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Capital Subcommittee Terms of Reference

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Capital Subcommittee Terms of Reference COVIDSAFE PUBLIC EVENTS EVENT PLAN TEMPLATE FOR TIER 1 and TIER 2 EVENTS Instructions A COVIDSafe Event Plan is a unique and comprehensive plan that must be specific to your event and venue. The plan sets out how high-risk activities will be managed to reduce the risk of transmission of coronavirus (COVID-19) between participants, attendees and workers. This template should be used to develop the COVIDSafe event plans for Tier 1 and Tier 2 major events in Victoria. Detailed guidance on how to develop your COVIDSafe Event Plan can be found for preparing a COVIDSafe Event Plan’ document. The responsibility for the implementation of, and any amendments to your approved COVIDSafe Event Plan will belong to the Event Organiser. Submission guidelines Please submit all COVIDSafe Event Plans through the Victorian Government’s Coronavirus website. • COVIDSafe Event Plans for Tier 1 events must be submitted at least 8-10 weeks prior to the event commencement. • COVIDSafe Event Plans for Tier 2 events must be submitted at least 4-6 weeks prior to the event commencement. Section 1: Key Event Information Contact Information Please provide the relevant business details and contact information below: Registered company / Victorian Netball Association business name Trading company / business Netball Victoria name Business address 487 King Street, West Melbourne. ABN 83 704 752 745 Event organiser name and Danielle Davis – Events & Engagement Manger title Event organiser phone 0422 356 432 number Event organiser email [email protected] COVIDSafe coordinator name Danielle Davis – 0422 356 432 and contacts (if any) Liquor license type, number No alcohol to be served. and capacity Event Details Please provide the relevant event details below: Event name Melbourne Vixens Ballarat Battle – Preseason Competition Ballarat Sports and Events Centre – Event location 989 Norman St, Wendouree VIC 3355 Date (s) of event Saturday 10 April & Sunday 11 April 2021 Saturday 10 April: 2.30pm – 6pm (approx.) Duration of the event Sunday 11 April: 10.30am – 4pm (approx..) Pre-season match each day between the Melbourne Vixens and Event description Adelaide Thunderbirds. Saturday 10 April: - 2.30pm: Doors open - 2.30 – 4.00pm: Activations and merchandise sales in foyer - 4.00pm: Vixens vs. Thunderbirds in main arena - 6.00pm: match concludes, patrons exit venue. Timing of key event activities Sunday 11 April: - 10.30am: Doors open - 10.30 – 12pm: Activations and merchanise sales in foyer. - 12pm: Vixens vs. Thunderbirds match in main arena. - 2.30pm: post match members session in main arena (TBC) - 4pm: patrons to exit venue. Serving of alcohol Not available Information will be added to www.melbournevixens.com.au once Event website the event has been announced in March. The Ballarat Sports Events Centre has hosted a number of COVID safe events throughout 2020 and 2021 with different stakeholders and has implemented a new initiatives to ensure their practices are COVID safe. Basketball Ballarat have facilitatied the return of grassroots basketball competitions at Ballarat Sports Events Centre. The Wendouree Netball Association has also recommenced community Experience arranging a netball compeitions. Both organisations have applied COVID safe COVIDSafe event principles and communicated these very clearly to their community. See https://www.facebook.com/BallaratSEC/ Netball Victoria has led the way in providing Return to Community Netball guidance to the netball community, successfully supporting the return of netball competitions across Victoria. This has required a comprehensive understanding of the Restricted Activity Guidelines and public health advice. Netball Victoria staff were also involved in the Suncorp Super Netball League hub in Queensland in 2020. This was an elite sporting competition run from a COVID safe hub. This was massive learning experience and lessons learnt will be shared and applied across this event. Attendance and tiers Please provide details of the event attendees and event tier: 4,500 across the weekend. Total expected attendees 2,250 each day (75% capacity of stadium) Expected peak attendees Attendee demographic Local families and young teenagers. Attendance number from Previously held in other regional locations and reached 5126 at previous years if the event Bendigo and 1527 in Geelong. has been held previously Event Tier Tier 2 (Tier 1 or Tier 2) Venue Details Please provide the relevant details of your venue or venues below: Venue name Ballarat Sports & Events Centre Venue contact Mark Valentine Venue site map Attached Venue site size (in square Approx. 