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MUNICIPAL RETURN TO EVENTS GUIDE

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Contents Section 1 - INTRODUCTION ........................................................................................................................... 4

Goals and objectives ................................................................................................................................. 4

Disclaimer.................................................................................................................................................. 4

Terminology – Events and Mass Gatherings ............................................................................................. 5

Additional considerations ..................................................................................................................... 5

Research methodology ............................................................................................................................. 5

Section 2 – CONTEXT ..................................................................................................................................... 6

Pandemic status ........................................................................................................................................ 6

Canadian event authorities ....................................................................................................................... 6

Events are a workplace ............................................................................................................................. 7

When to Reopen ....................................................................................................................................... 7

When it is safe to do so ......................................................................................................................... 7

When it is reasonable to do so ............................................................................................................. 8

Section 3 – RESOURCES FOR MUNICIPAL EVENT OFFICES ............................................................................ 9

Recovery Planning Guiding Principles ....................................................................................................... 9

Preparing for Municipal Event Recovery ................................................................................................ 10

The First Step – Conduct a Hazard and Risk Assessment ........................................................................ 14

Hazard and risk assessment considerations ....................................................................................... 14

Hazard and risk assessment resources ............................................................................................... 15

Undertaking Municipal Event Recovery .................................................................................................. 16

Section 4 – RESOURCES FOR EVENT ORGANIZERS ...................................................................................... 21

Resources A to Z ...................................................................................................................................... 21

Access and egress ............................................................................................................................... 21

Accessibility ......................................................................................................................................... 22

Attendance control practices .............................................................................................................. 22

Attendee Code of Conduct.................................................................................................................. 22

Back of House/Production .................................................................................................................. 23

Crowd management practices ............................................................................................................ 23

Contact tracing .................................................................................................................................... 24

Collection of personal information, privacy ....................................................................................... 24

Communications ................................................................................................................................. 24

Contingency planning ......................................................................................................................... 25

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Documentation ................................................................................................................................... 25

Entertainment, performers, speeches, etc. ........................................................................................ 25

Event plans .......................................................................................................................................... 26

Enforcement ....................................................................................................................................... 26

First Aid protocols ............................................................................................................................... 26

Food and beverage ............................................................................................................................. 26

Front of House .................................................................................................................................... 27

Garbage and disposal protocols .......................................................................................................... 27

Ground transportation and vehicles ................................................................................................... 27

Hand hygiene ...................................................................................................................................... 28

Health screening ................................................................................................................................. 28

Illness/Infection response ................................................................................................................... 29

Infection Mitigation Coordinator ........................................................................................................ 29

Insurance ............................................................................................................................................. 29

Merchandise ....................................................................................................................................... 29

Monetary control practices ................................................................................................................ 30

Parking ................................................................................................................................................ 30

Personal care/hygiene ........................................................................................................................ 30

Personal Protective Equipment (PPE) and Universal Protective Equipment (UPE) ............................ 30

Physical activity, shared activity ......................................................................................................... 31

Physical distancing .............................................................................................................................. 31

Queuing ............................................................................................................................................... 31

Sanitization efforts .............................................................................................................................. 32

Seating arrangements ......................................................................................................................... 32

Security ............................................................................................................................................... 33

Staff and worker safety and management ......................................................................................... 33

Site maps, layout & Site visits ............................................................................................................. 33

Washrooms ......................................................................................................................................... 34

Acknowledgements ..................................................................................................................................... 35

References .................................................................................................................................................. 36

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Section 1 - INTRODUCTION Ontario’s outdoor events sector welcomes hundreds of thousands of visitors and local residents each

year. These events provide significant benefits to their host communities, including generating positive

economic impact, employment opportunities, tourism, and community engagement. These events also

offer cherished experiences that enrich and celebrate community spirit, vibrancy, connectivity and

resilience across the province.

Culminating in the cancellation of hundreds of outdoor events since March 2020, the COVID-19

pandemic has had devastating effects on the economic and social benefits of Ontario’s outdoor events

industry. In response to the pandemic, provincial limits on gathering sizes suggest event recovery and

the return to gatherings will be slow and methodical.

