COVID safety plan: Melbourne Campus (Bundoora)

Melbourne Campus: 8 August 2021

Event name:  La Trobe University, Open Day talks and tours

Event location:  La Trobe Sports Stadium and University campus

Event date: Sunday 8 August 2021

Duration: 10:00AM - 4:00PM

Event description:  Attendees register their interest to attend designated tours and talks and collect information from information stands.  25 people per tour maximum.

Timing of key event activities: Registered tours commence from 10am.  A variety of tours around the University depart every 15 minutes. Last Tour departs 3pm.

Serving of alcohol: Alcohol free

Event website:  www.latrobe.edu.au/openday

Attendance and tiers

Total expected attendees: 2,500

Expected peak attendees:  Tours will be staggered across the day – at any given time there would be approx. 300 people on site.

Event tier: Tier 2

Venue details

Venue name: La Trobe Sports Stadium

Venue site map: https://www.latrobe.edu.au/melbourne/about/location

Number of entry / exit points: External event only

Venue access management arrangements: Access to the area is via wide formed pathway


Explanation of event public health risk controls

General governance

Before the event:
  • 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
  • Frequently monitor the public health directions for Victoria for changing regulations and restrictions, and adapt the plan as necessary
  • Identify key staff who are responsible for implementing the COVIDSafe Event Plan, including compliance officers.
  • Identify and list key staff who will be responsible for regularly reviewing and updating the COVIDSafe Event Plan
  • Contingency planning must be documented in the scenario that an event needs to be cancelled, including communicating the cancellation to patrons.
    • All attendees will be ticketed and contacted via ticketing system and via SMS.
    • Online marketing systems will be updated to reflect cancellation.
    • Virtual co-event week prior will be updated to reflect cancellation
During the event
  • Record information on all staff, contractors and attendees to assist in contact tracing should it be required, including where possible the time they arrive and leave.
  • Health questionnaire to be delivered to all staff and volunteers.
  • Ensure correct signage is displayed
  • Ensure all buildings are registered with Service Victoria QR codes
After the event
  • Maintain records for 28 days as required
  • WiFi across the site to compare with registered attendance

Communicate expectations to event workers and attendees

Before the event
  • Attendees are reminded not to attend if feeling unwell or have been to a government registered hot spot
  • Attendees are reminded about regulations relating to wearing of masks
  • Signage prepared relating to sneeze/cough hygiene and handwash facilities
During the event
  • Attendees are reminded not to attend if feeling unwell or have been to a government registered hot spot
  • Attendees are reminded about regulations relating to wearing of masks
  • Signage and verbal briefings prepared relating to sneeze/cough hygiene, handwash facilities, physical distancing and other COVID behaviours

Record keeping to support contract tracing of workers, contractors and patrons

Before the event
  • All patrons and staff are required to register via Eventbrite prior to attending the event.
  • Ticket information is linked to a specific time for arrival.
  • All staff and contractors are required to be registered prior to the event date.
  • Group sizes are registration only and limited in size to avoid large groups so that physical distancing can be maintained during tour.
During the event
  • All patrons are required to check in on arrival and scan into all buildings using QR codes provided.
  • All staff are required to confirm attendance and check in and scan into all buildings using QR codes provided.
  • All contractors are also required to complete Health & Safety documentation on arrival.
After the event
  • All details will be kept on file for 28 days post event except where attendees have consented to having those detailed kept for promotional purposes.

Maintain physical distancing

Before the event
  • Attendees are registered into time blocks so as to stagger arrival / departure times in order to provide maximum capacity for physical distancing (ie, no peak crowding periods)
  • Tour routes planned so that groups don’t overlap through buildings, access and egress points
  • Separate entrances and exits in main stadium building for those entering building for using toilets or purchasing food/beverages
During the event
  • Check in team and tour guides to remind attendees to maintain physical distancing where possible
  • Signage to remind attendees about physical distancing
  • Monitor queues during event to ensure physical distancing
  • Use furniture as barriers to ensure physical distancing between attendees and staff at information stands (high volume staff).

Screening for symptoms of workers, contractors and patrons

Before the event
  • Pre-event health briefing will request staff and attendees to not attend if feeling unwell, are awaiting test results or have visited a coronavirus hotspot.
  • Staff are bound by the University Conditions of Entry. Contractors will be asked to complete a Health Questionniare and attendees will be reminded that abiding by the COVID Safe regulations is part of the conditions of entry to the event.
During the event
  • Any staff or attendees identified with symptoms will be asked to leave the event and directed to the testing station on site (Car Park 7) prior to returning home.

Entry points

Before the event
  • Wide access entry and exit points will avoid queuing and ensure smooth attendee flow to the registration.
During the event
  • Information stands planned to be spaced out across the site to ensure ability to maintain distancing.
  • Event is outside with visible entrance area.

End of event or patron departure for the event

Before the event
  • Patrons are briefed on duration of tours to manage expectations around departure.
During the event
  • Crowds may disperse from multiple points during or at the conclusion of the tour.

