COVID-Safe Event Checklist

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 a high-level 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.

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.