised with products provided in kitchen

    2. Top Floor Kitchen – this is for use of guests staying in Room 10 & 11 only. Any items used to be sanitised & washed up after use. All surfaces to be sanitised with products provided in kitchen.

Guest Procedures

The guest procedures below have been implemented with immediate effect for the safety,

protection and welfare of all guests and staff residing or staying at Timbertop Suites.

  1. 1. Pre Guest Arrival

    1. All guests with confirmed bookings will be sent a COVD-19 questionnaire to be completed and returned via email no later than 24 hours before day of arrival. A copy of the questionnaire is attached to this document.

    2. All guests will be requested and encouraged to read our COVD-19 policy and risk assessment on our website www.timbertopwsm.co.uk COVD-19 risk assessment.

    3. Any guest concerns or questions regarding our COVD-19 policy and risk assessment should be sent via email.

    4. All guests must notify reception at least 48 hours of approximate time of arrival. Check in slots will be divided into 1 hour arrivals. Anyone arriving outside of their arrival slot will be asked to wait until it is safe to check them in. The latest arrival time now will be 6pm and anyone arriving after this time now WILL be turned away.

  2. Guest Arrival and Reception

    1. At least a 1 hour time delay between individual guest arrival times.

    2. All Guests to park on left hand side of car park.

    3. Guests are required to stay inside their own vehicle or practice a 1 metre social distancing if another guest is in the car park area at the same time.

    4. Only one guest bubble is permitted in the reception area at any time.

    5. All Guests are responsible for moving and handling their own luggage. No staff or other guests are permitted to handle luggage at any time. Please be aware there are internal stairs to all accommodation and rooms are on levels 1,2 and 3 so please make sure you can carry your own luggage.

    6. Guests will be asked to complete registration forms via email prior to arrival – names of each guest will be required on booking.

    7. Hand Sanitiser is available in the reception area. All guests are encouraged to use as often as possible.

    8. Touch Points such as front door bell, door handles, frame work and hard surfaces to be cleaned regularly using the appropriate anti-virus chemicals.

  3. Guest Rooms

    1. No members of staff can enter a guest room whilst a guest is present in the room. Guests must leave the room for any staff member to attend.

    2. There will be no daily room servicing during a guest stay.

    3. Please note that adequate towels for stay will be left prior to arrival but if any guests requiring clean towels can send a text to number provided to request replacements. Towels will be provided in a bag. The dirty towels are required to be put into the same bag, sealed or tied up and left outside the bedroom door for staff collection

    4. Guests will be given complimentary teas & coffees etc to cover duration of stay on arrival in room (ie 8 teas, 8 coffees, 8 sugars etc and 1pt fresh milk).

  4. Guest Departure

    1. Guests are requested to give an approximate time of departure the day or evening before their departure day.

    2. Only one guest is permitted in the reception area at any time and are asked to leave keys in the box provided.

    3. All Guests are responsible for moving and handling their own luggage. No staff or other guests are permitted to handle luggage at any time.

  5. Guest Payments

    1. Where possible guests will pre-pay via internet booking.

    2. Card machine preferred method of payment on arrival.

    3. Cash is not preferred.

 

Cleaning and Housekeeping

The cleaning and housekeeping procedures below have been implemented with immediate effect for the safety, protection and welfare of all guests and staff.

  1. Reception Area / Stairs & Hallways

    1. Hand Sanitiser is available at sanitising stations throughout the property and all guests and staff are encouraged to use as often as possible.

    2. Anti Virus Clinical wipes will be used for front door bell, door handles and frameworks and hard surfaces.

    3. All door handles, light switches, rails and hard surfaces to be wiped Clinical wipes on regular intervals.

    4. All hard floor areas to be mopped using anti-virus chemicals/bleach.

    5. All staff to wash hands as regularly as possible for at least 20 seconds as per Government guidelines

  2. Guest Rooms

    1. No guest rooms will be cleaned until guest has fully departed.

    2. On guest departure all rooms will undergo a deep clean. This includes sanitise bathroom, all touch points (light switches, sockets, handles, drawers, wardrobes, keys, remote controls and pens.