The Ontario Network of Municipal Event Planners (NMEP) has prepared this Municipal Return to Events

Guide to:

Assist municipal event professionals prepare for and undertake municipal event planning and

permitting recovery efforts;

Support the sharing of professional skills and knowledge across our network; and,

Build public confidence in the safe return of outdoor events.

This Guide offers a summary of current Canadian federal government and Ontario provincial

government regulations on gatherings, and provides practical considerations for event recovery

processes supported by event industry professionals and published literature.

Municipal event professionals may review and modify the offerings of this Guide to develop their own

locally applicable event recovery strategy and guidelines.

Goals and objectives NMEP has prepared this Guide for municipal event professionals to prepare for and undertake event

planning and permitting recovery in the COVID-era.

Goals – This Guide is:

A reference resource for the development of standard municipal best practices among

municipal event professionals;

A benchmark to assist in the development of locally applicable event recovery strategy and

guidelines.

Objectives – This Guide provides:

References to event recovery requirements, practices and perspectives;

Considerations and practical approaches to planning COVID-era outdoor events.

Disclaimer NMEP has prepared this Municipal Return to Events Guide in good faith and in collaboration with a wide

selection of event industry partners.

This Guide offers practical suggestions addressing how municipal event professionals may interpret and

operationalize current Canadian federal government and Ontario provincial government regulations.

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This Guide does not constitute legal or professional advice. It is your responsibility to ensure compliance

with federal, provincial, regional, municipal and local directives and legislation on an ongoing basis, and

for obtaining all necessary permits and approvals pertaining to any event or gathering.

NMEP recommends that all readers contact their local municipal event office and/or Public Health

authority to obtain specific guidelines about events and gatherings in your area.

The information in this Guide does not protect any person, event or gathering from contracting COVID-

19. NMEP accepts no liability for the accuracy of the information herein, for any errors or omissions, or

for any consequences whatsoever resulting directly or indirectly under any circumstances.

All interpretations, assumptions and opinions in this Guide are those of the author only, and do not

represent any event, organization, employer, association, stakeholder or other party. Any references to

tools, technology, or resources in this document are provided for information purposes only and do not

constitute endorsements.

Terminology – Events and Mass Gatherings This Guide observes the following generally accepted definitions.

Event

An activity or group of activities, involving two (2) or more people, that contains one (1) or more ‘event

indicators’, planned to mark a special occasion or to achieve specific social, cultural or economic

objectives. For the purposes of this Guide, ‘event’ includes reference to all outdoor gatherings (i.e.

festivals, parades, etc.).

Event indicator(s)

Elements planned or contained within the delivery of an event that are subject to regulatory compliance

in accordance with legislation, municipal requirements, and event management best practices.

Event indicators include, but are not limited to amplified sound, food concessions, tents, temporary

structures, vendors, etc.

Mass Gathering (also referred to as Gathering)

“Any occasion, either organized or spontaneous, that attracts sufficient numbers of people to strain the

planning and response resources of the community, city or nation hosting the event” (62).

Additional considerations This Guide acknowledges that events and gatherings come in all formats, types, and sizes, and take place across a variety of locations, venues, and operational spaces. Consider all event elements and factors when developing locally applicable event recovery efforts and guidelines.

Research methodology Government-issued reopening guidelines and industry literature were examined in the development of

this Guide.

A complete list of resource materials that informed the creation of this Guide is included at the end of

the document.

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Section 4 of this Guide outlines a summary of the most frequently recommended public health, safety

and infection mitigation practices identified by the research conducted.

Section 2 – CONTEXT

Pandemic status Information about the status of the COVID-19 pandemic in Ontario is available on the Government of

Ontario’s website: www.ontario.ca/page/reopening-ontario.

Regardless of reopening status granted by the Province, each municipality and its stakeholders may

implement their own recovery timelines. As such, the status of the return of outdoor events and

gatherings may vary across the province.

