Required fields are marked with asterisks (*)

Welcome

Before any individual or organization can host a special event in a Township facility, a safety plan must be developed to ensure all relevant public health guidelines and requirements are in place to reduce the risk of transmission of COVID-19.

A COVID-19 Event Organizer Safety Plan must be completed by the event organizer and approved by the Township of Havelock-Belmont-Methuen Staff prior to the event.

The Safety Plan should be completed with the understanding that Peterborough Public Health Unit area is in Step 3 of the Provincial Reopening Framework.

Please follow the steps below to assist you in completing the safety plan:

Review Ontario's Reopening Plan
Review Peterborough Public Health's COVID-19 information for meetings and events.
Complete the Event Organizer Safety Plan form below and “submit” for review and approval.

Event Information

Event Name

Event Organizer (Legal Entity)

Event Date

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Event Main Contact Information

A designated event organizer must be identified to oversee activities and ensure public health guidelines are followed:

First Name

Last Name

Address

City

Postal Code

Phone Number

Email Address

Outdoor Gathering Occupancy Limits

Capacity limits for organized events and social gatherings are as follows:

private gatherings: 100 people
staffed business/organizations: 75% of a the defined event area
religious ceremonies/wedding ceremonies: A defined event area where 2 metres distance can be maintained

How many people will be in attendance at your event? Explain how you will comply with the gathering limit regulations:

Screening

Patron Screening Tool, Worker Screening Tool, Passive Screening Signage

Businesses and Organizations are required to actively screen their staff/workers using the worker screening tool. It is highly recommended that organizations actively screen their attendees/customers using the patron screening tool. Organizations are required to post passive screening signage at the entrance of the facility.

Private events and gatherings: Active screening is highly recommended for all event attendees using the patron screening tool. It is also highly recommended that passive screening signage must be posted by event organizer.

When Actively Screening your event attendees you have 2 options:

Option 1: E-mail/text the patron/customer screening link to the event attendees (on event day) and they will have 3 options once they complete it. They can:

E-mail you their response
Save the response as a PDF and show you before they enter
Print it off and show you before they enter

Option 2: Print a hard copy of the screening tool and ask them the questions in-person before they enter. Hard copy screening tool

Explain how you will ensure that the screening protocols are followed

Masks

It is strongly recommended that all individuals wear a mask in outdoor spaces where physical distancing of at least 2 metres may become a challenge or is not possible.

Explain how you will ensure that your event attendees are following mask protocols

Cleaning and Sanitization

Hand sanitizer containing at least 60% alcohol content must be available at facility entrance and exit.

Township parks and pavilions are open to the public before and after your event and therefore are not sanitized prior to your use. It is the event organizers responsibility to clean and disinfect frequently touched surfaces.

Explain how your event will ensure that cleaning and sanitizing regulations are followed

Physical Distancing

Physical distancing of at least 2-metres is strongly recommended to control crowding at your event. For some event activities, physical distancing is a requirement.

Explain how you will ensure that all attendees follow proper physical distancing protocols

Contact Tracing

Contact Tracing is required for all outdoor special events where the name and contact information (phone number) of every person that attends is recorded and records are maintained for at least one month. Contact tracing is highly recommended for outdoor concerts, theatres performances and cinemas.

Explain how you will implement contact tracing, if required.

Posting Safety Plan

I acknowledge that as the event organizer I am required to post my approved safety plan in a conspicuous place for all attendees and/or staff to see.

Yes

Live Entertainment or Music Instruction

Any live entertainment or music instruction must ensure physical distancing of two metres is maintained at all times.

Do you plan to have live entertainment or music instruction at your event?

Yes

Tent or Canopies

Any tents or canopies erected must have at least two full sides of the entire outdoor area open to the outdoors and are not substantially blocked by any walls or other impermeable physical barriers.

Do you plan to have tents or canopies at your event?

Yes

Food & Beverages

Note: If your event includes buffet style or potluck meals masks/face coverings are required to be worn, and a physical distance of at least two metres maintained when people are in the lineup. It is highly recommended that hand sanitizer be used prior to patrons handling utensils at the buffet.

Do you plan to offer or provide food at your event?

Yes

Outdoor Concert, Theatre Performance or Cinema

Is your event an outdoor concert, theatre performance or cinema?

Yes

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