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Guidance for preparing a COVIDSafe Event Plan

This guidance should be used by event organisers when preparing a COVIDSafe Event Plan. It helps identify public health risks and mitigation strategies to minimise public health risks and transmission of coronavirus (COVID-19).

Download the guidance document here or read the document in full below:

1 Purpose

This document should be used by event organisers in preparing a COVIDSafe Event Plan for assessment. It helps to identify the public health risks and mitigation strategies that event organisers need to consider and incorporate into all event planning activities, in order to minimise the public health risks and transmission of coronavirus (COVID-19).

2 COVIDSafe event controls

Event organisers are expected to adapt and introduce these safety measures into their own event planning process to ensure the safety of the public and attendees. The following applicable controls must be implemented by event organisers across their operations and must be included in COVIDSafe Event Plans.

If a control is not applicable or impractical to implement, the COVIDSafe Event Plan must include an explanation why.

2.1.1 Oversight and administration

COVIDSafe Event Plans must reflect the changing dynamics of the event and the overall coronavirus (COVID-19) response in Victoria. As such, governance arrangements are of high importance for every event. Event organisers must develop COVIDSafe Event Plans that are regularly reviewed prior to, and throughout the event.

General governance

The following strategies must be implemented alongside other best practice governance strategies for events.

Before the event

  • Communicate the intent to hold the event to appropriate authorities, such as land holders and/or local council, and to local health authorities, and obtain relevant approvals and permits.
  • Identify key times to review plans prior to the event (e.g., initial planning, the month before, a week before and a day before commencing an event).
  • Identify and list key workers who will be responsible for regularly reviewing and updating the COVIDSafe Event Plan.
  • Check the Victorian Government’s coronavirus website (www.coronavirus.vic.gov.au) for legislative requirements, Chief Health Officer’s Directions and any other specific restrictions that may apply.
  • Consider when scheduling an event, the potential for other events in the same area which may use similar transport options, shared pathways and facilities.
  • When scheduling and event, consider options to ensure the event is held for the shortest duration possible.
  • Identify key workers who are responsible for implementing the COVIDSafe Event Plan, including compliance officers.
  • This must include identifying workers whose role are to ensure that public health measures, such as physical distancing and general COVIDSafe behaviours are adhered to. Identify the escalation processes in the event of breaches.
  • Frequently monitor the public health directions for Victoria for changing regulations and restrictions, and adapt the plan as necessary
  • Contingency planning must be documented in the scenario that an event needs to be cancelled, including communicating the cancellation to patrons.

During the event

  • Monitor COVIDSafe event strategies during the event at regular intervals (e.g., at the beginning of the event, hourly, prior to and at the conclusion of main acts/performances, prior to expected increases in attendee movement).
  • Record information on all workers, contractors and attendees to assist in contact tracing should it be required, including where possible the time they arrive and leave.
  • Conduct health screening of all workers, contractors and attendees prior to the event or upon arrival, consistent with privacy and Charter of Human Rights and Responsibility obligations.

After the event

  • Report any potential health concerns to the relevant Government agency.

Communicate expectations to event workers and attendees

Clearly communicate expectations regarding physical distancing requirements, hand hygiene, cough/sneeze behaviour and staying home if someone (attendee or staff) is unwell.

