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Conference and function venues

Develop a COVID-19 Safety Plan for your venue to help you create and maintain a safe environment for you, your workers and your customers.

On this page

Under Public Health Orders, you must have a COVID-19 Safety Plan for how your business will keep your customers and workers safe.

You can either:

Updating your plan

You may need to update the plan in the future, as restrictions and advice changes.

The plan available on this page will always be the most recent.

If you have registered as a COVID Safe business online and you update your safety plan, you do not need to register again.

Checklist of matters to be addressed in your COVID-19 Safety Plan

  • Exclude staff and attendees who are unwell from the premises.    
  • Provide staff with information and training on COVID-19, including when to get testedphysical distancing and cleaning.    
  • Make staff aware of their leave entitlements if they are sick or required to self-isolate.
  • Display conditions of entry (website, social media, venue entry).    
  • Consider alternate arrangements for virtual attendance, such as a live stream, for high-risk people.    
  • If you are serving alcohol at your function or conference, consider ways to encourage responsible use, such as limiting bar tabs or drink packages.    

  • Capacity must not exceed one person per 4 square metres of space (excluding staff).
  • For conferences, consider allocating people to topic-specific streams to minimise co-mingling between groups, and allocating specific seating areas to these streams for larger plenary sessions.  
  • For functions, consider allocated seating and encourage people to remain seated as much as possible to minimise co-mingling between seated groups.    
  • Seating must be separated by 1.5 metres. Household or other close contacts do not need to physically distance.
  • If a conference has multiple sessions, consider staggering the start times of different sessions to minimise crowding around the venue.  
  • Reduce crowding wherever possible and promote physical distancing with markers on the floor in areas where people are asked to queue, such as for ticketing or for food or drinks. Use separate doors or rope barriers to mark the entry and exit wherever practical.    
  • Consider strategies to decrease co-mingling between groups during networking events such as restricting these to allocated stream groups or conducting virtually.
  • Ensure alcohol at any event is only served to seated attendees.    
  • High energy dance, as well as singing and wind instruments, can spread COVID-19 if a participant is infected. Additional planning around these activities should be undertaken from a work health and safety perspective, including ensuring 3 metres distance from the audience.
  • If you want to have dancing at the function, make sure to choose a venue that has a dancefloor area with enough space between guests. Think about strategies to avoid crowding on the dancefloor and ensure people do not take alcoholic drinks on the dancefloor. Dancefloors at weddings must be restricted to the wedding couple and wedding party only.
  • Promote online ticket purchasing and electronic ticket checking where possible. Consider whether conference or function registration and information packs can be provided online, such as through an app, or via post.
  • Consider presenting conference posters virtually, such as through an app or website, to prevent crowding in these spaces at the event.
  • Where reasonably practical, ensure staff maintain 1.5 metres physical distancing at all times including at meal breaks and in office or meeting rooms.
  • Use telephone or video for essential staff meetings where practical.
  • Where reasonably practical, stagger start times and breaks for staff members to minimise the risk of close contact.
  • Review regular deliveries and request contactless delivery and invoicing where practical.
  • Have strategies in place to manage gatherings that may occur immediately outside the premises.
  • Coordinate with public transport, where reasonably practical, around strategies to minimise COVID-19 risks associated with transportation to and from the venue for larger events if crowding on public transport may occur.
  • Encourage private transport options to minimise crowding on public transport where practical. Consider whether parking options close to the venue could be discounted or included in the ticket price to support this.

  • Adopt good hand hygiene practices.    
  • Ensure bathrooms are well stocked with hand soap and paper towels or hand dryers.    
  • Have hand sanitiser at key points around the facility, such as entry and exit points.    
  • Avoid self-serve or buffet-style food service.    
  • Clean cutlery and tableware with detergent and hot water, or with a commercial grade dishwasher if available.    
  • Menus must be laminated (clean between use), displayed or be single use.    
  • Clean frequently used areas at least daily with detergent or disinfectant. Clean frequently touched areas and surfaces several times per day.    
  • Maintain disinfectant solutions at an appropriate strength and use in accordance with the manufacturers’ instructions.    
  • Develop strategies to address cleaning of very high-touch surfaces such as door knobs and chair arms. Consider having disinfectant wipes available for patrons to use.    
  • Staff are to wear gloves when cleaning and wash hands thoroughly before and after with soap and water.    
  • Encourage contactless payment options.    

  • Keep a record of name and a mobile number or email address for all staff, attendees and contractors for a period of at least 28 days. For group bookings, one contact is sufficient to support contact tracing. Ensure records are used only for the purposes of tracing COVID-19 infections and are stored confidentially and securely.    
  • Employers should make staff aware of the COVIDSafe app and the benefits of the app to support contact tracing if required.    
  • Cooperate with NSW Health if contacted in relation to a positive case of COVID-19 at your workplace, and notify SafeWork NSW on  13 10 50.    

Become a COVID Safe business

 

Step 1

Download your COVID-19 Safety plan

Download, print and complete the COVID-19 Safety Plan: conference and function venues (PDF, 225.96 KB)


Step 2

Register as a COVID Safe business 

If you've completed and downloaded your COVID-19 Safety Plan, you can register your business as COVID Safe.

Register a COVID Safe business

 


 

Last updated: 1 July 2020

 

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