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. All workers and attendees must be screened for coronavirus (COVID-19) symptoms before the event, and first aid plans should incorporate the management of suspected coronavirus (COVID-19) cases.
• How will you ensure that physical distancing requirements are maintained during the event, including when alcohol is being consumed? No alcohol at event, ticketing arrangements will separate groups as required, queueing markers at key points, announcements in foyer and court space • What measures will you put in place to screen for coronavirus (COVID-19) symptoms? Temperature tests can be arranged • How will you monitor the number of people at the event at any given time? Limited by ticket sales • How will you incorporate the management of suspected coronavirus (COVID-19) cases in your first aid plans? Isolation in First Aid room, DHHS protocols followed from there
Maintain Physical Distancing
Timing Plans / actions Responsible
Before Signs throughout venue to maintain physical distancing. Operations Manager Markings on the floor to assist with physical distancing. Ticket sales will be capped at the maximum number permitted, in line with current restrictions.
During Announcements in foyer and during play to remind Operations patrons. Manager/MC Seating allocation will comply with best practice and Ticketek allow physical distance between groups.
First aid room will be accessible and clearly marked. The first aid room can be closed off and used as an First Aid isolation space if required.
Screening for symptoms of workers, contractors and patrons
Timing Plans / actions Responsible
Before Health and hygiene information provided to all staff, Operations Manager volunteers and ticket holders. If you feel unwell, do not attend messages to be distributed widely All relevant exposure sites to be communicated to staff, volunteers and ticket holders along with relevant public health advice.
During Regular announcements regarding health and hygiene, Operations signage in place Manager/MC
Entry Points
Timing Plans / actions Responsible
Before Clearly marked entry points. Operations Manager Barriers and signage to direct the flow of pedestrian traffic. Floor markings at entry points and other key congregation points to remind patrons to maintain physical distancing
During Announcements as required Operations Manager/MC Staff to monitor and manage entry points and minimise groups congregating.
End of event or patron departure for the event
Timing Plans / actions Responsible
Before Multiple exit points will be opened. Operations Manager All egress points are well marked and will be opened by staff at appropriate time. Staggered exit of certain sections at a time to avoid overflow of people leaving at the same time. Staff to monitor and manage groups congregating.
During Announcements will be made during event to facilitate Operations Manager this movement
First Aid / In-Event Health Service Plans
Timing Plans / actions Responsible
Before First Aid contractors engaged and briefed on level of First Aid Officers event and expected crowd
During First Aid staff to be located in key visible points within First Aid Officers venue. Designated area for anyone that becomes unwell during the event.
After Full clean of area, full reporting protocols if required Cleaners
Emergency services access
Timing Plans / actions Responsible
Before Event listed with appropriate services Operations Manager
During Contact made by Supervisor if required. Nearest access Operations Manager point to First Aid noted
Evacuation
Timing Plans / actions Responsible
Before Building has plans in all egress areas Operations Manager Emergency assembly points clearly marked
During Announcements reinforcing emergency assembly points Operations Manager Apply venue evacuation plan if required.
Weather
Timing Plans / actions Responsible
Before Not Applicable – Indoor event
During
Service of Alcohol
Timing Plans / actions Responsible
Before Not applicable
During
Cleaning and Hygiene
A regular and thorough cleaning schedule must be implemented before, during and after the event with high traffic areas such as toilets and frequently touched objects such as door handles, counters and railings regularly disinfected.
• How will you ensure that adequate provisions are made for handwashing and hand sanitation throughout the event? • How will you ensure that facilities are readily available throughout the event? • How will you make sure that frequently touched objects are cleaned regularly? • How will you make sure shared spaces like bathrooms are cleaned regularly?
Regular and Thorough Cleaning and Disinfection
Timing Plans / actions Responsible
Before Full cleaning done on daily basis Cleaners/ Operations Manager
During Cleaning staff employed during the event. Cleaners/ Operations Manager Frequent cleaning of all areas including foyer, bathrooms, frequently touched surfaces throughout venue
After Full clean done during set down Cleaners/ Operations Manager
Hand Sanitiser and Hand Washing Facilities
Timing Plans / actions Responsible
Before Stocks held and sanitiser stations in place around venue Operations Manager
During Monitoring by cleaning staff throughout event Operations Manager
Workers, vendors, volunteers and contractors
Workers, vendors, volunteers and contractors are essential in operating a COVIDSafe event. They must understand and be responsible for their personal distancing and hygiene practices, and support attendees to behave in a COVIDSafe manner. To enable this, they must undergo appropriate coronavirus (COVID-19) training and have access to suitable personal protective equipment.
