Running your group : COVID 19 Updates

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COVID 19 Update

Activity is now able to resume in KCLSU and KCL spaces. There are some additional measures that remain in place to keep all attendees safe and to allow smooth case reporting if required.

The KCLSU QR code for recording event attendance can be found towards the bottom of this page. It must be used by all attendees to record attendance at any student group events.

For all indoor activities, face coverings are now compulsory. There are exemptions for where is it not practical to wear one, such as when you are eating, drinking or exercising.


What Measures Are In Place So Activity Can Go Ahead?

Measures in place

What can we do?

On and Off Campus

  • Activities are able to resume without distancing measures
  • Activities must be risk assessed and approved by KCLSU prior to the activity
  • If activities such as meetings could take place virtually, please consider this option first
  • A KCLSU QR code will be available at every session to register attendance. The QR code will link to a form which will be completed by all attendees. KCLSU staff will be able to access this information if a positive case is reported following the session
  • Face coverings will be compulsory when moving through any indoor spaces
  • Face coverings can be removed whilst taking part in activities where there is an exemption, such as exercising.
  • All participants will be encouraged to regularly take lateral flow tests before attending any sessions
  • Any participant who tests positive for COVID or shows any of the symptoms must not attend the activity

On Campus Only

  • Regular cleaning will take place in KCLSU and King’s spaces
  • Room capacities will return to normal
  • If the previous room capacity was over 50, this will now be capped at 50
  • There will be a 30 minute period between bookings in KCLSU spaces to prevent overcrowding at the start/end of sessions

What happens if there is a positive case?

  • The attendee (or a committee member) reports the details to KCLSU via this typeform
  • KCLSU remind the attendee to complete the KCL Self-Isolation Form
  • KCLSU staff send the data of all attendees from the event to KCL Silver Health Group along with contact details for a group committee member in case further information is required
  • KCL Silver Health Group report to health authorities as required


COVID Guidance for Event Leads and Attendees

This is the protocol to be followed when carrying out activities.

Event lead Guidance

What will an event lead be required to do?

The Event Lead will be responsible for ensuring that the student group activity is carried out in a safe manner in line with all relevant guidance and policies.

  • Ensure attendees are aware of any measures relevant to the activity
  • Work with KCLSU (or King’s Venues if using a KCL space) throughout the booking/event process
  • Ensure that all attendees are aware of the additional mitigations in place for the session
  • For any sports activity, ensure that all attendees are familiar with the current relevant National Governing Body Guidance

During the Session

  • At the start of the session, ensure that all attendees scan the relevant QR code for the space being used and complete the information on the form
  • Make sure that all relevant mitigations are in place
  • While using a space make sure you follow any guidance or policies specifically for the venue
  • In KCLSU spaces, at the end of the session, make sure the KCLSU Clean and Clear Policy is carried out:
  • This will take 30 minutes in total at the end of the session, so a 2 hour booking will mean 1.5 hours of activity
  • 15 minutes of wiping down all equipment and putting it back. Wipe down any touch points and the key card
  • Take a picture of the cleaned space to show to the Hubs staff
  • Make sure all attendees have vacated the space 15 minutes prior to the end of your booking

After the Session

  • Ensure that if any attendee reports to them that they have symptoms within 10 days of attending a session, they contact KCLSU to inform them of this via this form
  • Ensure that any attendees who are required to self-isolate inform KCL that they are doing so via this form
  • Report any COVID related misconduct to KCLSU via this form

Attendee Guidance

What will be required when attending a KCLSU Student Group activity?

An attendee is any student, coach, instructor or any other individual who is present at an in-person KCLSU student group activity.