Before the event

  • Include information, such as location of first aid posts and physical distancing measures, on the event website.
  • Ensure refund policies are well defined and communicated through social media and the event website. This should explicitly outline refund policies when someone is not able to attend due to illness. Ticket holders must not be penalised for not attending when unwell. Instead they should be encouraged to stay at home and not attend the event.
  • Ensure key health messages are distributed to attendees, such as:
    • Stay at home if unwell, or identify yourself as a contact of someone who has been unwell and who is being tested for coronavirus (COVID-19) infection.
    • How to seek assistance if becoming unwell during the event (locate security, cleaners, event officials or first aid / in-event health workers).
    • Location of first aid posts.
    • Maintaining physical distancing requirements.
    • Enhanced public health measures that are in place at the event, including the requirement to wear masks (consistent with Chief Health Officer Directions).
    • Encourage attendees to download the Commonwealth Government COVIDSafe app prior to attending the event.
    • Not attending the event if:
      1. You have been in close contact with a person who is diagnosed coronavirus (COVID-19) positive.
      2. You are positive for coronavirus (COVID-19).
      3. You have travelled overseas in the previous 14 days.
  • Promote good hygiene practices at key points (e.g., retail outlets, bathrooms). Access posters and other resources.
  • Communicate security requirements via broadcast, signage, booking confirmation, social media and event website to prevent crowding at entry points.
  • Place signs at entry points to the event and discrete areas advising attendees not to enter if they are unwell or have coronavirus (COVID-19) symptoms.
  • Place signs at entry points stating that the event organisers have the right to refuse entry and may insist that anyone with coronavirus (COVID-19) symptoms needs to leave the event and obtain coronavirus (COVID-19) testing as per health guidelines.
  • Ensure all communication of risk and mitigation strategies are inclusive of all cultures and languages for the targeted audiences.

During the event

  • Use loudspeakers and/or a megaphone to disseminate information about the public health measures implemented at the event.

Ensure signs supporting COVIDSafe behaviours are maintained and visible

Record keeping to support contact tracing

Record keeping is essential to facilitate efficient and effective contract tracing of coronavirus (COVID-19) positive contacts. Where practical, multiple record keeping methods should be considered and implemented where possible as a failsafe if a positive case is identified. Contact information must be recorded for each person who attends the venue. This information must be kept for a period of 28 days.

Before the event

  • The events ticketing systems must:
    • Record the name and phone number for each attendee in a way that complies with privacy obligations.
    • Make 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.
  • If the event is not ticketed, there needs to be a way to identify attendees via QR code technology or other methods to ensure contact tracing can be performed, if required.
  • Maintain a record of all on-site workers, including contractors and volunteers. This data should capture their name, contact details, affiliation, discrete areas of work (e.g., security at the front gate, cleaner in retail space), time entered the event, time of leaving the event.
  • Implement plans to cohort (separate into groups) workers or spectators to aid in the facilitation of contact tracing where possible. For staff, arrangements should be in place to ensure they don’t move between cohorts over the course of the event.

During the event

  • Record the contact information of all attendees at the event. Records must adhere to standards in privacy and health records legislation.
  • Where possible capture the time frames in which people arrive and leave the event, as this will facilitate faster contact tracing if there is a coronavirus (COVID-19) positive case.

After the event

  • Attendee records must be securely stored for 28 days, not used for any other purpose, prior to being appropriately destroyed.

Impact on local community

Depending on the size of the event, and the size of the event local community, events may have flow on implications for local communities. For example, large events in small communities can result in additional crowding at local shops, cafes, bakeries, petrol stations, hotels and off-site accommodation.

Before the event

  • Share information about the COVIDSafe planning of the event.
  • Ensure the host community retailers (e.g., hotels, café, tourism operators) are aware of event planning.
  • Liaise with the local council, local tourism organisation and retail societies or equivalent, to plan for additional impacts of increased crowds in the local community as a result of the event.

During the event

  • Encourage event attendees to be considerate of the crowding impact on local communities.

2.1.2 Attendee management

Maintain physical distancing

Ensure physical distancing is maintained across the site as a whole, and in individual areas within the site. The number of people on-site and in any given area must be limited to comply with the minimum requirements of people per square metre and physical distancing requirements. Monitor strategies to distance groups and prevent co-mingling.

Before the event

  • Place floor markings, wall markings or signs to identify 1.5m distance between persons queuing at all relevant locations (e.g., at all entries, toilets, food areas, etc.).
  • Use physical barriers in high foot traffic areas to separate crowds.
  • Ensure one-way flow of foot traffic is established where possible.
  • Use separate entries and exits within discrete areas of the event where possible.
  • Ensure event evacuation plans consider coronavirus (COVID-19) requirements and therefore increase evacuation exits and assembly areas where possible.
  • 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.
  • Establish a system to monitor the number of people entering and exiting the event site.
  • Ensure enough toilets are available to avoid queuing.
  • Ensure smoking areas can enable physical distancing of 1.5m.