• How will you ensure that workershave access to appropriate personal protective equipment, and they receive training in its use? (see https://www.dhhs.vic.gov.au/infection-prevention-control- resources-covid-19 for further information). • How will you monitor the wellbeing of workersduring the event? • How will you ensure adequate physical distancing is maintained between workersand attendees? • How will you make sure staff have undergone training on COVIDSafe Event Plan requirements for your event/venue?
Event organisers and general event workers
Timing Plans / actions Responsible
Before Staff and volunteer briefings conducted each day prior Operations Manager to the event. Refresher COVIDSafe Infection Control Training to be completed by staff. Provision and training in the use of masks if mandated at the time. Current public health advice regarding wearning masks to be communicated prior to the event. Where appropriate, barriers to be put in place to create separation between staff and attendees.
During Stocks on hand if additional PPE is required Operations Manager Staff and volunteers monitored and managed by the nominated COVID Safety Officer. Staff, volunteer and contractor check-in process followed.
Food and catering workers
Timing Plans / actions Responsible
Before Refresher COVIDSafe Infection Control Training Operations Manager conducted, including use of PPE if mandated at the time
During Stocks on hand if additional PPE is required Operations Manager
Cleaning workers
Timing Plans / actions Responsible
Before Refresher COVIDSafe Infection Control Training to be Operations Manager conducted, including use of PPE if mandated at the time As above
During Stocks on hand if additional PPE is required Operations Manager
Security workers
Timing Plans / actions Responsible
Before Refresher COVIDSafe Infection Control Training to be Operations Manager conducted, including use of PPE if mandated at the time As above
During Stocks on hand if additional PPE is required Operations Manager
Volunteers
Timing Plans / actions Responsible
Before All Volunteers to complete Refresher COVIDSafe Operations Manager Infection Control Training, and briefed on use of PPE if mandated at the time
During Stocks on hand if additional PPE is required Operations Manager As above
After
Deliveries
Timing Plans / actions Responsible
Before Items stored in non-public areas and only handled by appropriate staff All deliveries to be contactless.
During No deliveries during event
Other workers(if any)
Timing Plans / actions Responsible
Before Not applicable
During
Section 4: 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. workerareas), or other spaces (e.g. fields of play, stages).
• How will you demonstrate in your event plan that you can ensure workers, contractors and patrons can access the parts of the venue or event as required? Eg. ‘attendee zones’ or ‘staff only’ sections clearly demarcated.
Complete following sections as applicable to your event.
Public Transport: for large scale events, how will you incorporate public transport or engage with the Department of Transport?
Timing Plans / actions Responsible
Before Public transport options are open and available to Marketing Manager patrons. Public health advice on wearing face masks on public transports will be supported by the event. Event will be listed in tourism and visitor information areas.
After
Car Parks
Timing Plans / actions Responsible
Before Parking area is well sited and signed, Pathways from car park to the entrance will be clearly marked.
During
Ventilation - Indoor Spaces
Timing Plans / actions Responsible
Before Venue has fully integrated mechanical heating and cooling system. Ventilation system will be turned on regardless of the temperature to ensure the circlulation of air within the venue.
During As above
Food and Beverage Preparation and Service Areas
Timing Plans / actions Responsible
Before Venue has a commercial kitchen run by qualified café proprietors and caterers. The café complies with the hospitality industry restart guidelines.
During As above
Other Queuing Areas
Timing Plans / actions Responsible
Before Entrance to the showcourt will be monitored and managed by security and ushers. Entrance to seating will be supported by ushers. Attendees will be encouraged to move quickly to their allocated seats. Floor markings in place throughout the venue, at cafe and toilet areas, barrier tapes will be in use
During As above
Attendee Seating and Viewing Areas
Timing Plans / actions Responsible
Before Ticketek plan will allocate a numbered seat to each Ticketek/Membership attendee. Ticketing will comply with best practice and Manager ensure groups can maintain physical distancing.
During Ushers will assist patrons to find and move quickly to Ushers their allocated seat
Fields of Play and Competition Areas
Timing Plans / actions Responsible
Before Fully cleaned during set up Cleaners
During High touch areas around scorebenches to be attended Cleaners to by cleaners, Field of play to be kept clear of anyone without correct accreditation or permission to be in the area. Field of play to be managed by match day operations.
Stages
Timing Plans / actions Responsible
Before Not applicable
During
Market Stalls and Fetes
Timing Plans / actions Responsible
Before Merchandise stall to be fully sanitised during setup. Preference for all partner activations to be setup outdoors. Activations to utlilse minimal equipment. Items of equipment used to be frequently cleaned or sanitised. Ensuring that all activations are well spaced out from each other. Any congestion points to be identified and managed with floor markings noting 1.5m distance requirements.