Municipal event professionals should contact their local municipality and/or Public Health authority for

further information on the status of the COVID-19 pandemic in your area.

Canadian event authorities Events in Canada do not have a central governing body responsible for policy development, oversight or

regulatory compliance.

As such, the following chart itemizes the known Canadian government agencies with jurisdiction over

individual event indicators, and links to their COVID-19 resources.

Federal

Government of Canada https://www.canada.ca/en/public-health/services/diseases/coronavirus-disease-covid-19.html?utm_campaign=not-applicable&utm_medium=vanity-url&utm_source=canada-ca_coronavirus

Provincial

Government of Ontario https://www.ontario.ca/page/how-ontario-is-responding-covid-19

Public Health Ontario https://www.publichealthontario.ca/en/diseases-and-conditions/infectious-diseases/respiratory-diseases/novel-coronavirus

Ontario Ministry of Labour (MOL) – Occupational Health and Safety Act (OHSA)

https://www.labour.gov.on.ca/english/hs/

Workplace Safety and Insurance Board (WSIB) https://www.wsib.ca/en

Alcohol and Gaming Commission of Ontario https://www.agco.ca/

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Regional/Municipal

Local Public Health authority/department Local contact

Local first response service(s) (Police, Fire, EMS) Local contact

Local Event Permitting Office Local contact

Events are a workplace Events are workplaces for workers, contractors, volunteers, and service providers. As such, event sites

are subject to applicable federal, provincial, regional and municipal laws, regulations and policies for

workplace and worker safety.

Municipalities, employers (event organizers) and workers in Ontario also have certain duties and rights

under the Occupational Health and Safety Act (OHSA) and its regulations, including reviewing and

adhering to applicable directives and guidance provided by Ontario’s Chief Medical Officer of Health and

the Ministry of Health.

Workplaces comprised of events are unique. Assessing the job duties and functions carried out by all

workers (staff, contractors, volunteers, service providers, etc.) is important to protect all workers against

COVID-19.

Municipal event professionals should consult with their Joint Health and Safety Committee(s)/Health

and Safety representative(s) on measures to protect workers in the workplace. Some workplaces may

already have policies, procedures or controls in place to ensure worker safety.

References & Resources:

Industry Framework for COVID safe events in Queensland (direct link to PDF)

Province of Ontario COVID-19 (coronavirus) and workplace health and safety

Province of Ontario Resources to prevent COVID-19 in the workplace

Workplace Safety and Prevention Services (WSPS) Post-pandemic Playbook (direct link to PDF)

U.S. Centers for Disease Control and Prevention (CDC)

When to Reopen

When it is safe to do so Any decision to restrict, modify, postpone, cancel, or proceed with holding an event in the context of

COVID-19 should adhere to current federal, provincial, regional and municipal reopening guidelines.

Any decision to proceed with planning or permitting an event should be based on information

determined as the result of conducting an individual event hazard and risk assessments.

More information about conducting event hazard and risk assessments is contained in Section 3 of this

Guide.

References & Resources:

Event Safety Alliance Reopening Guide

Government of Canada Risk mitigation tool for gatherings and events operating during the

COVID-19 pandemic

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Province of Ontario, A Framework for Reopening our Province: Stage 3 Restrictions on

gatherings

WHO mass gathering COVID-19 risk assessment tool

When it is reasonable to do so Once the planning or permitting of an event is determined to be safe in your jurisdiction, further review

of current circumstances may be necessary to determine whether proceeding with an event is

reasonable.

Consultation with local municipal recovery teams, Emergency Operations Committees (EOCs), and local

leadership, as well as further consultation with event stakeholders including local Public Health

authorities is recommended. A review of workplace health and safety guidelines, and common best

practices among municipalities may be helpful in determining when it is reasonable for your

municipality to return to events.

