GCCEC SITE-SPECIFIC COVID SAFE GUIDELINES Site Specific CovidSafe... · GCCEC SITE-SPECIFIC COVID SAFE GUIDELINES OCT 2020 The Gold Coast Convention and Exhibition Centre (GCCEC)

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GCCEC SITE-SPECIFIC COVID SAFE GUIDELINES NOV 2020

GCCEC SITE-SPECIFICCOVID SAFE GUIDELINES

NOV 2020

COVIDSAFE

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INDEX


A Conducting Business 3

B Framework 5

C Social Distancing 6

D General Venue 7

E Food and Beverage Service 8

F Hygiene 8

G Cleaning 9

H Conditions Of Entry 10

I Pre-Event Contracts 11

J Event Guests 11

K Loading Dock - Deliveries 12

L Record Keeping 12

M Customer Interaction 13

N Food and Beverage 14

O Concession Outlet 14

P Event Planning 15

Q Suppliers and Contractors 16

R Payment Services 16

S Visitor Flow Management 17

T Client and Contractor Compliance Requirements 18

U Egress and Emergency Evacuation 18

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A. CONDUCTING BUSINESS

The Gold Coast Convention and Exhibition Centre (GCCEC) Site-Specific COVID Safe Guidelines have been prepared in response to the COVID pandemic and are consistent with guidance provided by the Australian Government and Queensland Government authorities. These guidelines have been designed to ensure our customers and contractors have a clear understanding of the expectation when attending the GCCEC. These guidelines underpin the approved GCCEC Site-Specific COVID Safe Plan approved by the Health authorities of the Queensland Government.

The safety and wellbeing of our guests, team members, partners and community are our top priority at the Centre. This document outlines the implementation of initiatives that minimise risks relating to COVID-19. Measures include social distancing and customer interaction policies, heightened cleaning and hygiene, training, emergency response and compliance.

A dedicated COVID-19 Task Force will focus on the continuous improvement of this plan including the effectiveness of control measures and transition from one stage of control to another. This will involve the sharing of information, best practice and experience both within the organisation and across industry.

GCCEC’s Site-Specific COVID Safe Guidelines follow the SafeWork Australia guideline in its operational procedures and is registered with QTIC’s (Queensland Tourism Industry Council) COVID Clean program, recently adopted in the Queensland Tourism & Accommodation Industry Approved COVID Safe Plan. Our approved Site-Specific COVID Safe Plan has been developed in consultation with GCCEC team members through collaborative meetings and the integration of department safety policies and social distancing procedures integrated into the COVID safe plan. This plan underpins these advertised guidelines.

The GCCEC plan has been developed following guidelines outlined by Queensland Government and GCCEC member associations such as BECA (Business Events Council of Australia) AIPC (International Association of Convention Centres) and ICCA’s (International Congress & Convention Association) Good Practice Guidance for Re-Opening Business Events.

The plan has been developed following a business wide risk assessment (based on a 3-step framework for a COVID Safe Australia) as it relates to COVID-19. Risk Assessment developed. The risk control strategies address the public health measures outlined in the framework ensuring physical distancing, hygiene and restrictions on mass gatherings are adhered to.

GCCEC will take all reasonable steps to provide the safest possible workplace for our team members, contractors, visitors and guests. The COVID-19 Risk Assessment will be subject to ongoing review and where required controls adjusted to prevent harm to health.

These Guidelines will be shared with clients, contractors, team members and available via request from the Gold Coast Convention and Exhibition Centre.

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The Gold Coast Convention and Exhibition Centre (GCCEC) has re-opened facilities with enhanced control and management processes. We’re implementing best practice initiatives to minimise risks relating to COVID-19. These protocols are subject to change in accordance with Australian and Queensland Goverment health and safety regulations.

COVID safe entry requirements

Physical distancing protocols

Good hygiene practices

Increased cleaning and ventilation

Safe food service

Onsite PPE available

COVID safe team training

COVID safe approved venue

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B. FRAMEWORK

GCCEC has re-opened facilities with best practice control and management processes that ensure the venue can operate safely. We will continue to monitor the COVID-19 situation and review and adjust risk management responses accordingly.