During High touch areas around merchandise stall and activations to be cleaned on a regular basis by cleaners. Cashless payment options are preferred. Offer a click and collect options for patrons to purchase online and collect from the venue. Regular cleaning with sanitising wipes of EFTPOS machines and other communal technology as required. Items of clothing not to be tried on, especially items that touch or contact the face.
Non-Allocated Seating or Picnic Rug
Timing Plans / actions Responsible
Before Not applicable
During
Other Operational Space Considerations
Timing Plans / actions Responsible
Before Not applicable
During
Section 5: Supporting information
Please ensure you attach any supporting information that may be helpful to illustrate aspects of your COVIDSafe Plan. This could include, but not be limited to:
• Event Operations Plan • Floor Plans • Previous COVIDSafe Event Plans (in Australia or overseas) • Existing COVIDSafe Event Plans for other events - currently under review or recently approved • Cleaning schedule • Photos
Section 6: Legal Terms
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.
This document provides links to external websites and other sources. The State of Victoria does not control and accepts no liability for the content of those external websites and other sources or for any loss arising from use or reliance on those external websites and other sources. The State of Victoria does not endorse any external websites and other sources and does not warrant that they are accurate, authentic or complete. Your use of any external websites and other sources is governed by the terms of that external websites and other sources. The
provision of links to external websites and other sources does not authorise you to reproduce, adapt, modify, communicate or in any way deal with the material.
Melbourne Vixens Pre-Season Event - Ballarat Battle Further information
A site map with more details of the different areas i.e. where attendees will sit, where the barriers will be placed to direct flow and where floor markings will be used. The more detailed the map the better and easier it will be to assess. - Please see maps below with areas of interest. - Seating chart being developed with Ticketek based on the below draft floor plan.
More details on public health messaging prior to the event – what communication tools will be used What will be the messages i.e. stay at home if unwell (and communication on a refund policy due to being unwell if applicable) - Confirmation email will be sent when tickets are purchased with a link to the key public health messages for the event including: - If you feel unwell, stay home; - Wash your hands regularly; - Cover your cough and sneeze with elbow or tissue; - Wear/carry a face mask; and - Maintain 1.5 metre physical distance. - Full page on the Melbourne Vixens website about all the factors that will be in place during the event to ensure the event is safe. - A follow-up email to all ticket buyers 24 hours prior to the event to remind them about the safety measures in place and to stay home if unwell. - Posters will be on display throughout the venue. - Regular public announcements will be made during the event. - Text messaging may be employed for the Melbourne Vixens members with any key safety information. - Ticket purchasers have the option to take out ticket insurance at the time of purchasing tickets. This insurance will allow them to receive a refund if they are not able to attend the event. - Furthermore, Ticketek also has provided further terms and conditions regarding refunding of tickets due to unforeseen circumstances and this information can be found here: https://refundable.me/ticketek/
A detailed cleaning schedule (how often will high touch surfaces be cleaned?) - All high touch surface areas including toilet facilities are on an hourly schedule. - Additional cleaning will also be available as requested by staff and patrons.
More details on the use of hand sanitiser – how many stations and where will they be located?
- Hand sanitiser stations will be placed at all entry and exit points of the venue. - Hand sanitiser stations will also be positioned throughout the foyer location, especially around the food outlet. - Sanitiser will be placed at the merchandise stand, ticketing booth and any partner activation area (if in attendance). - Station locations have been marked on the below map.
Will PPE also be available to attendees if required? - Information on when to wear a face mask will comply with the current public health advice and Government restrictions. Face masks will be made readily available for staff, volunteers and attendees. - PPE will be available to attendees if required through the First Aid responders.
How will a suspected case of COVID-19 be managed? The first aid room can be used as isolation space if required which is great. Also include how they will be transported from the venue and what the medical follow-up will be. Also include how this will be communicated with other patrons and staff. - The event will be listed with local emergency services. - Storeroom 4 will be used as an isolation space if required - marked on below map. - The individual will be placed in the isolation space and an ambulance will be called to transport the individual. - The storeroom has direct access to parking at the rear of the venue for emergency services vehicles. This can be accessed without any direct contact with public spaces. - Upon consultation and advice from the Department of Health attendees, staff and volunteers will be notified of the suspected case of COVID. - If required the Department of Health will list the venue as an exposure site and the contact tracing team will swing into action.
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