During the event

  • Monitor physical distancing of 1.5m and density requirements, as per government guidelines, in each discrete area.
  • Monitor queues and/or seating arrangements to maintain physical distancing.

After the event

  • Remove signage and implemented structural changes; returning the space to the original site characteristics.

Screening

Screening of workers and attendees for symptoms of coronavirus (COVID-19) must be undertaken where practical.

Before the event

  • Frequent event messaging should encourage event workers and attendees to stay home if they have signs or symptoms of coronavirus (COVID-19), such as: cough, fever, sore throat, fatigue or shortness of breath.
  • Event organisers will implement symptom screening for workers, contractors and volunteers who will be screened prior to arrival/shift commencement. This may include verbal/print questionnaire or electronic platforms. Ongoing adherence to a symptom screening program will require the implementation of training, auditing and record-keeping processes.

During the event

  • Through pre-event communications or at entry points that have event staff or security personnel, ask screening questions of attendees such as:
    • In the last 14 days have you travelled from overseas or a coronavirus (COVID-19) hotspot?
    • Have you been in close contact with a person who is diagnosed as coronavirus (COVID-19) positive?
    • Are you an active coronavirus (COVID-19) case?
    • Are you currently, or have you recently experienced cough, fever, sore throat, fatigue or shortness of breath?
  • If yes to any of the above:
    • Isolate the attendee in the nearest designated isolation space.
    • Provide the affected person with appropriate PPE.
    • Arrange support from first aid, medical or in-event health services.
  • Screening questions can be undertaken concurrently with other activities, e.g. bag checking.

Entry points

All events must have a defined point of entry, such as gates or ticket checkpoints.

Before the event

  • Promote online ticket reservations to reduce crowding at ticket boxes and at event entry points.
  • Establish an area away from attendees, at each point of entry, for people to wait for assessment by in-event health services if suspected of coronavirus (COVID-19).
  • Limit the size or number of bags (to reduce bag searches) attendees may bring to the event.
  • Establish multiple entry and exit points to avoid queuing and ensure smooth attendee flow into the venue.

During the event

  • If practical, ask screening questions of attendees as they enter the event (can be completed concurrently with other security measures, e.g., bag checking, ticket scanning, etc).
  • Avoid touching people and items such as bags unless necessary for security enforcement purposes.
  • Monitor queues to maintain appropriate social distancing.

Egress

It is common for attendees to exit an event the same way they entered. As such, strategies should be implemented to prevent co-mingling between groups departing.

Before the event

  • Ensure dedicated avenues to exit events are established, and that these exists do not promote co-mingling with attendees arriving at the event.
  • Have additional exit points to disperse crowds.

During the event

  • Monitor crowd density at key exit pathways and points.
  • Direct crowds to less-congested exits.

Establish first aid / in-event health service plans

Where first aid, medical and/or in-event health services are required for an event, have plans that incorporate the management of suspected coronavirus (COVID-19) cases. Consider additional first aid, medical and/or in-event health services for the purpose of managing potential coronavirus (COVID-19) patients.

