Preparing for the General Election: A guide for Village Halls and Local Authorities
06/05/2024
With the General Election set to take place on the 04th July, Village Halls, Schools and Community Spaces across the country will be getting reading for polling day.
Making sure these venue spaces are ready and safe for voters is a top priority. To help, we’ve put together a few tips for preparing your venue for Election Day:
Complete a risk assessment
Before any preparations start, complete a thorough risk assessment of the venue. Identify potential hazards early and try to fix any issues beforehand to help prevent accidents. You can refer to our article on How to complete a risk assessment to ensure you cover all the necessary points. In the event of any incidents or accidents during the election, make sure to document them thoroughly. Take photos, gather witness statements, and complete incident reports. This documentation will be valuable in case of any liability claims or investigations.
It is good practice as part of your due diligence to inspect all accessible areas to ensure they’re in a good and safe condition before and after voting. Check the condition of facilities, including toilets and parking areas. It is advisable to keep a record of any inspections or checks carried out.
Accessibility
It is crucial your venue can accommodate all voters. Check that ramps are in place for wheelchair users, doorways are wide enough to allow push chairs and wheelchair users through, and keep pathways clear at all times. Install easy to read signage and provide accessible voting booths that meet with legal requirements and meet inclusivity.
Lighting and visibility
Good lighting is essential for safety and efficiency. Make sure both indoor and outdoor areas are well-lit. Check that emergency exits are clearly marked and illuminated. Good lighting helps prevent accidents and makes the voting process smoother for everyone.
Sanitise and clean thoroughly
With COVID-19 still a concern for many people and other seasonal illnesses around, cleanliness is more important than ever. Deep clean the entire hall, focusing on high-touch areas like door handles, tables, and chairs. Provide hand sanitising stations at the entrance and throughout the hall. Regularly disinfect surfaces throughout the day.
Setting up voting booths
Arrange voting booths in a way that allows for privacy while maintaining an efficient flow of voters. Make sure there are enough booths to avoid long queues. Plan out a queuing system that gives privacy to those voting but effective at keeping the que flowing. Provide clear instructions and signs to guide voters through the process smoothly. Make sure to include reminders for voters to bring photo ID on any signage that you create.
Prepare for a high voter turnout
This is the first general election this decade. Anticipate a high turnout and prepare accordingly. Have extra supplies of ballots, pens, and other voting materials on hand. Ensure there are enough trained staff to handle peak times and manage any issues that arise.
Security measures
Security is paramount during elections. Work with with local police to ensure a secure and safe environment. Secure the storage of ballot boxes before, during, and after the election to prevent any tampering. If your security assessment identifies a need for security guards, make sure they have suitable training in crowd control and emergency response. For further guidance take a look at Election security for polling stations.
Plan for emergency situations
Elections can at times be a target for terrorist groups to cause damage. An attack can happen anywhere however soft targets with little to no security tend to be favoured. Make sure your staff and volunteers are aware of the layout of your venue and report anything that looks out of place immediately. If you suspect an issue, contact the police on 999 immediately. For more help on how to plan for security during an election, take a look at this article from the National Counter Terrorism Security Office.
Make sure to create and communicate an emergency plan for scenarios such as medical emergencies, fire, or security threats. Make all staff aware of the plan and that they know their roles in seeing it through.
Communicate clearly
Keep your local community informed about the voting process, safety measures, and any changes in polling procedures such as needing photo ID. Use local media, social media, and community boards to spread information. Clear communication helps manage expectations and reduces confusion on election day.
Provide staff training
Train all staff and volunteers in their roles and make them aware of their responsibilities. Refresh safety protocols, emergency procedures, and the voting process with all volunteers and staff. If you can, try holding a practice run so everyone is familiar on what to expect. Being well-prepared can efficiently manage the day and address any voter concerns.
Insurance
Review your insurance policies to make sure they cover any potential liabilities that could arise during the election. This includes general liability insurance, property insurance, and any other relevant coverage.
Contact your insurance provider to discuss the event and make sure you have the appropriate coverage in place.
Post-event evaluation
After the General Election, complete a post-event review to identify any areas where improvements can be made for future elections. This includes reviewing any incidents or accidents that occurred, assessing the effectiveness of safety measures, and making necessary adjustments to minimise liability risks in the future.
By following these steps, you can ensure that your Village Hall or Community Space provides a safe, efficient, and welcoming environment for voters. Proper preparation and attention to detail will not only create a smooth voting process but also help build public trust and pride for the local community.
