vic_logo
coronavirus.vic.gov.au

COVIDSafe Event Checklist

This checklist outlines the public health requirements for holding a Tier 3 COVIDSafe public event in Victoria.

Update (29 January 2021): A COVIDSafe Event Checklist is now completed and submitted through the online registration form. You are no longer required complete and upload this as a separate document.

Download the checklist:

Who needs to complete a COVIDSafe Event Checklist?

Organisers of Tier 3 public events must complete the COVIDSafe Event Checklist to register their event with the Victorian Government. This is now done as part of the online registration form

Tier 3 events are low-risk events that involve 1000 or fewer attendees.

For more information on public health risk factors and to assess which tier your event falls into, use the Public event self-assessment tool.

Time frames

Event organisers must complete and submit their COVIDSafe Event Checklist at least one week before the start of the event via the registration form. If you do not register your event within the specified timeframe, your event may not be approved in time and can not proceed.

When your COVIDSafe Event Checklist has been successfully registered, you will receive a confirmation email.

Submission of an incomplete COVIDSafe Event Checklist could lead to delays in reviews and decisions for individual events.

Please note, submitting your COVIDSafe Event Checklist does not mean your event is automatically approved.

Enforcement

A COVIDSafe Event Checklist must be registered with the Victorian Government at least one week before the start of the event.

A copy of your completed COVIDSafe Event Checklist should be published on your organisation's website, Facebook page or other social media page. Publishing your COVIDSafe Event Checklist  ensures attendees understand the event is registered and that you have undertaken COVIDSafe measures for your event.

Event organisers are required to keep a copy of the COVIDSafe Event Checklist and their confirmation of registration and show these to enforcement officers upon request.


COVIDSafe Event Checklist - information required

  • event name
  • date of event
  • event commencement and completion time
  • event location (address)
  • contact person
  • phone
  • email
  • date prepared
  • signature

Oversight and administration

Implemented Not applicable

Before the event

Check the Victorian Government’s coronavirus website (https://www.coronavirus.vic.gov.au) on legislative requirements and specific restrictions that may apply.
Identify key staff or volunteers who are responsible for implementing and reviewing the strategies in this COVIDSafe Event Checklist. This must include identifying staff whose role are to ensure that public health measures, such as physical distancing and general COVIDSafe behaviours are adhered to.
Develop processes and materials to ensure that staff and volunteers attending the event are provided education and guidance on physical distancing, good personal hygiene and staying home from work if feeling unwell.
When scheduling an event, consider potential for other events in the same local area which may use similar transport options, shared pathways and facilities.
Event organisers must commit to supporting any public health investigations, and support any required actions requested by public health officials.
Contingency planning must be documented in the scenario that an event needs to be cancelled, including communicating the cancellation to patrons.
Tickets should be refundable if a ticket holder is unwell.
Develop a process to manage an attendee who develops symptoms; this includes:
  • Making arrangements to send the person home in suitable and safe private transport so the risk of potential coronavirus (COVID-19) transmission is reduced.
  • If the person cannot travel home identify an area where the person can remain in isolation until they are able to travel home

Record keeping requirements (including ticketing)

The event’s record keeping system must:
  • Record the name, phone number and area for each attendee in a way that complies with privacy obligations
  • Ensure attendee contact details available to the event organiser and the Department of Health and Human Services (DHHS) to facilitate contact tracing if required
  • Where applicable and practicable, link ticket information to a seating/location map, categorised by row or section.

Attendee contact details must be retained for 28 days after the event, after which, information should be destroyed, unless there is another statutory requirement for retention.

Spectator management

General

Prior to the event, event organisers must communicate the following public health messages to attendees:
  • Each attendee is asked to do a symptom self-assessment prior to leaving home and not attend if they are unwell or have been instructed to isolate or quarantine.
  • Attendees must maintain at least 1.5m physical distance between those from other groups at all times.
  • To minimise movement, attendees must stay within their allocated spaces or seats where practical.
  • Requirements for face covering, observe cough etiquette and personal hygiene measures.
A reminder of public health measures must be included in the ticketing sales process, visible on the ticket or as an email reminder.
During the event, regularly to reinforce public health messages – use broadcast messages, signage, and staff/volunteers to communicate this information with attendees.
Where possible establish multiple zones within your event area to limit interaction between groups of attendees. You may consider assigning dedicated facilities for example allocated bathrooms to a specific zone.

Fixed seated areas (for example grandstands)

Ensure seating is clearly labelled to enable seating allocation. Groups who booked tickets together can sit together but they must be spaced at least 1.5m from other groups.
Where seating is not numbered, clearly mark rows and seats that are to be left vacant.

Non-fixed seated areas (for example grassed areas)

There must be visual cues to facilitate physical distancing, this includes:
  • Ground marking or barriers allocating space to groups (i.e. their allocated ‘picnic’ area) – with at least 1.5m between areas allocated to separate groups.
  • Signage requirements as set out in the Restricted Activity Directions.
  • Dedicated wide walkways at least 2m wide.
  • Ground/wall marking of 1.5m spacing where queuing may occur.

