First and foremost we hope this finds you and your loved ones well during these difficult times.​ 


In order to ensure the delivery of a safe and responsible event, we have taken measures to minimise the risk of the spread of COVID 19 during Oilcooled 21. 

Please take the time to familiarise yourself with all the information contained herein. The information is subject to change without notice, it is recommended therefore to return to this webpage at regular intervals leading up to Oilcooled 21 in order to re-familiarise yourself with any possible changes.


Our priority is ensuring the safety of all Oilcooled 21 participants from our staff, partners, sponsors, traders, and of course our attendees. To that effect, we will only operate the event if the government guidelines for COVID 19 permit us to do so, and whilst adhering to all, but not limited to the government's recommendations on how to operate events at this time. 

As the COVID 19 outbreak and the government's COVID 19 guidelines evolve, we reserve the right to postpone Oilcooled 21 and make necessary changes to the way in which the event is held. The full details of our Postponement Policy can be found below.   

Postponement Policy.

In the event that Oilcooled 21 has to be postponed, attendees who have already bought tickets and traders who have already bought stands will have the option to either request a full refund or use their purchased tickets for any replacement date announced.

Risk Assessment 1, Control Measures.

Control measures


Administrative controls in advance of the event:

  1. Ensure all suppliers are provided with Event Risk Assessment, and that they complete their own Risk Assessment to be sent to Event Manager before the event (including COVID-19 secure measures). NB Guidance available on the HSE website: https://www.hse.gov.uk/coronavirus/assets/docs/risk-assessment.pdf

  2. Allow feedback on, and input to, the Event Risk Assessment to give an opportunity for traders/staff/public to contribute to a safe event for everyone.

  3. Ensure Public know its a ticket-only event to enable Track and Trace and further communications to the public if required pre and post-event.

  4. Periodic emails to inform public of our Risk Assessment (e.g. 1 week out; and the day before) - help attendees understand the measures we propose to help keep them and staff safe

  5. Encourage people who feel unwell not to attend.



  • Ticket-only event to enable track and trace (@13/7/20 it is a requirement to collect details of staff, customers, and visitors and maintain these records for 21 days). No ticket = no access to the event.


  • All attendees arrive in their own transport - public transport not possible as a means of arriving at the event

  • Staggered arrivals. Admission closes at 1 pm.

  • Tickets to be logged/checked by marshals/stewards at entry point using a handheld mobile phone app and QR-code scanning by Eventbrite app which can be used to check tickets through a closed car window.


  • Infrared Digital thermometer to test attendees as they enter. If anyone coming onto the site has a temperature of over 38C, we will ask them to wait in the general admission car park for 10 minutes before we retest. If you fail the retest, you will not be eligible for entry to the event.

  • Provide plenty of hand sanitizer across the site for the occasions when people can’t wash their hands.


  • Double the amount of toilet facilities (and hand-washing).

  • Signage to encourage people to be COVID-aware / wash hands / use hand sanitiser / observe physical distancing measures/staff are here to help etc.




  • Professional stewarding firm to be used who observe and deliver COVID-secure measures for events.


  • Parking cars with enough space to distance between cars (lots of space available on site, and staggered arrival times should facilitate this)

  • Hi-vis jackets and PPE (masks) so they are visible to the public and able to answer questions on COVID-secure control measures.

  • Briefing delivered pre-event to stewards to ensure they are able to answer questions and have knowledge of the site and COVID-secure measures.

  • All Stewards to have radios for the duration of the event to enable team communications. x1 Radio per staff member. Sanitise radios from day to day.

  • Stewards to wear masks/face coverings.

Traders/Build crew and Suppliers


  • Travel to the site with due thought to minimising the spread of COVID (e.g. reduce vehicle capacity; wear masks inside; sanitise vehicles before use; wear masks during travel; travel with windows open to increase airflow; travel back in the same vehicle and in the same seat.

  • Provide access to handwashing facilities during build/event/breakdown or hand sanitiser if hand washing not available.

  • Where work equipment is shared (e.g. master keys for venues) assume the item is contaminated and clean after and before use.

  • Traders to have separate stalls/ gazebos to enable physical distancing from one another Traders to be encouraged to take cashless payments only.

  • Staff, traders, and contractors encouraged to wear face coverings.

  • Traders encouraged to set up their stalls within their gazebos to facilitate social distancing by the public.

  • Avoid queues or encourage 2m distancing if they form




  • Ensure the COVID-secure provision of food and beverages.

  • Use of App to display menu and order and pay for food Condiments in disposable sachets.

  • Masks for staff.

  • Food and drink delivered to cars (for the drive-in event) Food sold in Eco-friendly disposable containers.


  • Ensure sufficient queuing space.

    • Colored paint markers on the ground to ensure physically distanced queue (if queues form)


  • Because of the nature of the event (you can only arrive in a vehicle), alcohol consumption is low, so we plan to offer a small selection of lower alcohol drinks (beers) along with a range of tea, coffee, and soft drinks.


  • Entrance to Black Betty garage and Auto-Farm garages to have entry/exit marshal

  • A one-way system within garages to enable social distancing.

  • Masks are worn inside.

Music by DJ

  • Ensure the volume of music is appropriate - i.e. background only, not for 'performance', and that public does not have to raise their voices to talk (raising your voice increases likelihood of spread of virus).