COVIDSafe Events Plan

Royal Exhibition Building

Museums Victoria actively promotes the management of a COVIDSafe environment for all visitors and staff. Our COVIDSafe plans reflect the most up to date public health directions from the Victorian Government and Department of Health and Human Services (DHHS).

Museum Spaces is committed to best-practice industry standards and will work with you to ensure the safe delivery and operation of events held in our spaces. Our number one priority is the health, and safety of you and your team, exhibitors, attendees, vendors, delegates, contractors and venue staff.

As a venue we have outlined here the steps we are taking to reduce the risks of transmission and to provide safe and secure event spaces. This guidance also outlines client responsibilities consistent with current direction from the Victorian Government.

Event Organisers

If you are planning a public event in Victoria, it is your legal responsibility to ensure that you are designing a COVIDSafe event that does not risk the spread of coronavirus (COVID-19).

It is the responsibility of the event organiser to ensure that workers, including volunteers, vendors and contractors, understand and comply with COVIDSafe work practices, including training in COVIDSafe behaviours.

All public events must comply with the requirements of the Public Events Framework, including the attendee limits and density requirements. Depending on the scale and risk involved in running the public event, the event organiser must seek approval from the Victorian Government to run the event and provide evidence this approval has been granted.

The Victorian Government has established a process to review and approve events, ensuring public event organisers consider the appropriate infection prevention controls and public health advice as part of their planning and delivery of events.

Please speak to a member of our team should you require clarification about where your event sits in the current Victorian Government Public Events Framework. Information about the Victorian Government’s public events information for organisers can also be viewed here.

Steps for Prevention

Physical Distancing • PPE • Hygiene & Cleaning • Communication • Record Keeping

Hygiene & Cleaning

Before & After Your Event: The Royal Exhibition Building (REB) will be deep cleaned before and after each event. A deep clean includes a thorough clean of the REB floors as well as infection control cleaning of each hired space. This clean will be done by our preferred cleaning supplier and will be completed before you arrive.

During Your Event: The Event Organiser must appoint a dedicated cleaning supplier, develop and implement a cleaning schedule to ensure frequent cleaning and disinfection of high touch surfaces and bathroom facilities in accordance with government directives. Our team will work with your cleaning supplier to develop the necessary cleaning requirements in the planning phase.

Hygiene: The REB has Sanitiser Stations in place at key entrance points to the building. Events will need to establish hygiene stations (with hand sanitiser) at entrances and throughout the venue to encourage hand hygiene of workers and attendees in line with the event build and event activities.

Our team are here to work through your floorplans with you to ensure additional hygiene measures are in place.

Physical Distancing

The Museum Spaces Team will work with you and your team to ensure your floorplan meets physical distancing compliance and demonstrates safe and considered actions for prevention of transmission. Capacities of spaces must also be in line with government regulations at the time.

Patron flow, queuing and ticketing will need to be reviewed to minimize build-up of persons entering and leaving a space.

A signage plan will need to be developed in line with your overall floorplan to support physical distancing consistent with event activities. Signs and/or floor markings need to show:

  • Patron limits at the entrance of enclosed areas where limits apply
  • Pathways to ensure patron flow, including separation of entrances & exits
  • Hygiene requirements
  • Physical distancing

Record Keeping

As per government directives you must keep records of all people who enter and spend longer than 15 minutes onsite for contact tracing purposes. The event’s record keeping system must:

  • Commence as soon as the Hire License Period (HLP) starts
  • Record the name, phone number and area for each attendee (including, event staff, contractors, operational times and bump in/out) in a way that complies with privacy obligations
  • Ensure attendee contact details are available to the event organiser and DHHS to facilitate contact tracing if required
  • Used by everyone each time they enter the building
  • Entail privacy provisions required to support this process including the destruction of records after 28 days

At Museums Victoria we have our own QR code and this must be used by all events hosted across all of our sites.

Incident Management

Museums Victoria has developed an incident management plan specific to our sites, activities and in line with Government directives. Our Event Planners will work with you and your team to integrate your event incident management plan into our venue incident management plan.

PPE

Everyone onsite must adhere to current government regulations in regards to the wearing of PPE.

Fitted Face Coverings: Please note from Sunday 17 January 2021, it is no longer mandatory to wear a face covering in most environments. A suitable face covering must however always be carried and should be used when physical distancing is difficult to maintain.

The REB provides easy access to hand washing facilities or hand sanitiser stations, and event organisers are required to consider any additional facilities and stations required in line with event activities.

Communication

Communication around COVIDsafe measures is vital to ensure all stakeholders are effective in actively preventing the spread of COVID-19.

Before Your Event

Develop processes and materials to ensure that workers and volunteers attending the event are provided education and guidance on physical distancing, good personal hygiene and staying home from work if feeling unwell.

Event organisers must communicate the following public health messages to attendees:

  • Each attendee is asked to do a symptom self-assessment prior to leaving home and not attend if they are unwell or have been instructed to isolate or quarantine.
  • Attendees must maintain at least 1.5m physical distance between those from other groups at all times.
  • To minimise movement, attendees must stay within their allocated spaces or seats where practical.
  • Requirements for face covering, observe cough etiquette and personal hygiene measures.
  • A reminder of public health measures must be included in the ticketing sales process, visible on the ticket or as an email reminder.

During Your Event

During the event, event organisers are required regularly reinforce public health messages – use broadcast messages, signage, and workers/volunteers to communicate this information with attendees.

Capacities

Venue Area Size (m2) Max Patrons at 4m2pp Max Patrons at 2m2pp
Melbourne Museum Plaza:
Full Plaza – Outdoor 7,850 1,962 3,925
Royal Exhibition Building:
Ground Floor 6,400 1,600 3,200
Gallery Level 4,600 1,150 2,300
Eastern Forecourt – Outdoors 2,110 527 1,050
Western Forecourt – Outdoors 2,110 527 1,050

Do not hesitate to get in touch with the Museums Spaces team should you require support, assistance or clarification about any aspect of these guidelines in relation to your event.

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