Before the event

  • Clearly document protocols for when and how to notify health authorities of issues or suspected coronavirus (COVID-19) cases.
  • Ensure all workers and contractors (including volunteers) wear appropriate PPE, including masks, at all times.
  • Require all attendees to comply with the latest Chief Health Officer Directions for face masks.
  • Establish dedicated communication plans between first aid / in-event health services and event organisers, security and cleaning workers.
  • Establish processes to screen / triage people presenting with coronavirus (COVID-19) like symptoms separate to other attendees presenting for first aid / in-event health care.
  • Develop plans to respond to medical emergencies in an event, while considering the movement through crowds (e.g., it may be better to go out of the event footprint and enter via an alternative route, rather than going through a crowd).
  • Develop plans for surge arrangements in the event of a public health emergency, including mobilising appropriate workers to isolate suspected cases. Consideration should be made for the training of workers of how to respond in a public health emergency, including appropriate use of PPE and ensuring enough PPE is available.
  • Develop plans that consider requirements to transport attendees through an event whilst maintaining distancing from other attendees (e.g., from discrete areas in the event to a first-aid post, and a first-aid post to an ambulance meeting point, or from the event to the attendee's car).
  • All first aid / in-event health workers must complete training to identify and manage potential coronavirus (COVID-19) cases. Access infection and prevention control resources.
  • Provide facilities for isolation of symptomatic attendees.

During the event

  • Ensure adherence to appropriate personal protective equipment for first aid / in-event health workers and the provision of personal protective equipment to persons displaying coronavirus (COVID-19) related symptoms.
  • Maintain contact with event workers, security and cleaners throughout the event.

After the event

  • Keep a record of each notifiable incident for the relevant legislated time frame.

Emergency services access

Emergency services may include Victoria Police, Ambulance Victoria, Fire Rescue Victoria, and/or other emergency service agencies. On occasion, emergency services may require immediate and/or emergency access within or peripheral to an event site.

Before the event

  • Ensure individual plans are established for each emergency service as each service may have different requirements.
  • Ensure that event workers have input into emergency service access plans (e.g., in-event health services for ambulance, security contractors for police).
  • Ensure that where normal practice, communicate plans with emergency services to ensure they are reasonable and consider the appropriate coronavirus (COVID-19) controls.

During the event

  • Ensure key workers are aware when an emergency service has been called to attend the event.

Evacuation

The goal of maintaining physical distancing and additional public health controls is a secondary consideration in the case of imminent danger requiring an emergency evacuation.

Before the event

  • Ensure event evacuation plans consider coronavirus (COVID-19) and therefore increase evacuation exits where possible.
  • Establish additional assembly areas.
  • Share evacuation plans with workers.

During the event

  • If an evacuation is ordered, ensure security and event workers direct attendees to either the nearest or least congested exit.
  • If an evacuation is ordered, once attendees are safe in assembly areas, encourage physical distancing as practically as possible.

Weather

Weather influences attendee behaviour. As such, strategies must be planned and implemented to prevent crowding of attendees if weather conditions are not favourable or change during the event.

Before the event

  • For expected high temperatures and/or rainfall, have provisions for additional shelter structures, ensuring that spaces under shelter have adequate room for physical distancing.

During the event

  • Monitor shelters to maintain physical distancing.
  • If rainfall is imminent or commences, provide messaging detailing where to shelter, and how to maintain physical distancing.

Service of alcohol

The service of alcohol must be in line to the relevant licence arrangements.

Before the event

  • Establish designated areas where alcohol is served.
  • Ensure one-way flow of pedestrian traffic can be achieved.

During the event

  • Ensure co-mingling does not occur in areas where alcohol is being consumed.
  • Monitor crowd density. Cease operating if distancing measures cannot be maintained.

2.1.3 Cleaning and hygiene

Regular and thorough cleaning and disinfection

Have a regular and thorough cleaning schedule in place before, during and after the event ensuring surfaces are disinfected, paying extra attention to high contact areas such as door handles, counters, railings, taps and food preparation areas. Ensure that adequate cleaning supplies are available and that hand washing, and alcohol-based hand rub stations are re-stocked frequently. Access guidance on cleaning and disinfection.

Before the event

  • Ensure appropriate personal protective equipment (including masks) is available for use by workers.
  • Establish cleaning protocols for discrete areas of high foot traffic (e.g., bathrooms, catering areas).
  • Provide bins for the safe disposal of hygienic materials (e.g. tissues, towels, sanitary products) in washrooms and changing rooms to help reduce transmission of coronavirus (COVID-19).
  • Undertake pre-event cleaning of communal facilities and high touch surfaces.