Checks and preparation for reopening to manage COVID related risks:

» Workplace hazards (such as potential for transmission on the worksite or hazards resulting from a worker who tests positive for COVID-19 infection)

» Customer aggression - determine who might be harmed, and how (including workers and any other individuals in the workplace)

» Psychosocial risks

Risk management measures and policies include:

» Social distancing

» Personal and hand hygiene

» Workplace cleaning – frequently touched areas and routine cleaning

» Appropriate use of personal protective equipment (PPE)

» Management of psychosocial risks, including customer/patron aggression

» Communication, consultation, instruction, training and supervision of workers and their representatives (HSRs, union representatives)

» Consideration of deliveries, contractors and visitors attending the premises

» Signage

» Record keeping


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Social distancing control measures action the current regulation of a minimum of 1.5 metres social distance between persons (whenever possible) or an allowance of two square metres of space for each person in all areas.

Seated, ticketed functions can operate at 100% of seated venue capacity with patrons advised to wear masks on entry and exit. Dancing permitted in outdoor areas only.

All access, customer interaction, floor plans and meal service measures have been based on current regulations. GCCEC security and team members will monitor.

Signage and physical barriers have been installed to control the movement/flow, monitored by CCTV, security and COVID marshals. Furniture has been repositioned in all common areas and is planned per event, dependent on event type and number of attendees.

C. SOCIAL DISTANCING


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D. GENERAL VENUE

• Restricted and monitored access to the Centre:

» No access to the general public

» Access only to registered visitors

» Limited access points to Centre (1-3 depending on events in house) manned by team members to enable capacity monitoring

» Crowd control – calculated maximum numbers of people per area – security to enforce via security rounds, CCTV, people counting app (real time monitoring and data capture)

» Staggered arrival and registration times of guests and team – guests times to be arranged with the client

» Guests to be directed directly to event to avoid co-mingling

• Limited numbers in lifts:

» Calculated maximum numbers of people per area determined by two square metres per person and 1.5 metre distancing. Public space lifts are limited to a capacity of two persons per lift or those of the same household. Signage outside and inside lifts stating maximum capacity

• Signage, digital screens and barriers to:

» Outline minimum social distancing in queues, elevators, lobbies and common areas

» Discourage handshaking and other physical greetings

» Encourage download of COVID-19 Safe App

» Control movement of people

• Proactive security and enforcement of social distancing

• Implementation of cashless payment options

• A revised maximum capacity for all common areas, signed per area

• Installation of signage and floor decals to outline minimum social distancing

• Roving safety ambassadors of social distancing

• Monitoring by CCTV

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E. FOOD & BEVERAGE SERVICE

F. HYGIENE

• Strict adherence to all social distancing measures and limit of one person per two square metres in all areas or 1.5 metres between people around food service areas (whenever possible).

• The GCCEC Food Safety Manual, as approved by the City of Gold Coast Council, adheres to the Food Act 2006 in monitoring all food safety throughout the venue.

• Reconfiguration of venue tables, seating and other furniture to ensure minimum distancing

• Installation of floor decals to outline minimum social distancing in queues

• Proactive security and safety ambassadors for enforcement of social distancing

• Increase in food service points for social distancing purposes where applicable

• Large designated food service areas to manage guests flow and social distancing where applicable

• Alcohol-based hand sanitiser and hand washing stations are available throughout the venue, including in foyers, as well as no-touch rubbish bins. We are using 70% alcohol-based hand sanitiser dispensed from a touchless wall mounted dispenser refillable with sealed pods. Hand washing stations are fitted with paper towels and bins.