First aid / in-event health service plans

Before event
  • Ensure all staff and contractors wear appropriate PPE, including masks, at all times.
  • Require all attendees to comply with the latest Chief Health Officer Directions for face masks
  • Security will be responsible for triaging first-aid provision will take responsibility for people presenting with coronavirus (COVID-19) like symptoms and separating them from other attendees presenting for first aid.
During event
  • Ensure adherence to appropriate personal protective equipment for first aid staff and the provision of personal protective equipment to persons displaying coronavirus (COVID-19) related symptoms.
  • Maintain contact with event staff, security and cleaners throughout the event.
After event
  • Keep a record of each notifiable incident for the relevant legislated timeframe

Emergency services access

Before the event
  • Event staff to brief Campus security on Event Operations.
During the event
  • Ensure key staff are aware when an emergency service has been called to attend the event.

Evacuation

Before the event
  • Building assembly areas are as per agreed University Campus plans.
During the event
  • If an evacuation is ordered, security and event staff will direct attendees to either the nearest or least congested exit.

Weather

Before the event: For expected low temperatures and/or rainfall, shelter has adequate room for physical distancing.

During the event: Monitor shelters to maintain physical distancing


Cleaning and hygiene

Regular and thorough cleaning and disinfection

Before the event
  • Additional cleaning protocols to be established for discrete areas of high foot traffic such as bathrooms, catering areas).
  • Pre-event cleaning of communal facilities and high touch surfaces.
  • Additional bins provided for the safe disposal of hygienic materials (eg tissues, towels, sanitary products) in washrooms and changing rooms to help reduce transmission of coronavirus (COVID-19).
During the event
  • Frequent cleaning of high traffic areas to be undertaken (eg toilets, retail spaces).  High touch surfaces will be cleaned hourly. Additional cleaning of visibly soiled surfaces will occur as required.
After the event
  • During and after bump-out, complete a final clean of the event site, discrete areas and facilities.

Hand sanitiser and hand washing facilities

Before the event: All hand washing facilities will include clean running water, liquid soap and paper towel. Additional touch-free hand sanitiser is also available at all entrances to buildings.

During the event:  Ensure hand sanitiser and hand washing facilities are maintained throughout the event site for staff and attendees.


Workers, vendors, volunteers and contractors

Event organisers and general event workers

Before the event
  • Share COVIDSafe Event Plans with all staff and contractors.
  • Establish communication plans with cleaners, security, and first aid / in-event health providers.
  • Establish communication plans with cleaners, security, and first aid providers.
During the event
  • Monitor crowd behaviour and movements to ensure the key principles of this plan are maintained.
  • Ensure staff do not attend work if feeling unwell or demonstrating symptoms.

Food and catering workers

Before the event:  Ensure all cafĂ© staff are appropriately trading in compliance with COVIDSafe directions.

During the event:  Monitor queues to maintain physical distancing. Cease operating if distancing measures cannot be maintained. Ensure staff do not attend work if feeling unwell or demonstrating symptoms.

Cleaning workers

Before the event:  Establish communication plans with event organisers, security, and first aid and utilise appropriate personal protective equipment.

During the event:  Maintain direct communication with security personnel.  Ensure staff do not attend work if feeling unwell or demonstrating symptoms.

Security workers

Before the event
  • Ensure security can monitor crowd movements and density (including static security points, CCTV monitoring, mobile patrols).
  • Develop COVIDSafe protocols for the management of aggression from attendees. This should include crowd management, movement of attendees throughout crowds, and liaison with police.
  • Ensure security staff are trained to work at events in relation to the provision of first-aid.
During the event
  • Have adequate personal protective equipment if engaging with attendees exhibiting possible coronavirus (COVID-19) symptoms.
  • Ensure staff do not attend work if feeling unwell or demonstrating symptoms.

Event specific COVIDSafe controls

Car parks

Before the event

  • Have clearly marked pathways for entry into the event or venue (ingress)
  • Multiple car parking spaces are available and encouraged for use to assist with dispersing crowds.

During the event: Monitor crowd movement and points of congestion.

Ventilation - indoor spaces

Before the event:  Ensure all toured buildings have air flow and ventilation activated prior to event date.

During the event:  Monitor movement of event attendees in indoor spaces – small groups only.  Ensure all toured buildings have air flow and ventilation activated.

Food and beverage preparation and service areas

Before the event
  • Encourage attendees to make electronic payments for food and beverage purchases
  • Close communal self-serve and condiment stations.
During the event
  • Ensure take-away food and drinks are consumed in allocated seats or ‘picnic areas’.
  • Queues not expected due to staggered time starts which will maintain physical distancing.

Other operational  space considerations

Before the event:  Sports teams advised about activity outside prior to entering venue to ensure queues do not cross other foot traffic areas.

During the event:  Clear signage on display for competitors using the Sports Stadium.  Monitor queues to maintain physical distancing and foot traffic flow.