Before the Session

  • Ensure that you are aware of the mitigations that will be in place for the session
  • For any sports activity, ensure that all attendees are familiar with the current relevant National Governing Body Guidance

During the Session

  • Bring your smartphone so that you can scan the relevant QR code at the start of the session – this will be on display in the room or if using an external venue the COVID Rep will provide the QR code
  • If you are unable to scan the QR code on your own device, the event lead will be able to provide a device for you to do so

After the Session

  • If you have any COVID-19 symptoms within 10 days of attending the session, contact the session event lead immediately. If you do not wish to disclose the information to the event lead, use this form to report to KCLSU directly
  • If you are required to self-isolate, inform KCL immediately via the self-isolation form
  • Report any COVID related misconduct to KCLSU using this form

KCLSU Attendance QR Code


Virtual Social Ideas

Socials are one of the largest parts of running a group. At KCLSU we understand the importance of the social aspect of a student group in creating a fun and engaging environment for your members and recognise that during these unprecedented times it can be quite challenging for your group to come up with new and creative ideas for digital socials.

Below you can find a few ideas on virtual socials your group can run. We are however constantly looking to improve our resources for you, so if you have an idea for an online social you would like support or direction with, don't hesitate to email us .

With groups running remotely, this is a great opportunity to reach out to some of our other Societies and Sports Clubs for potential collaboartion events. A lot of our already existing groups run most of the below activities as part of their core activities so why not get in touch and plan a social together?


Food & Drink






Online Platform Guidance

In order to help you find the right virtual platform for your online events, we have reviewed the most popular platforms and listed their pros and cons below to help you find what works for you. If there are any useful platforms that you think we have missed, please get in touch with us and we will add it to the guidance.

Microsoft Teams

Microsoft Teams is a communication platform which offers: chat and threaded conversations, meetings & video conferencing. All King’s students will be familiar with this as they will be using it for events and communications as part of their learning.


  • Video conferencing (up to 250)
  • Screen sharing
  • Custom backgrounds
  • File sharing
  • Integrated apps
  • Private and secure
  • live-stream
  • in-meeting chat and video chat
  • live captioning function (produces subtitles in real time)


  • May desire some kind of separation between study and social digital spaces 
  • Only able to message everyone on the call through the chat function


Zoom is an online chat service used for teleconferencing, telecommuting, distance education, and social relations.


  •  Live-stream (also via Facebook)
  • In-meeting chat (features allow private messaging amongst participants)
  • Video chat and multiple conference rooms
  • Easy to access on mobile devices
  • Live captioning (produce subtitles in real time)
  • You can host up to 100 participants and unlimited meetings, but the meetings only last for 40 minutes on a free account


  • Possible security or privacy breeches
  • Unapproved participants entering the meeting
  • Lack of comment control
  • You need to download the app to access Zoom.

Google Hangouts

Google Hangouts is a cross-platform messaging app developed by Google. You can see all the features of Google Hangouts on their website.


  • Group messaging, screensharing, video chat, interactive sessions and you can join without having Google account. You can have up to 100 people on a hangout.


  • Not great for large group chats, requires good internet connection, no file sharing function.

Facebook Live

Facebook Live is a live video streaming service that lets anyone broadcast from their mobile devices straight to their Facebook News Feed. You can see all the features of Facebook on their website.


  • Live streaming video
  • Engagement with a larger audience through group’s social media channels.
  • Good for informal events 
  • The videos are then saved on the Facebook account for people to watch again at a later date


  •  Interactions would be public, not good for face to face interactions

Instagram Live

Instagram Live is a feature on Instagram that allows you to broadcast video to your followers in real-time as part of Instagram Stories. You can find out more about the features on their website.


  • Like Facebook Live, it is again good for engaging a larger audience and is often used for more informal events.
  • The videos are then saved on the account for people to watch again at a later date.


  • Interactions are public. Not good for face to face interactions.
  • When you save the video to your camera roll this does not save likes or comments.


Gamified platform: seems like it was originally used for gamers to stream and chat but is essentially an instant messaging platform designed for creating communities.


  • Features: voice calls, video calls, screen shares, text messaging, media and files in private chats or as part of communities called "servers."
  • A user can have 100 servers and up to up to 500,000 members at maximum.
  • 5,000 users can be on voice call at the same time.
  • You can create multiple Topic-based text channels within a server and switch between chats seamlessly which makes it easy to multitask
  • Less formal, feels more like a chat room
  • Server is always on so anyone can message at anytime


  • Difficult to audio screen share because of connectivity issues
  • There is a limit for video calls where you can only see 9 of your friends on one screen.