Universal Live: Coronavirus communication for clients and our suppliers


Updated 13.03.2020


General Guidelines


Universal Live is closely monitoring developments of the Novel Coronavirus, which first emerged from Wuhan, China, in December 2019 and diagnoses continue to increase around the world. The health and safety of our colleagues and customers is paramount. As such, we are regularly monitoring and following all safety advice and precautions as recommended by the Government website (www.gov.uk ) and the NHS, as well as the World Health Organisation (WHO – www.who.int).

We also receive the latest health advice, specific to the events industry, from the Production Services Association and Meetings Industry Association.
Staff Guidelines

    • All staff must follow the latest NHS guidelines to minimise risks. (https://www.nhs.uk/conditions/coronavirus-covid-19)
    • If any member of staff feels unwell and is showing signs of relevant symptoms, they must stay at home and contact their line manager to report it. Guidelines to follow can be found here:- https://www.gov.uk/government/publications/covid-19-stay-at-home-guidance
    • If any member of staff feels unwell whilst at work or onsite, they must report it to management immediately to ensure appropriate action is taken.
    • Following government guidelines, no staff may travel to the most affected areas.
    • If any staff have travel plans over the upcoming months, they must discuss this with their line manager, so that we can understand and minimise any potential risks.


On Site Equipment Precautions

    • Access to equipment on site will be limited to crew only as much as practically possible. Laptops, switchers, mixing desks etc. are not to be operated by clients or delegates, and edits to slides must be done through the technician.
    • Slide clickers and microphones must be cleaned after each use, with an alcohol solution of a minimum of 70% concentration, and chloroxylenol disinfectant. Particular attention must be made to the grilles and foams of hand-held microphones. The technician responsible must wear nitrile gloves during cleaning and must wash their hands afterwards with soap and water, for a minimum of 20 seconds.
    • Presenters will be encouraged to fit their own lapel mics, and the use of headset mics will be avoided where practically possible.
    • During Q&A sessions, assistants moving within the audience area will be encouraged to hold the mics for people answering questions, as opposed to handing the mics over.
    • Comms headsets will not be shared.
    • Technicians will stow laptops, keyboards, switchers and microphones overnight.
    • Cleaning wipes, disinfectant, alcohol solution, nitrile gloves and hand-wash will be in the set box on each production.
    • Items of equipment that come into regular contact with people (desks, mics, comms, switchers etc.) will follow the same on-site cleaning protocol when they come back into stock.


Freelance Crew

    • All freelancer crew receive a call sheet with up to date information about Coronavirus prior to the event.
    • They will also be briefed by the Project Manager at the start of the event, to ensure they all understand the protocol.


Company Equipment

    • Hire vans will be cleaned and sanitised on their return.
    • Desk phones and keyboards will not be shared.
    • Personal laptops will be removed from site or the office at the end of the day.


IT Systems

    • All staff have secure remote access to our IT systems via laptops and mobile phones.
    • Telephone lines can be re-directed to mobile phones easily to ensure continued communications.



Universal Live management team are continually assessing and monitoring government guidelines and advice. We will continue to update communication to all our employees and key suppliers and clients alike.

In the scenario where staff are required to work from home, we will ensure regular Skype and phone conversations are had, so as to keep fully up to date on all health situations and continue project communication and handovers of projects where applicable. All information regarding every Universal Live event is held securely on our server, which ensures access of information for any employee is possible as required.

We will review this document regularly and will communicate any updates as and when required. We do not foresee any impact on the delivery of the events we are committee to, and clients should not experience a service change.

Please contact Kirsty Waine, Managing Director (kirsty.waine@universal-live.ltd) if you have any furthe