From: COVIDSafeEvents <This email address is being protected from spambots. You need JavaScript enabled to view it.>
Date: Mon, 15 Feb 2021 at 12:25
Subject: Re: Fw: Submission from This email address is being protected from spambots. You need JavaScript enabled to view it. for event: Ballarat Gift 2021
To: <This email address is being protected from spambots. You need JavaScript enabled to view it.>

Hi Sue Anderson,

Thank you for updating us with the new details for your event.

These new details have been updated in our records. For your records, your receipt number for the event Ballarat Gift 2021 is 1089.

If there are any further changes to your event, or you have any questions, please contact our team at This email address is being protected from spambots. You need JavaScript enabled to view it..

Kind regards,

DJPR Public Events Team

Department of Jobs, Precincts and Regions

14/02/21- Advised DJPR of postphonement and then new date of 7th and 8th March
Thank you for submitting your COVIDSafe Event Checklist for Ballarat Gift 2021 on the 13th of February 2021. Your COVIDSafe Event has been registered with the Department of Jobs Precincts and Regions (DJPR).
Tier 3 events do not require formal DJPR approval, however a copy of this COVIDSafe Event Checklist must be published on your organisation's website, Facebook page or other social media page, to ensure attendees understand the event is registered and that you have undertaken COVIDSafe measures for your event.
Please ensure that you publish this online prior to the event and adhere to the requirements described in the Public Events Framework, your COVIDSafe Events Checklist, and government public health directions.
You must also comply with all other required licences, approvals and permits as you run your COVIDSafe Event, including those that are required to be issued by your local municipal council.
Please continue to monitor the Restricted Activity Directions and the Public Events Framework phases in the lead-up to your event, to ensure it still complies.
If the details change between now and the time of the event, please ensure you resubmit the updated details at
Kind regards,
DJPR Events Team
Department of Jobs, Precincts and Regions
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COVIDSafe Event Checklist 

To be completed for Tier 3 events



Event details

Event name:                             Ballarat Gift 2021

Date of event:                           13th & 14th February 2020

Event commencement
and completion time:                 9am Saturday 13th Feb – 5pm Sunday 14th Feb

Event location (address):           City Oval, Mair St Lake Wendouree

Contact person:                         Sue Anderson

Phone :                                     0417 052 739

Email :                                     This email address is being protected from spambots. You need JavaScript enabled to view it.

Date prepared:                          31st December 2020     

Signature:                                 Sue Anderson

Oversight and administration


Not applicable

Before the event

Check the Victorian Government’s coronavirus website ( on legislative requirements and specific restrictions that may apply.



Identify key workers or volunteers who are responsible for implementing and reviewing the strategies in this COVIDSafe Event Checklist.

This must include identifying workers whose role are to ensure that public health measures, such as physical distancing and general COVIDSafe behaviours are adhered to. 

Training email sent 2/2 to all members. Requested to be added to website.



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.

See above.


When scheduling an event, consider potential for other events in the same local area which may use similar transport options, shared pathways and facilities.



Event organisers must commit to supporting any public health investigations, and support any required actions requested by public health officials.

Ballarat Gift Committee.


Contingency planning must be documented in the scenario that an event needs to be cancelled, including communicating the cancellation to patrons.

Doc sent to secretary 2/2/21. Saved in Trello.



Tickets should be refundable if a ticketholder is unwell.

Tickets purchased on the day at the venue.



Develop a process to manage an attendee who develops symptoms; this includes:

-        Making arrangements to send the person home in suitable and safe private transport so the risk of potential coronavirus (COVID-19) transmission is reduced.

-        If the person cannot travel home identify an area where the person can remain in isolation until they are able to travel home

Process documented and saved in Trello and emailed out.


Record keeping requirements (including ticketing)

The event’s record keeping system must:

-        Record the name, phone number and area for each attendee in a way that complies with privacy obligations

-        Ensure attendee contact details available to the event organiser and the Department of Health and Human Services (DHHS) to facilitate contact tracing if required

-        Where applicable and practicable, link ticket information to a seating/location map, categorised by row or section.

Register of names and contact numbers at gate.

QR Code at gate and in program.


Attendee contact details must be retained for 28 days after the event, after which, information should be destroyed, unless there is another statutory requirement for retention.

Sue Anderson to retain for 28 days.


Attendee management


Not applicable


Prior to the event, 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.

Self assessment for attendees has been placed on the website. As well as emailed to the committee.


A reminder of public health measures will be made via the Public Address system announcer.


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

Announcer will be provided with material to announce relating to COVID safety.



Where possible establish multiple zones within your event area to limit interaction between groups of attendees. You may consider assigning dedicated facilities e.g. allocated bathrooms to a specific zone.

Grandstand is closed. – Confirmed with City of Ballarat.



Fixed seated areas (e.g. grandstands)

Ensure seating is clearly labelled to enable seating allocation. Groups who booked tickets together can sit together but they must be spaced at least 1.5m from other groups.

Grandstand is closed. – Confirmed with City of Ballarat



Where seating is not numbered, clearly mark rows and seats that are to be left vacant.

Grandstand is closed. – Confirmed with City of Ballarat.