Bathrooms, retail and food and drink vendor areas

Use visual cues to facilitate physical distancing:
  • Ground/wall marking of 1.5m spacing where queuing may occur (e.g. outside bathrooms, in service lines)
  • Signage requirements as set out in the Restricted Activity Directions
  • Indicate direction of travel on walkways with a preference for one-way flow, where practical.

Access to and from the venue

Implement strategies to avoid crowding on public transport and at stops/stations. Where feasible, ensure there are adequate parking options for car-based travel.
Where an event could attract attendees, who do not have a ticket, the organiser must use a gated venue with designated points of entry and exit.
Establish multiple entry and exit points to avoid queuing and ensure smooth attendee flow into the venue. Where multiple entry and exit points cannot be established, encourage staggered entry/ exit to avoid queuing; this could be done as part of pre-event communication.
Implement strategies to limit the potential for gathering near the venue or at entrances/exits. Encourage attendees to disperse from the event at its conclusion.

Environmental and personal hygiene

Environmental measures including cleaning

Undertake pre-event cleaning of communal facilities and high touch surfaces. Develop and implement a cleaning schedule to ensure frequent cleaning and disinfection of high touch surfaces and bathroom facilities.
At minimum, high touch surfaces must be cleaned at least twice per day and between groups in accordance with cleaning and disinfection guidelines. Additional cleaning of visibly soiled surfaces must occur as required.

Personal hygiene

Establish hygiene stations (with hand sanitiser) at entrances and throughout the venue to encourage hand hygiene of staff and attendees.
In prominent locations, display posters demonstrating personal hygiene and hand washing practices.

Communal facilities to be regularly cleaned

Ensure toilets are in working condition with running water for hand basins, soap and disposable hand towels/dryers.
Ensure enough toilets are available to avoid queuing. If queuing is likely, organiser must ensure there is physical distancing.
Designated smoking areas must enable physical distancing of 1.5 meters

Staff, vendors and contractors

Responsibilities

It is the responsibility of the event organiser to ensure that staff, including volunteers, vendors and contractors, understand and comply with COVIDSafe work practices, including training in COVIDSafe behaviours.
Workers and volunteers should complete the Staff Coronavirus (COVID-19) Health Questionnaire and not attend work when unwell.
Workers must have access to the appropriate personal protective equipment (PPE) throughout the event.
Share COVIDSafe Event Checklist with on-site vendors and contractors. Vendors and contractors should provide their COVIDSafe Plans to the event organiser.

Food and beverage requirements

Any food and beverage service must align with the Victorian Government’s coronavirus (COVID-19) hospitality sector guidance and the Restricted Activity Directions.
Queues at food and beverage vendors should facilitate physical distancing and not cross over with other queues.
Reduce touch points during food and beverage service, such as using contactless payment methods and ensure service is occurring in well ventilated areas.
Close communal self-serve and condiment stations.
Where possible, food and beverages should be sold in packaging to avoid double handling.
Take-away food and drinks must be consumed in allocated seats or ‘picnic areas’. Food court-style seating is permitted if consistent with the Restricted Activity Directions guidelines.
  • Liability and indemnity

    You control and accept sole responsibility, risk and liability for all aspects of your public event. You must conduct your own investigations, assessments and interpretations and seek independent professional advice on all aspects of your public event.

    The State of Victoria does not control and accepts no liability for your public event nor for any loss, damage, injury or death in connection with your public event, including (without limitation), any change to requirements for your public event or the cancellation or postponement of your public event. 

    You will indemnify the State of Victoria against any liability to or claims by a third party for any loss, damage, injury or death in connection with your public event, including (without limitation), the cancellation or postponement of your public event. 

    Consultation, review, assessment and approval process

    To the extent permitted by law, the State of Victoria excludes liability for any loss, damage, injury or death caused by use of or reliance on any consultation, review, assessment or approval process in connection with your public event.

    The State of Victoria may amend or withdraw from the consultation, review, assessment or approval process at any time without notice.

    The State of Victoria may amend or withdraw any consultation, review, assessment or approval at any time without notice.

    You will not be relieved from compliance with any of your obligations at law as a result of:

    • any consultation, review, assessment, or approval (or failure to consult, review, assess, or approve) or any other act or omission by the State of Victoria in connection with your public event (including, without limitation, any failure by the State of Victoria to detect any errors, inaccuracies, mistakes, non-compliances or omissions in connection with your public event)
    • your implementation of and compliance with the COVIDSafe Event Plan  or COVIDSafe Event Checklist for your public event

Reviewed 31 January 2021

Coronavirus Victoria

24/7 Coronavirus Hotline

If you suspect you may have coronavirus (COVID-19) call the dedicated hotline – open 24 hours, 7 days.

Please keep Triple Zero (000) for emergencies only.

Was this page helpful?