    3. All hard floor areas to be mopped using anti-virus chemicals/bleach.

    4. All cups, saucers and cutlery to be dishwasher cleaned on intense program wash.

    5. All laundry to be washed at 60 degrees with Professional Grade washing powder and Dettol Laundry Disinfectant.

    6. All staff to wash hands as regularly as possible for at least 20 seconds and as per Government guidelines.

  3. Kitchens – Guest

    1. All work surfaces and including cooker, microwave, fridge, draw and cupboard handles to be cleaned, during and after use of the kitchen.

  4. Laundry

    1. All laundry to be washed at 60 degrees with Professional Grade washing powder and Dettol Laundry Disinfectant

    2. All laundry will be washed same day as removal & contained in laundry room

    3. All staff clothes to be washed at the end of each day. Clean clothes to be worn each day.

    4. All linen to be ironed using a commercial rotary iron.

  5. Staff PPE - Staff PPE procedures below have been implemented with immediate effect for the safety, protection and welfare of all guests and staff. All PPE has been procured in accordance with UK Government & PHE guidance. The following PPE should be worn by all staff members when in contact with guests:

    1. Face masks

    2. Disposable gloves

    3. Disposable aprons – when cleaning

  6. Areas in which PPE will be worn:

    1. Guest arrival & Check in and Guest departure

    2. Attending guest room for an issue or enquiry

    3. Cleaning Guest Rooms

    4. Whilst collecting and doing Laundry

  7. Staff Procedures - staff procedures below have been implemented with immediate effect for the safety, protection and welfare of all guests and staff.

    1. All staff have read and understand the Company Policy and Risk Assessment.

    2. All staff have read and understand UK government COVID-19 guidelines.

    3. All staff to practice 2 metre social distancing where possible – if not 1m+.

    4. All staff to wear PPE (as per Staff PPE section) at all time whilst with guests.

    5. All staff to wash hands as regularly as per Government guidelines.

    6. All staff clothes to be washed at the end of each day.

Guests Suspected of Coronavirus During their Stay

If a guest presents themselves with symptoms of COVID-19 or is asymptomatic but declares the

need to self-isolate, the guest will be advised to check out and return home to self-isolate

according to current UK Government guidance. If the guest shows acute symptoms, has

breathing difficulties or their life is at potential risk, seek medical help immediately.

 

Where a guest is UNABLE to check out, then the following guidelines must be followed:

  1. The guest must stay in their room and not visit any public spaces

  2. Arrangements should be made for meals / food to be provided to the room as per protocol previously stated or use of local food delivery services. Food should be served with disposable plates and cutlery, nothing to be returned to the kitchen.

  3. Arrangements should be made to ensure the guests are able to make requests for service or assistance remotely (e.g. via telephone or text).

  4. No cleaning or housekeeping services during the stay. Any room amenities to be left at the door.

  5. Provide large rubbish bags for disposal of guest rubbish. Guests should be informed to keep the rubbish bags in the room (not placed in corridor) until a coordinated time for pick-up is arranged.

  6. Guests should limit outside visitors to their guest room to medical personnel only.

  7. Guests should contact staff prior to check out & departure to provide an update on their condition

  8. If the fire alarm sounds, normal evacuation procedures should be followed, but the guest is to be isolated from other guests at the assembly point.

  9. ALL PPE should be used whenever staff come in contact with an item the guest has handled.

  10. Where a guest stay is extended beyond original booking, guests will be required to cover the cost of all additional nights stayed plus any costs incurred by Timbertop Suites to relocate any other guests.

Bedrooms after a suspected contamination

DO NOT allow anyone to enter the room for 72 hours

to significantly reduce the risk of the virus surviving on surfaces including soft furnishings which

can’t be disinfected easily. If you do this, current UK Government guidance is that you can follow

normal room cleaning regimes, as detailed above.