• Hygiene reminder messages: » GCCEC is playing audio announcements over the PA system at

regular intervals » Print signage is throughout the building – in bathrooms, team

areas, back of house, meeting rooms » Digital signage is displayed on screens on a loop


G. CLEANING

• GCCEC is cleaned and sanitised in accordance with Safe Work Australia COVID-19 guidelines, outlined in GCCEC COVID-19 cleaning policies for meeting rooms, toilet blocks and public areas

• Cleaning is carried out as per above guidelines of daily and up to hourly during events

• GCCEC uses Oasis Pro 66, a hospital grade cleaner and disinfectant. Dispensed at a dilution rate of 1:32. Used for all general cleaning and disinfection of bathrooms and common areas.

• GCCEC uses ECOLAB Cleanshot - a food grade sanitiser. Used from a “Ready to Use” sealed spray bottle, (no dilution or decanting required). Used in food preparation areas

• Increased cleaning / sanitising rotation of touch points, staff changing rooms, rest rooms, offices, foyer tables and chairs, loading docks

• Provision of cleaning products including 70% alcohol-based wipes to all team areas

• Tissues and bins for hygienic disposal along with supporting signage on coughing etiquette will be made available both front and back of house

• Additional front of house team members will be deployed for the purposes of cleaning and sanitising high touch areas and surfaces

• Increased sanitisation of shared audio-visual items such as microphones and lecterns

• All common touch points will be regularly sanitised

• Alcohol-based hand sanitiser from sensor operated dispensers have been placed at key entrances

• Prominent signage promoting good hand hygiene will be displayed throughout the venue at entry points, public areas, hired event spaces and restrooms

• The GCCEC Food Safety Manual, as approved by the City of Gold Coast Council, adheres to the Food Act 2006 in monitoring all food safety throughout the venue.

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H. CONDITIONS OF ENTRY

• There will be no access to the general public unless attending a consumer event. All visitors to the Centre must be registered and adhere to strict COVID-19 Safe Protocols

• Signage stating conditions of entry is at all entry points to GCCEC and clearly communicated to each client prior to the event. Clients must also communicate conditions of entry to event delegates

• Entry and exit to and from the building will be managed by people counters, staggered registration times, entry and exit barriers and directional signage. As each event is different at the venue, this will be uniquely planned for every event dependent on numbers and type of event

• The building is surrounded by external terraces, where visitors can wait, adhering to one person per four square metres – to be signed and monitored by security and CCTV

• Security will man the identified entry and exit points and their responsibilities of greeting guests, controlling numbers, ensuring that people flow is adhered to, and looking for visible signs of COVID-19 symptoms

• Records of visitors to events will be held with the client in the form of pre-registration and numbers provided to GCCEC prior to event

• Security/per event is event specific, risk assessed and sometimes dependent on the client requirements. All events will have a minimum of 5 licenced security guards (COVID safety marshals). In addition to this standard security team, additional guards will be deployed at entry points and event doors to enforce COVID protocols (particularly physical distancing, health screening)

MAIN ENTRY MARSHAL » Greeting guests to the Centre » Using people counters count the number of people entering and

exiting the Centre and provide the numbers to control when requested

» Looking for visible signs of flu like symptoms (sneezing, coughing, fever, generally looking unwell)

» Providing instructions to guests as to where to go and to keep their social distancing

EVENT ENTRY MARSHAL » Greeting guests to the Centre » Using people counters to count the number of people entering

and exiting the event and provide the numbers to control » Security are to ensure the guests are maintaining social distancing

while queuing to enter the event » Security are to check the guest accreditation (random ID checks

may be required to ensure the accreditation matches the guest name when directed by event managers)

CONTROL ROOM / ROVER » The control room operator is to monitor the CCTV for gatherings

of people not following social distancing requirements and dispatching the Rover to attend (large groups of 10 or more people)

» Control will get an hourly update of numbers from the main entry and record the numbers on the log

» Control will get an hourly update of numbers from the event doors and record the numbers on the log

» Control room operator and Rover will monitor the glass perimeter bump doors constantly to ensure they remain closed. Additional team members will be rostered for larger events to assist with this

» The Rover will perform regular checks of the public bathrooms, they will be looking for overcrowding and people not adhering to social distancing requirements


I . PRE-EVENT CONTRACTS

J. EVENT GUESTS

• All clients are required to provide information to GCCEC pertaining to their own COVID-19 strategies/management plan