Non-fixed seated areas (e.g. grassed areas)

There must be visual cues to facilitate physical distancing, this includes:

-        Ground marking or barriers allocating space to groups (i.e. their allocated ‘picnic’ area) – with at least 1.5m between areas allocated to separate groups

-        Signage requirements as set out in the Restricted Activity Directions

-        Dedicated wide walkways at least 2m wide

-        Ground/wall marking of 1.5m spacing where queuing may occur

City of Ballarat have agreed to mark the grassed areas to ensure social distancing. The.


Bathrooms, retail and food and drink vendor areas

Use visual cues to facilitate physical distancing:

-        Ground/wall marking of 1.5m spacing where queuing may occur (e.g. outside bathrooms, in service lines)

-        Signage requirements as set out in the Restricted Activity Directions

-        Indicate direction of travel on walkways with a preference for one-way flow, where practical.

Posters will be places on bathrooms, and change rooms.


Access to and from the venue

Implement strategies to avoid crowding on public transport and at stops/stations. Where feasible, ensure there are adequate parking options for car-based travel.



Where an event could attract attendees, who do not have a ticket, the organiser must use a gated venue with designated points of entry and exit.

Entry & Exit signs at gate.


Establish multiple entry and exit points to avoid queuing and ensure smooth attendee flow into the venue. Where multiple entry and exit points cannot be established, encourage staggered entry/ exit to avoid queuing; this could be done as part of pre-event communication.

Entry & Exit signs at gate.


Implement strategies to limit the potential for gathering near the venue or at entrances/exits. Encourage attendees to disperse from the event at its conclusion.

Staggered commencement and conclusion times.


Environmental and personal hygiene


Not applicable

Environmental measures including cleaning

Undertake pre-event cleaning of communal facilities and high touch surfaces. Develop and implement a cleaning schedule to ensure frequent cleaning and disinfection of high touch surfaces and bathroom facilities.

Pre-cleaning of changerooms/toitets.

Cleaning schedule documented. Dolls cleaning to do a clean each morning.



At minimum, high touch surfaces must be cleaned at least twice per day and between groups in accordance with DHHS’s cleaning and disinfection guidelines. Additional cleaning of visibly soiled surfaces must occur as required.

Pre-cleaning of changerooms/toitets.

Cleaning scheduled 3 times per day and recorded in register.



Personal hygiene

Establish hygiene stations (with hand sanitiser) at entrances and throughout the venue to encourage hand hygiene of workers and attendees.

Hand sanitiser to be available at:

Entry gate

Information tent

All bathrooms.



In prominent locations, display posters demonstrating personal hygiene and hand washing practices.

Posters will be displayed in all bathrooms.


Communal facilities to be regularly cleaned

Ensure toilets are in working condition with running water for hand basins, soap and disposable hand towels/dryers.

Soap and disposable towels to be provided in all toilets.City of Ballarat to confirm if they provided.



Ensure enough toilets are available to avoid queuing. If queuing is likely, organiser must ensure there is physical distancing.

Adequate toilets at venue. Physical distancing signage will be provided.



Designated smoking areas must enable physical distancing of 1.5 meters

Is a non smoking venue – so no designated areas – confirmed with City of Ballarat.


Workers, vendors and contractors


Not applicable


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.

Training materials emailed to Committee members. Hard copy to be provided to vounteers, vendors and contractors on the day.



Workers and volunteers should complete the Staff Coronavirus (COVID-19) Health Questionnaire and not attend work when unwell.

Questionaire emailed to mailing list, and placed on website.


Workers must have access to the appropriate personal protective equipment throughout the event.

Face masks and gloves will be available at the venue.



Share COVIDSafe Event Checklist with on-site vendors and contractors. Vendors and contractors should provide their COVIDSafe Plans to the event organiser.

Secretary to email Covid Safe Event Checklist to onsite vendors and contractors.

Secretary to ask vendors and contractors to email their COVIDSafe plan to BAC.


Food and beverage requirements

Any food and beverage service must align with the Victorian Government’s coronavirus (COVID-19) hospitality guidance and the Restricted Activity Directions.

Secretary to e-mail all food and beverage services a link to the Hospitality Guidelines.



Queues at food and beverage vendors should facilitate physical distancing and not cross over with other queues.

Posters displayed and queues managed.



Reduce touch points during food and beverage service, such as using contactless payment methods and ensure service is occurring in well ventilated areas.

Vendors to manage in accordance with Hospitality Guidelines.


Close communal self-serve and condiment stations.



Where possible, food and beverages should be sold in packaging to avoid double handling.

Vendors to manage in accordance with Hospitality Guidelines.


Take-away food and drinks must be consumed in allocated seats or ‘picnic areas’. Food court-style seating is permitted if consistent with the Restricted Activity Directions guidelines.





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Terms Conditions Policies

1. The Ballarat Gift Meeting is conducted under the rules of the V.A.L and athletes compete at their own risk. The committee and officials of the Ballarat Athletic Club Inc. accept no responsibility for any accident, mishap etc. occurring during this meeting.

2. The Ballarat Athletic Club Inc Committee reserves the right to reject any entry and refuse admission or remove from the ground any person or persons.

3. The Ballarat Athletic Club Inc reserves the right to lower prizemoney in the event that a sponsor withdraws sponsorship.

4. Relay team competitors MUST be trained by the same registered trainer, with a list of possible runners submitted to the VAL office along with entry to be verified. Runners not on the list will not be allowed to run.