During the event

  • Frequent cleaning of high traffic areas is required (e.g., toilets, retail spaces). At minimum, high touch surfaces must be cleaned at least twice per day and between groups in accordance with government cleaning and disinfection guidelines. Additional cleaning of visibly soiled surfaces must occur as required.

After the event

  • During the bump-out, complete a final clean of the event site, discrete areas and facilities.

Hand sanitiser and hand-washing facilities

Hand sanitiser must be an alcohol-based hand rub. Ensure hand sanitiser and handwashing facilities are readily available and maintained throughout the event site for staff and attendees.

Before the event

  • Establish hand washing / sanitising stations and practices for workers and attendees as they enter and exit the event site and discrete areas within the site.
  • Establish sanitation and handwashing stations for any training, practice, storage, or other 'off-site' facilities.
  • Hand washing/sanitising stations must include clean running water, liquid soap and paper towel. If hand washing facilities are not available, an appropriate alcohol-based hand rub should be made available.

During the event

  • Ensure hand sanitiser and handwashing facilities are maintained throughout the event site for workers and attendees.

2.1.4 Workers, vendors and contractors

Event workers may include remunerated and volunteer personnel. For the purpose of this guidance document, event workers also include those contracted or sub-contracted to the event.

Employers have a duty to consult employees, so far as reasonably practicable, on matters related to health and safety that directly affect or are likely to directly affect them. This includes consultation on identifying hazards or risks and decisions about the control of risks associated with coronavirus (COVID-19) transmission. The consultation should be conducted in accordance with any agreed consultation procedures.

Overall, event workers have responsibilities to ensure colleagues and event attendees can practice physical distancing and public health controls.

Event organisers and general event workers

Event organisers have primary responsibility for ensuring COVIDSafe measures are implemented, monitored and maintained.

Before the event

  • Ensure appropriate personal protective equipment (including masks) is available for use by workers. Workers must be trained in the appropriate use of personal protective equipment and trained in general safety for an event or venue workplace. Access more guidance on PPE.
  • Establish communication plans with cleaners, security, and first aid / in-event health providers.
  • Be aware of the required steps if suspected case of coronavirus (COVID-19) is identified before, during or after the event.
  • Share COVIDSafe Event Plans with all workers and contractors.

During the event

  • Monitor crowd behaviour and movements to ensure the key principles of this plan are maintained.

Food and catering workers

There may be additional considerations for food and catering workers during events.

Before the event

During the event

  • Monitor queues to maintain physical distancing. Cease operating if distancing measures cannot be maintained.

Cleaning workers

Cleaning workers are required to have the resources and capacity to adequately undertake cleaning activities as outlined in this document.

Before the event

  • Ensure appropriate personal protective equipment (including masks) is available for use by workers. Workers must be trained in the appropriate use of personal protective equipment.
  • Establish communication plans with event organisers, security, and first aid.

During the event

  • Maintain direct communication with first aid / in-event health services and security personnel.

Security workers

Security workers are required to have the resources and capacity to adequately undertake security and monitoring activities.

Before the event

  • Ensure appropriate personal protective equipment (including masks) is available for use by workers. Workers must be trained in the appropriate use of personal protective equipment.
  • Establish communication plans with first aid / in-event health services and ensure security workers are trained to work at events.
  • Determine key areas security can monitor crowd movements and density (including static security points, CCTV monitoring, mobile patrols).
  • Monitor crowd behaviour for unwell attendees and contact first aid / in-event health services when appropriate.
  • Develop COVIDSafe protocols for the management of aggression from attendees. This should include crowd management, movement of attendees throughout crowds, and liaison with police.

During the event

  • Ensure people provide accurate details for event records.
  • Have adequate personal protective equipment at entry points if engaging with attendees exhibiting possible coronavirus (COVID-19) symptoms.
  • Monitor crowd movements and density to implement strategies to maintain crowd density as per the Chief Health Officer Directions.