Emergency Operating Committee (EOC)/Reopening Team

In response to the COVID-19 emergency orders, many Ontario municipalities have established EOCs

and/or pandemic response/reopening teams. These teams often consist of key staff within each

organization that are responsible for guiding the municipality’s business decisions and pandemic

recovery.

EOCs may be responsible for guiding or approving the corporation’s event recovery efforts and could be

consulted for policies and framework to assist your department.

While the return to municipal events may not currently be a top priority for your organization,

advocating for a methodical strategy to support the return to events is critical moving forward.

Developing a productive relationship with your EOC is likely to enhance local event recovery efforts.

Connect with your EOC or municipal equivalent to establish this working relationship as soon as

possible.

Municipal Leadership Team

A municipality’s municipal or executive leadership team may be comprised of individuals in various

senior leadership positions within the organization, including Commissioners, Directors, and Managers.

This team is typically responsible for guiding the strategic and operational deliverables of the

organization.

In response to COVID-19, the organization’s municipal or executive leadership team is likely to be

heavily involved in directing staff’s recovery planning efforts. Maintaining appropriate communication

with your organization’s senior leadership may benefit your event recovery strategy by:

Advocating for the development of common best-practices

Developing and implementing effective hazard and risk management and safety measures

Developing and implementing unified policies and procedures across the corporation

Aligning staff efforts, tools and resources with EOC and/or pandemic response/reopening team

standards

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Municipal event professionals may wish to connect with their supervisors to explore establishing or

enhancing their communication with senior leadership, in order to aid in event recovery efforts as

appropriate.

Special Event (Advisory) Team (SEAT/SET)

The planning and/or permitting of events in many municipalities follows a process that involves a team

of event-affiliated subject matter experts (SMEs), referred to commonly as the municipality’s Special

Event (Advisory) Team, or “SEAT”/”SET” team. While the composition and function of municipal

SEAT/SET teams vary somewhat by municipality, most often this group is comprised of municipal,

regional and service agency members responsible for reviewing and/or approving outdoor event

applications, in whole or in part.

Municipal event professionals with already established SEAT/SET teams are encouraged to engage these

SMEs in the development of local event recovery strategies. Municipal event professionals operating in

jurisdictions without an established SEAT/SET team may wish to establish such a team as an outcome of

the pandemic, in order to ensure all necessary SMEs are involved in the municipality’s event recovery

efforts.

NMEP recommends that your SEAT/SET team review and incorporate any new measures or

requirements into your event application process, manuals or toolkits, as deemed appropriate by your

municipality. Refer to the considerations offered in Section 3 below for guidance.

Section 3 – RESOURCES FOR MUNICIPAL EVENT OFFICES

Recovery Planning Guiding Principles In providing a guideline for the recovery of municipal event processes, this Guide suggests aligning with

the ‘Preparedness’ principles of event and emergency management. These principles are prevention,

mitigation, preparedness, response and recovery.

This practice will ensure a better understanding of risks, specifically public health risks, associated with

events, and can inform the development of common approaches for returning to safe, sustainable and

resilient events among municipal event professionals.

Prevention and Mitigation

Refers to adapting how we can eliminate or reduce public health risks in order to protect event

patrons.

Efforts are often conditions that inform decisions addressing whether it is safe to deliver an

event.

Preparedness

Seeks to understand how well equipped and ready we are to respond to public health risks and

manage their consequences prior to an occurrence.

Efforts may include changes to policies, procedures and operational practices aimed at

responding to public health concerns at an event.

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Response

Refers to how we react to risk to manage its consequences.

Efforts may range from cancelling events and postponing the return of events in response to the

pandemic, to developing adjusted processes and practices to manage public health risks and ill

patrons at events.

Recovery

Refers to the repair or restoration of conditions to an acceptable level.

Guidelines will provide valuable opportunities to strengthen the resilience of individual events

and processes as a whole.

This Guide is a stepping-stone to aid the development of recovery plans that benefit individual

municipalities and the events industry as a whole.