9400m2 meters) Venue publicly accessible Approx 9100m2 floor (in square metres) Maximum venue capacity: 3000 Break down of room / area Hall 1 – 2725m2, Hall 2 – 2625m2, Hall 3 – 1000m2, Foyer and (in square meters) and Halls – 1300m2, Amenities and Change -730m2, Outside capacity: Concourse – 1000m2 Requested maximum number 2250 of attendees at the venue Venue workersnumber (excluding vendors, sub- 15 contractors, volunteers) Venue vendors, sub- contractors, volunteers 10 number Event / venue workerskey Venue supervisor, reception, ticket scanners, café staff, cleaners, roles and responsibilities general labour for set up and down, first aid One entry for all public, separate entry/exit will be arranged for Number of entry / exit points players and officials. Five exit points from Hall 1 into the showcourt Venue access management QR code and sanitization stations available at the entrance. arrangements Barriersin foyer and Hall 1 access points for ticket scanning, queueing points with floor markers and floor markers for café and toilet areas. Section 2: Event Site Map Please provide the event site map. Section 3: Explanation of Event Public Health Risk Controls All COVIDSafe Event Plans must incorporate controls to mitigate the risk of coronavirus (COVID-19) transmission before, during and after the event. Consideration must be given to the following aspects of event planning when creating a COVIDSafe Event Plan to identify and mitigate public health risks: • Event oversight and administration • Atendee management • Cleaning and hygiene • Workers, vendors and subcontractor safety Please note, this template only provides details of general event risk controls. Event organisers are expected to also incorporate event-specific controls into their COVIDSafe Event Plans based on the contextual needs of their event. For detailed guidance on event specific risk controls please refer to ‘Guidance for preparing a COVIDSafe Event Plan’. Oversight and administration Events must have an appropriate governance structure that incorporates communication of intent to all event authorities, detail of key people involved in the COVIDSafe Event Plan and key processes to plan and deliver COVIDSafe events. • How will you ensure general governance arrangements are widely understood by all facilitators of the event? • How will you monitor the Victorian Government’s latest public health advice and incorporate it into your planning? • How will you ensure that attendees are provided with key public health messages and advice to stay at home if unwell? • How will you enable clear and detailed record-keeping to facilitate contact tracing? • How will you assess and mitigate flow on implications to any surrounding local communities? General Governance Timing Plans / actions Responsible Before • Venue staff COVID Safety training via online Operations Manager system completed and Venue • Daily cleaning operates in venue Supervisors • Sanitization stations in place • Signage in place • Information regarding protocols posted on websites and updated as required • COVIDSafe information and expectations emailed to all ticket holders prior to the event During • Full clean during set up Supervisor,Reception, • Announcements and signage in foyer area Cleaners, Courtside regarding social distancing and hygiene announcers • Sanitization stations in place in multiple areas • Comply with the current public health advice around wearing face masks • Frequent cleaning throughout event • Queueing locations and floor markings indicating 1.5m physical distancing marked in likely congregation areas • Announcements and signage in showcourt space during games After • Full clean of venue Cleaners and • Records of attendance via ticketek and QR Operations Manager scans and staff rosters held Communicate Expectations to Event Workers and Attendees Timing Plans / actions Responsible Before COVID Infection Control referesher training for all staff Operations Manager and vendors. Event Promoters Information about protocols to be emailed to all ticket holders During Monitoring of worker practices Venue Supervisor General announcements for attendees Court Announcer Record Keeping to Support Contact Tracing of workers, contractors and patrons Timing Plans / actions Responsible Before Part of refresher training Operations Manager During This is a fully ticketed event. All attendees must have a ticket which will be scanned upon entry to the venue. We will also ask all attendees, staff, volunteers, players and officials to sign in using the event QR Code. After General review and evaluation for future events Operations Manager Impact on the Local Community Timing Plans / actions Responsible Before Event will be well publicised as a seated and ticketed Operations Manager event During No walk up entry allowed Reception Attendee Management Arrangements must be in place to ensure physical distancing is maintained throughout the event.
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