Volunteers

Volunteers play a crucial role in the delivery of many events and have the same responsibilities as workers in terms of training. Additional considerations may be required in relation to volunteers working on events during coronavirus (COVID-19).

Before the event

  • Ensure appropriate personal protective equipment (including masks) is available for use by volunteers.
  • Ensure volunteers and provided with volunteer-specific training. For more information, please review the advice available from Volunteer Victoria.
  • Clearly define and articulate the roles and designated areas for each volunteer during event days.

During the event

  • Monitor the well-being of volunteer members throughout event.

After the event

  • Maintain a record of all volunteers and their responsibilities/areas of contact during the event, in line with other record keeping procedures.

Deliveries

Deliveries to the event site should be discouraged during the operational hours of the event. Instead, deliveries should occur prior to the commencement of the event. A COVIDSafe Event Plan should include management arrangements for deliveries to the event site.

Before the event

  • Non-essential visits to the event site should be cancelled or postponed.
  • Direct visiting delivery drivers and contractors to provide details for event organiser to record, and must remain in vehicles and use contactless methods such as mobile phones to communicate with your event workers wherever possible.
  • Direct visiting delivery drivers and contractors to use alcohol-based hand sanitiser before handling products being delivered.

During the event

  • Ensure delivery drivers and other contractors who need to attend the event site, to provide maintenance or repair services or perform other essential activities, are given clear instructions of requirements while they are on site.

2.2 Event Specific COVIDSafe Controls (if relevant)

Operational spaces

Events are often comprised of multiple discrete areas and/or spaces. These spaces may be external (e.g., transport hubs, ticket offices, training/practice facilities), front of house (e.g., toilets, retail outlets, grandstands), back of house (e.g., workers areas), or other spaces (e.g., fields of play, stages).

Toilets and amenities

Before the event

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

During the event

  • Ensure regular cleaning of all toilets and that required amenities are stocked for patron usage.

Public transport hubs

The movement of pedestrians from public transport hubs to the event site must ensure large groups of people do not congregate and co-mingling does not occur. Arrangements related to public transport for workers and attendees to and from event sites are subject to plans developed by the Department of Transport.

Before the event

  • Spread out people at key public transport stops and stations to assist in dispersing crowds.
  • Ensure directional signage to/from public transport is clear and easy to follow, to prevent people from backtracking in crowds.
  • Use of bollards/partitions to direct crowds.

During the event

  • Monitor crowd movement and points of congestion, and consider crowd marshals if deemed appropriate.

Car parks

The movement of pedestrians between car parks and the event site should ensure large groups of people do not congregate and co-mingling does not occur.

Before the event

  • Consider spreading out car parking spaces to assist in dispersing crowds.
  • Have clearly marked pathways for entry into the event or venue (ingress).
  • Ensure physical distancing signage to/from car parks is in place.
  • Ensure direction signage to/from car parks is clear and easy to follow, to prevent people from backtracking in crowds.
  • Use bollards/partitions to direct crowds.

During the event

  • Monitor crowd movement and points of congestion.

Ventilation - indoor spaces

Indoor spaces should have adequate ventilation. Such spaces may include pavilions and marquees

Before the event

  • Maximise ventilation: avoid placing large objects or partitions near doors and windows; open doors and windows where appropriate.
  • Establish one-way movements throughout indoor spaces with different designated entry and exit points if possible.

During the event

  • Maximise ventilation: open doors and windows where appropriate.
  • Monitor levels of ventilation and airflow.
  • Monitor movement of event attendees in indoor spaces.

Food and beverage preparation and service areas

There may be additional considerations for food and catering areas during events, as these spaces often result in queues and crowding. Events must comply with the Restricted Activity Directions at all times.

Before the event

  • Any food and beverage service must align with the Victorian Government’s coronavirus (COVID-19) hospitality sector guidance and the roadmap for reopening.
  • Encourage attendees to make electronic payments for food and beverage purchases.
  • Ensure queues for food and beverage outlets do not cross other foot traffic areas.
  • Have additional retails outlets open to disperse crowds.
  • Establish different areas for ordering and collection, and where practical, separate entry and exit paths.
  • Close communal self-serve and condiment stations.