• Compliance to COVID-19 venue directions are included in our existing contract references to State and Federal laws and regulations and venue directives

• Clients to distribute COVID-19 information to their registered event attendees and exhibitors

• Clients will ensure delegates if in transit or having passed through high risk countries/regions, or if individuals have been in close contact with a proven case of coronavirus and/or are unwell should not attend the event

• Clients to provide delegate numbers to the event manager for each day to ensure adequate cleaning and security

• All clients are required to provide information to GCCEC pertaining to their own COVID-19 strategies/management plan

• Compliance to COVID-19 venue directions are included in our existing contract references to State and Federal laws and regulations and venue directives

• Clients to distribute COVID-19 information to their registered event attendees and exhibitors

• Clients will ensure delegates if in transit or having passed through high risk countries/regions, or if individuals have been in close contact with a proven case of coronavirus and/or are unwell should not attend the event

• Clients to provide delegate numbers to the event manager for each day to ensure adequate cleaning and security

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K. LOADING DOCK – DELIVERIES

L. RECORD KEEPING

• Registration of all visitors to the Centre

• All visitors encouraged to download the COVID-19 Safe app• All deliveries and collections via loading dock only• Drivers to remain in vehicles at dock until security in attendance

• Additional security at dock during bump in and bump out of events

• Security will look for visible COVID-19 symptoms – no entry to visitors who appear unwell

• No external access to kitchen areas

• Event organisers will be required to pre-register all guests for events• Contact information will be kept for customers, workers and any

contractors for a period of at least 56 days

• This will include name, email (or if no email, physical address) and mobile phone number

• Records are to be used only for the purposes of tracing COVID-19 infections and are captured and stored confidentially and securely

• Records of guests are held with the client but will be made accessible

• Contractors attendance via contractor management processes

CLEANING (RECORD KEEPING) » Cleaning rotation set by supervisor and compliance monitored

by UniGuard virtual centre that provides updates and real time monitoring of cleaning

» UniGuard proximity dots are installed throughout the venue. These are scanned by cleaning staff and the information from the proximity dots is stored online and accessed through the website

» The tasks are checked daily by a cleaning supervisor who signs them off on a daily task sheet


M. CUSTOMER INTERACTION

• Social distancing, hygiene and cleaning measures and reminders are implemented throughout the venue

» Updated COVID-19 information for visitors will be prominently displayed with messages on social distancing, hand hygiene, not to come on site if you are unwell and what to do if you feel unwell during your visit

» Strict adherence to all social distancing measures will be enforced with a limit of one person per two square metres in all areas or 1.5 metres between people (whenever possible), unless seated

» Floor decals indicating maximum numbers allowed will be present in lifts, outside restrooms, and on escalator indicating safe distances

» Event room doors will be opened well before the session starts to minimise touch points on the door and maintain social distancing in and around the doorway

» Event room doors will be opened well before the session concludes to minimise touch points on the door and maintain social distancing in and around the doorway

» Support signage will show GCCEC accreditations and Government COVID-19 regulatory advice source

» GCCEC reserves the right to refuse entry to a guest showing signs of COVID-19 – this is monitored by GCCEC trained security and COVID marshals

» Signage placed at entry points re conditions of entry

» Dancing permitted in outdoor areas only

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N. FOOD AND BEVERAGE

O. CONCESSION OUTLET

• Food and Beverage team to adhere to strict service guidelines

• Food and Beverage team to adhere to strict clearing guidelines requiring gloves

• No table buffets

• Elimination of guest food handling. Self-service buffets/stations will not be offered as a service style for food and beverage. All stations to be manned by GCCEC team members and served to guests

• Multiple food service options have been engineered to enable flexibility in how food can be served individually and adhering to social distancing regulations. This will be pre-mapped per event type and numbers

• Payments only received through contactless payment options

• Concession outlets including Kombi Cafe to be opened depending on business requirements