References & Resources:

Government of Canada, Public Safety Canada, An Emergency Management Framework for

Canada

Preparing for Municipal Event Recovery NMEP recommends a common and methodical approach to preparing for event recovery. Given the

evolving status of the COVID-19 pandemic and the province’s emergency orders, this section offers

considerations to establish a common approach to preparing for event recovery that individual

municipalities can follow at a high level and refine as necessary.

The considerations offered include:

Consider taking a phased approach to event recovery

Define your recovery goals and objectives

Set realistic recovery timelines

Establish a ‘Return to Events’ workgroup

Undertake necessary budgeting and financial preparations

Consider modifying/re-scoping existing services and events

Consider taking a phased approach to event recovery

In keeping with the Province of Ontario’s Framework for Reopening our Province, undertaking a phased

approach to event recovery may allow for the prioritization and resolution of key issues, and the gradual

return to reformatted and more controlled events. These efforts will allow municipal events

professionals time to iron-out new processes and practices before implementing them on a larger scale.

Look for opportunities to pair municipal practices with phased or staged guidelines from other levels of

government, industry associations and governing bodies.

Municipal event professionals are likely to be instrumental in providing guidance through the

interpretation of regulations created by other authorities. Look for opportunities to lead by example,

proceed slowly, and test and refine new approaches.

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Define your recovery goals and objectives

Before embarking on developing specific recovery policies and procedures, set out to clearly define the

recovery goals of each event, job function, worker or department, as relevant.

Remember to incorporate the S.M.A.R.T. goal setting principles to ensure each recovery goal serves a

purpose, and aligns with the overall strategic direction of your municipality:

S – Specific M – Measureable A – Achievable R – Realistic T – Timed

In order to set your goals up for success, establish objectives that outline the specific steps necessary to

achieving each goal. Take the time to develop clear goals and objectives at the onset of your recovery

efforts. Objectives will establish performance indicators that can support and reinforce the value of your

recovery efforts over the long-term.

Set realistic recovery timelines

Event recovery/reopening references the point in time when your municipality deems it safe and

reasonable to do so.

Individual municipal recovery timelines are likely to vary in accordance with factors including geographic

location, current state of public health, hazard and risk assessments, etc.

Municipal event professionals are experienced in establishing timelines to guide the successful delivery

of events and projects. This practice often includes taking inventory of key dates, fixed and variable

resources, practical considerations, and factors outside of one’s control.

Setting realistic recovery timelines for the return to planning and/or permitting events can follow this

same event management approach.

The sample event recovery timeline below outlines practical preparedness efforts that may be of benefit

to municipal event portfolios regardless of scope and size. Municipal event professionals are encouraged

to amend the dates and deliverables outlined in this sample timeline to suit their individual recovery

efforts.

Sample Event Recovery Timeline

6 - 3 months in advance (Prevention and Mitigation)

Create a “Return to Events” workgroup

Consult and collaborate with stakeholders

Establish goals and objectives

Draft an event recovery strategy and implementation plan

Reformat/re-scope your current services and events

Prepare budgets to reflect the new norm and include costs for measures to mitigate risk

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3 - 1 months in advance (Preparedness and Response)

Prepare tools and amend contracts / waivers

Update functional process plans, procedures, policies

Undertake hazard and risk assessments for reformatted/re-scoped services and events

1 month (Recovery)

Prepare / edit current event management systems

Develop a communications plan to promote measures taken

Start your event management planning cycle

Establish a “Return to Events” workgroup

Establishing a working group of internal staff, agency and industry event stakeholders, as well as

community event stakeholders is likely to greatly influence and inform your event recovery strategy.

Similar to the role EOCs and/or pandemic response/reopening teams and SEAT/SET teams play in

establishing and reviewing policies and procedures under their jurisdiction, a “Return to Events”

workgroup can help steer event recovery efforts to ensure regulatory compliance and adherence to best

practices.

