In order to help you develop a complete event plan we have created a downloadable template for your convenience. COVIDSafe Plans should be submitted using this template to ensure that the appropriate details are provided for public health review.
Submission of an incomplete or inadequate COVIDSafe Plan could lead to delays in reviews and decisions for individual events.
Download the template:
Who must submit a COVIDSafe event plan
Organisers of Tier 1 and 2 public events are required to submit a COVIDSafe Event Plan for review and approval by the Victorian government. The plan must be approved for your event to go ahead.
Tier 1 and 2 events are high to moderately complex events that typically involve more than 500 attendees and/or more than 4 public health risk factors.
Review of COVIDSafe event plans
COVIDSafe Event Plans will be reviewed by the Public Health team, who will provide advice on the risk profile and risk mitigation measures for your event.
Process for review
- The Department of Jobs Precincts and Regions will work with the event organisers to ensure that appropriate materials have been provided to assist with the assessment.
- The Public Health Advisory Panel will review your plan.
- You'll be contacted with the details of the decision.
Time frames for review
Submit your plan early to ensure there's enough time for review and approval.
- Tier 1 events: submit plans 8 to 10 weeks before the start of the event
- Tier 2 events: submit plans 4 to 6 weeks before the start of the event
Late lodgement of a plan may mean that it does not receive approval before the start of the event.
The following elements must all be addressed in your COVIDSafe Event Plan:
- event name
- event contact details (name, phone, email address) of key event personnel
- event description
- event date
- bump-in/out dates and times (when event staff, but not attendees will be on-site)
- event commencement and completion times (when event staff and attendees will be onsite)
- timings of key activities/performances
- link to the event website (if applicable)
- any previous experience that the event organiser has had keeping to COVIDSafe event standards
- venue/site name and size
- site map
- site capacity based on four square metres per person
- explanation of access management arrangements
- details of total staff required to facilitate the event
- details of any subcontractors involved in delivering the event
Anticipated attendance details
- anticipated total patron attendance
- anticipated peak patron attendance (maximum number of patrons at any given time)
- number of staff/contractors/volunteers on site at any given time
- maximum number of people on site at any point in time
- expected crowd demographics (e.g. families, retirees)
- likelihood of alcohol consumption or other risk-related behaviours
- attendance details from previous years if the event has been held previously
Explanation of COVIDSafe event controls
- How are the COVIDSafe event controls addressed?
- How are the event-specific COVIDSafe controls addressed?
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 for your public event
Reviewed 11 December 2020