COVID-Safe Event Checklist

As COVID-19 restrictions ease and events and gatherings pick up pace amongst Australian communities, whether you are planning a corporate function, local sports event, or another small to medium-sized event, there are various health, safety and risk considerations and actions needed to ensure a COVID safe environment for both workers and attendees.

To help organisers and promoters plan ahead and be equipped with the right tools to develop a COVID safe environment at the next event, Marsh has created an easy-to-use checklist to get you started. 

Health and Safety

• Arranged personal protective equipment (PPE) for the workforce, volunteers and contractors.
• Up-to-date on the latest event advice and restrictions provided by government officials.
• Arranged regular cleaning and sanitising stations throughout the venue for workforce and attendees.
• Included the latest information relating to public health advice in pre-event communications.
• Checked signage requirements and confirm if signage is supplied by the venue or to be arranged by the event organiser.
• Completed workforce training highlighting the COVID safe plan.

Venues

• Considered density ratios and revised seating plans leading to limited capacity.
• Developed queueing arrangements – external and internal.
• Reconfigured restrooms for physical distancing.
• Ensured social distancing restrictions are maintained when arranging transportation for attendees.
• Gained access to deep clean and maintenance schedules at the venue including ensuring statutory inspections are still up-to-date.

Financial and Management

• Venue use agreements – revisions made to ensure the venue is compliant with government recommendations relating to COVID-19.
• Revision of ticket refund policy/terms and conditions.
• Extended or renewed sponsorship and licensing contracts if change of event date is required.

Catering

• Pre-packaged automated concessions vs. self-serve.
• Safety requirements shared with caterers in advance of the event.
• Hygiene safety – increased standards/revised policies and procedures in place.
• Workforce training policy on standards, monitoring and compliance.

Technology

• Ticketless access – e-tickets vs. paper tickets.
• Considered accepting card only payment vs. cash payments.
• Screening technology required at the entry for attendees.

Travel

• Checked if any attendees are travelling from known regions/countries or “hot spots” with outbreaks.

Medical

• Pre-screening requirements in place including temperature monitoring for staff and attendees.
• Enhanced access to medical teams.
• Isolation capabilities established.
• Protocols for suspected and confirmed persons with symptoms organised.
• Developed pre-event health declarations upon entry.
• Contact information on-hand for local public health authorities.

Supply chains

• Confirmed availability of venue vendors, suppliers and contractors.
• Planned for delays – contact vendor or suppliers to determine if orders and bookings need to be made earlier than normal due to updated COVID-19 delivery time frames.
• Requested a copy or details of the vendor or supplier business continuity plans for workforce shortages and delivery/ overlay impacts.

Security

• Ensured emergency evacuation plans are still fit for purpose.
• Stewarding availability if the event needs to move attendees from one area of a venue to another.
• Access control support organised – the refusal of entry due to medical screening.
• Virus tracing set up to help track who is in the venue.

A printable version of the checklist is available for download.

It’s important to note that this checklist does not act as a substitute for official government resources and guidelines. Marsh strongly recommends you regularly check government websites for the latest event guidelines and restrictions.

If you would like to obtain an insurance quotation for your event, please visit here.

If you have any questions in relation to this article or would like to discuss your event, please contact your Marsh representative or contact us here.

Please note: This document and any recommendations, analysis, or advice provided by Marsh (collectively, the ‘Marsh Analysis’) are not intended to be taken as advice regarding any individual situation and should not be relied upon as such. Any statements concerning legal matters are based solely on our experience as insurance brokers and risk consultants and are not to be relied upon as legal advice, for which you should consult your own professional advisors. The information contained herein is based on sources we believe reliable, but we make no representation or warranty as to its accuracy. Except as may be set forth in an agreement between you and Marsh, Marsh shall have no obligation to update the Marsh Analysis and shall have no liability to you or any other party with regard to the Marsh Analysis or to any services provided by a third party to you or Marsh. LCPA: 20/619