A municipal “Return to Events” workgroup may include staff from the following areas:

Event Services

Building Services

By-law Enforcement

Communication Services

Cultural Services

Economic Development

Emergency Medical Services

Fire and Emergency Services

Health and Safety

Legal Services

Paramedic / First Aid Services

Parks / Facility Operations

Police Services

Public Health

Recreation Services

Risk Management

Road Operations

Transit services

Consult and collaborate with both internal and external event stakeholders including industry partners

and other event service providers involved in the planning and delivery of your events. Municipal event

professionals are encouraged to develop their own recovery workgroup that includes relevant

stakeholder that best suit their individual recovery strategy.

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Undertake necessary budgeting and financial preparations

Preparing a budget to support event recovery is likely to involve arranging for resources needed to cover

the costs of implementing new public health practices. Through the operating budget cycle, be sure to

request the necessary funds to secure equipment, staff, and supplies as needed.

As Municipalities are likely to be looking for efficiencies to recoup financial losses during the pandemic,

consider the following possibilities to offset event and recovery expenses:

Adjusting contracts and requirements for contractors and suppliers

Adjusting event programming costs

Charging fees to event attendees

Consider making capital purchases of equipment available for rental to recover costs

Increasing/adjusting vendor or exhibitor rates and fees

Interdepartmental cost sharing

Modifying levels of service

Securing new/additional sponsors

Consider modifying/re-scoping existing services and events

For a variety of reasons aimed at assisting municipalities recover from the pandemic, municipal event

professionals are considering new or adjusted service-delivery formats for both planning and/or

permitting of events.

New or adjusted service-delivery models may be considered as a means of offsetting the pandemic’s

impacts, including decreasing financial requirements, overcoming staffing changes, responding to new

or revised municipal strategies, or in response to community demand.

Modifying/re-scoping existing services or events is likely to impact event budgeting efforts, stakeholder

relationships and community expectations. Before committing to, or proceeding with, any new or

adjusted service-delivery models, be sure to obtain the necessary approvals.

Considerations for modifications to municipally planned events

Programming consideration

Eliminate high-contact interactive areas

Hold virtual events or virtual elements of in-person events

Integrate event activities into existing recreation programs

Reconsider live performances and shows

Run contests and competitions exclusively online

Shorten attraction-type activities where crowd size cannot be controlled

Stream activities to a dedicated webpage

Operational considerations

Block-book time when attendees can access the event

Build online platforms for vendor based activities

‘Event-in-a-box’ delivery services to homes

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Host drive-in/through events with pre-event registration/ordering requirements

Host micro-events in different geographic areas within your City/Town

Limit attendance

Limit use of indoor facilities

Pod-style participation spaces within events, pre-registered

Reduce the number of days an event take place

Reduce the number of hours an event takes place Discussing these considerations and others with your “Return to Events” team and/or SEAT/SET team

may be helpful to developing new event and service-delivery plans.

The First Step – Conduct a Hazard and Risk Assessment The principles of Prevention and Mitigation, Preparedness, Response and Recovery offer a guiding

framework for event recovery in this Guide.

When applied in the context of risk management, these principles represent four interdependent

components that can offer structure to the development of common practices and responsibilities for

ensuring safe event operations moving forward.

Understanding the public health risk of COVID-19 to an individual event, workers and attendees, or to a

municipal event services section including its process and outcomes, will establish the foundation for

event recovery efforts.

Following this approach, this Guide recommends municipal event professional undertake:

1. Hazard Assessments – To identify items or circumstances that may cause harm, and measures to

protect workers and attendees from such harms.

2. Risk Assessments – To identify the likelihood and severity of negative occurrences (risks) on or

at events.