• Tables and seating will be distanced according to current lockdown restriction

• No-touch electronic menus will be available via screens

• Implementation of cashless transactions


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6EVENT NAME:Enter the event name here

FILE NAME:ARENA 2 - BANQUET STYLE SET - COVID 19 SOCIAL DISTANCING PLAN TABLES OF 4 - MARKETING.VSDX

EVENT DATE:Enter the event date here

DRAWN BY:Wade Russell

SCALE:

Add notes here0m6m10m20m PLAN REVISED:1.09.2020 11:36:21

EVENT SPACE:ARENA SEATINGNOTES:

315 Chairs

495 Chairs

295 Chairs

115 Chairs

95 Chairs

1.50m

Entry

Exit

Entry

Exit

335 Chairs

475 Chairs

275 Chairs

135 Chairs

75 Chairs

355 Chairs

455 Chairs

255 Chairs

155 Chairs

55 Chairs

1.50m

375 Chairs

435 Chairs

235 Chairs

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415 Chairs

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6EVENT NAME:Enter the event name here

FILE NAME:ARENA 2 - SURF GIRL AWARDS DINNER 2020 - BANQUET STYLE SEATING - 200 PAX - 30-07-20 V2.VSDX

EVENT DATE:Enter the event date here

DRAWN BY:Wade Russell

SCALE:

Add notes here0m6m10m20m

PLAN REVISED:26.08.2020 16:58:09

EVENT SPACE:ARENA SEATINGNOTES:

Lectern

Entry

Exit

Entry

10 Chairs1

204 Chairs

104 Chairs

304 Chairs

404 Chairs

1.50m

24 Chairs

224 Chairs

184 Chairs

384 Chairs

44 Chairs

244 Chairs

164 Chairs

364 Chairs

64 Chairs

264 Chairs

144 Chairs

344 Chairs

84 Chairs

284 Chairs

124 Chairs

324 Chairs

1.50m

504 Chairs

424 Chairs

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Exit

P. EVENT PLANNING

• GCCEC will work with the client to ensure there is communication with delegates, visitors, exhibitors and stand builders about social distancing measures to ensure compliance on site

• Dedicated team members will be detailed to the event and shall monitor social distancing and room capacities

• Contractors and clients will be required to provide a COVID safe plan to GCCEC

• Clients will be encouraged to use self check-in registrations systems or print at home where possible

• Clients will be encouraged to extend show opening hours to enable more people to be spread out over more time slots during the day and or into the evening, optimising distancing requirements

• Each event shall undertake an assessment to determine frequency and high-risk cleaning and security requirements during the event

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EXHIBITION SPECIFIC » Staggered bump in and out for large events will be enforced with

a limited number of custom stand builders and others on the floor at any one time

» Revised capacities and the requirement for additional square meterage to be reviewed by GCCEC safety

» Dedicated team member to monitor social distancing and room capacity

» Increased spacing of booths with larger aisles » Maximum of 2 exhibitors per 3x3m site (9m2). Only one delegate

permitted to meet with an exhibitor at a time » Clients will be encouraged to stagger attendee registration times » Portable wash stations will be made available for hire and

installed into applicable exhibitions/ events » Sanitiser stations incorporated into floorplans, and at the entry

ITE SPECIFIC COVID SAFE GUIDELINES NOV 2020

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EVENT DATE: Enter the event date here

DRAWN BY: Wade Russell

SCALE:

Add notes here0m 6m 10m 20mPLAN REVISED: 1.09.2020 11:36:21

EVENT SPACE: ARENA SEATING NOTES:

315 Chairs

495 Chairs

295 Chairs

115 Chairs

95 Chairs

1.50m

Entry

Exit

Entry

Exit

335 Chairs

475 Chairs

275 Chairs

135 Chairs

75 Chairs

355 Chairs

455 Chairs

255 Chairs

155 Chairs

55 Chairs

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m

375 Chairs

435 Chairs

235 Chairs

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395 Chairs

415 Chairs

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195 Chairs

15 Chairs

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6EVENT NAME: Enter the event name here