During the event

  • Monitor queues to maintain physical distancing. Cease food and beverage operations if distancing measures cannot be maintained.
  • Ensure take-away food and drinks are consumed in allocated seats or ‘picnic areas’.

Other queuing areas

There are several areas within events that may result in queuing of attendees. Such areas may include retail outlets, information booths and registration desks. Event organisers should identify areas of expected queueing and monitor strategies to ensure attendees can maintain physical distancing and public health controls.

Before the event

  • Ensure queues do not cross other foot traffic areas.

During the event

  • Monitor queues to maintain physical distancing. Cease operating if distancing measures cannot be maintained.

Grandstands and stadium seating

Grandstands at events pose challenges to ensure the key principles described in this plan are implemented, monitored and maintained.

Before the event

  • Allocate stadium and grandstand seating with plans to distance household groups, for example leaving 1.5m distance between allocated seats and leaving alternative rows empty.

During the event

  • Monitor the use of stadium and grandstand seating to ensure people are not moving between allocated seating.
  • Ensure appropriate physical distancing is maintained between players, event staff and spectators.

Fields of play and competition areas

Depending on the sport being played and the area of play, the following safety measures should be implemented

Before the event

  • Ensure pathways to and from fields of play are restricted to essential personnel only.

During the event

  • Ensure appropriate social distance is maintained between players, event staff and spectators

Stages

Stages for the purposes of performing, present several challenges in establishing and maintaining public health strategies and physical distancing measures.

Before the event

  • Ensure the capacity at the front of the stage area is determined based on physical distancing requirements.
  • Employ strategies to avoid crowding if entertainers are performing (e.g., do not allow people to stand at the front of the stage).
  • Program solo performances or small groups only, based on the size of the stage and the performers’ ability to maintain physical distancing.
  • Where multiple performances may happen simultaneously, spread out the stages to prevent high-density audiences.

During the event

  • Monitor crowd density. Cease performances if crowds cannot maintain physical distancing requirements.
  • Ensure equipment, such as microphones have disinfectant wipe-down of equipment before and after use

Market stalls and fetes

Crowding often results at popular stalls.

Before the event

  • Provide appropriate amounts of alcohol-based hand sanitiser at each stall.
  • Establish one-way flow of pedestrian traffic at stalls (e.g., encourage people movement from left to right at stalls).
  • Encourage stall owners to take electronic payments.
  • Establish designated entry/exit points to comply with contact tracing regulations.

During the event

  • Ensure stall owners understand that they should stay at their stall to avoid interactions with other stall owners.
  • Monitor physical distancing measures in queues, and ensuring queues do not cross foot traffic

Non-allocated seating or picnic rugs

Many events encourage attendees to bring a rug to an event and sit in a grasses area. This may present challenges in maintaining physical distancing.

Before the event

  • Provide gridlines on the ground where people will place their belongings with adequate physical distance between other groups.
  • Ensure pathways are 2m wide to allow the flow of pedestrian traffic while maintaining physical distance from seated people.
  • Ensure one-way flow of pedestrian traffic can be achieved within pathways that divide seated people.

During the event

  • Event staff are available to provide directions to attendees regarding, the one-way flow of foot traffic and the location of vacant spaces.
  • Monitor physical distancing measures in queues, ensuring queues do not cross foot traffic.

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 Plan for your public event

Purpose/use of template

This template is provided for general information and guidance only. The State of Victoria does not represent or warrant that the content of this document is accurate, authentic or complete or that the information contained in this document is suitable for your needs. You must not rely on this document as a statement of government policy, except where clearly stated. You should assess whether the information is accurate, authentic or complete and where appropriate, seek independent professional advice.

To the extent permitted by law, the State of Victoria excludes liability for any loss, damage, injury or death caused by use or reliance on this document. The State of Victoria may amend of withdraw material in this document at any time without notice.

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Reviewed 11 December 2020

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.

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