EVENT DATE: Enter the event date here

DRAWN BY: Wade Russell

SCALE:

Add notes here0m 6m 10m 20mPLAN REVISED: 1.09.2020 11:36:21

EVENT SPACE: ARENA SEATING NOTES:

315 Chairs

495 Chairs

295 Chairs

115 Chairs

95 Chairs

1.50m

Entry

Exit

Entry

Exit

335 Chairs

475 Chairs

275 Chairs

135 Chairs

75 Chairs

355 Chairs

455 Chairs

255 Chairs

155 Chairs

55 Chairs

1.50

m

375 Chairs

435 Chairs

235 Chairs

175 Chairs

35 Chairs

395 Chairs

415 Chairs

215 Chairs

195 Chairs

15 Chairs

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• All suppliers are required to sign a disclosure pertaining to their own COVID-19 strategies and adherence to our internal policies prior to recommencing supply to the Centre

• GCCEC contractor induction will be updated to include COVID-19 specific information that must be followed once on site

• Suppliers are to follow designated delivery times, determined by the venue

• Only one vehicle will be permitted to deliver or unload on the catering loading dock at any one time

• Only suppliers who have appointments and have completed the GCCEC contractor induction can pass the loading dock and must be met by a GCCEC departmental representative

• A registration / log will be kept and completed for approved suppliers / contractors egressing past the loading dock

• All drivers must wash hands thoroughly at the hand wash station before handling / unloading goods

• Suppliers will be encouraged to use electronic paperwork where practical

• Implementation of cashless transactions – café, car park, food outlets, business centre

• Installation of floor decals and stanchions to ensure minimum social distancing in queues

Q. SUPPLIERS AND CONTRACTORS

R. PAYMENT SERVICES


S. VISITOR FLOW MANAGEMENT

• Social distancing measures implemented throughout the Centre

• All areas have been measured and maximum capacities have been calculated per area

• Designated, manned and limited access points to Centre - security at all points of entry

• Tracking of crowd movements in real time - GCCEC will deploy a real time people counting solution to safely monitor the amount of people on site, and using a risk based approach to monitor each individual room. Using a cloudbased technology platform and devices connected to the internet, multiple entry and exit points are monitored in real time. Devices continuously sync for accurate capacity counts and operational visibility. Visual in-app and dashboard alerts notify staff when the site or individual rooms are approaching capacity based on configurable thresholds. All current and historical data can be easily exported for reporting

• Crowd control based on four square metre guidance for internal areas and two square metre guidance for outdoor areas - calculated maximum numbers of people per area has been signed in all areas throughout building, front and back of house

• Event programs adjusted around human movement (staggered arrival time for guests)

• Introduction of barriers and floor markers to indicate space regulations for all queues and communal spaces (e.g. entrance halls, registration desks, catering outlets and toilets)

• Signage outside of events spaces reminding guests and team of appropriate social distancing guidelines

• Roving security and safety ambassadors to monitor social distancing within all spaces

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E• Client informed of maximum room capacities

• Client and contractors will submit a COVID-19 plan with their SWM’s and manage the build while maintaining compliance of their plan

• GCCEC teams will manage the total numbers in the rooms and will conduct spot check on the contractors to ensure compliance of WHS and COVID-19 safety

T. CLIENT AND CONTRACTOR

U. EGRESS AND

COMPLIANCE REQUIREMENTS

EMERGENCY EVACUATION

GENERAL EGRESS » Temporary barricades and signage have been placed at entry and

exit points to maintain social distancing

ADMINISTRATION AND RECEPTION AREAS » Floor decals and signage are in place to identify 1.5 metres

distancing requirements at queue areas (e.g. photocopiers, shared kitchen facilities)

» A revised maximum occupation capacity has been implemented and signed by posters for all internal meeting rooms

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Documents

GCCEC SITE-SPECIFIC COVID SAFE GUIDELINES Site Specific CovidSafe... · GCCEC SITE-SPECIFIC COVID SAFE GUIDELINES OCT 2020 The Gold Coast Convention and Exhibition Centre (GCCEC)