References & Resources:

Emergency Management Ontario – Hazard Identification and Risk Assessment

Government of Canada, Public Safety Canada, An Emergency Management Framework for

Canada

Government of Canada, Risk mitigation tool for gatherings and events operating during the

COVID-19 pandemic

World Health Organization, How to use WHO risk assessment and mitigation checklist for mass

gatherings in the context of COVID-19

Hazard and risk assessment considerations Municipal event professionals should conduct event risk and hazard assessments in consultation with

their municipal health and safety/risk management divisions as well as local Public Health authorities,

and receive input from any other relevant event authorities and stakeholders based on the following

considerations:

1. The epidemiological context in which the event takes place, informed by any current public

health regulations, response and social measures in place within your geographical area. (64)

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2. The evaluation of hazards and risks associated with the event, including the likelihood that the

event may contribute to the spread of COVID-19, including: (64)

a. Characteristics of the event venue/site

b. Event participant characteristics/demographics

c. Expected interactions during the event

d. Expected duration of the event

e. Capacity to detect and manage cases in terms of policies and resources

3. The ability (practical, logistical, operational, financial, etc.) of the event organizer to undertake

infection prevention and control measures, including the ability to implement actions that can

reduce risks associated with the event including: (64)

a. Modified characteristics of the event

b. Strengthened preparedness and response to a public health issue during the:

i. Planning phase

Liaison with all relevant stakeholders

Development of a preparedness and response plans

Assessment of capacities and resources

ii. Operational phase

Modifications of the event (related to the venue)

Modifications of the event (related to the participants)

Modifications of the event (duration)

Risk communication (incl. insurance and legal advice)

Surveillance of participants, aimed at detecting and managing

individuals developing symptoms during the event

iii. Post-event phase

Liaison between event organizers and health authorities

4. Determination of the overall event hazards and risks before proceeding.

5. Lessons learned from previous/similar occurrences to ensure continuous improvement.

Hazard and risk assessment resources From an event management perspective, there are a number of hazard and risk assessment tools

available to analyze and evaluate the public health risks of COVID-19 for events and gatherings.

Municipal event professionals are encouraged to critically review any hazard and risk assessment tools,

and appropriately reflect all event or context-specific details factored into the hazard and risk

assessments including:

Venue logistics

Nature of and duration of event indicators

Audience demographics

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When undertaking event hazard and risk assessments, consult with the appropriate municipal staff and

event stakeholders to ensure alignment with corporate risk management objectives, and the health and

safety of all workers and the public.

References & Resources:

Event Safety Alliance Reopening Guide

Emergency Management Ontario – Hazard Identification and Risk Assessment

Government of Canada, Public Safety Canada, An Emergency Management Framework for

Canada

Government of Canada, Risk mitigation tool for gatherings and events operating during the

COVID-19 pandemic

World Health Organization (WHO), WHO mass gathering COVID-19 risk assessment tool –

Generic events

World Health Organization (WHO), Key planning recommendations for mass gatherings in the

context of the current COVID-19 outbreak

Undertaking Municipal Event Recovery A common and methodical approach to undertaking event recovery efforts is highly recommended for

Ontario municipalities to ensure consistency where possible. Given the evolving status of the COVID-19

pandemic and the province’s emergency orders, this section offers considerations to establish a

common approach to undertaking event recovery that individual municipalities can follow at a high level

and refine as necessary.

The considerations offered include:

Modifications to department and/or team management

Staff training considerations

Volunteer management considerations

SEAT/SET process modifications

Modifications to department and/or team management

When municipalities reinstate event services, including staff to support in-person events, the related

processes may benefit from revisions that accommodate information addressing:

Changes to employee/employer expectations

Illness reporting requirements

Internal communications

New office procedures

New return-to-service corporate standards and protocols

Revised health and safety protocols

Staff, contractor, and volunteer training requirements

References & Resources

Event Safety Alliance Reopening Guide

Canadian Centre for Occupational Health and Safety

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Province of Ontario Resources to prevent COVID-19 in the workplace

Ontario Workplace Safety and Insurance Board

Workplace Safety and Prevention Services (WSPS) Post-pandemic Playbook

Staff, contractor, and volunteer training considerations

The following considerations may inform the development of event recovery training programs:

Develop reasonable work-back schedules to outline the time it will take to develop, implement

and conduct staff training

Consult and collaborate with internal and external subject matter experts to develop accurate

content (i.e. Public Health, Human Resources, etc.)

Review available training resources and tools

Review applicable company policies and protocols

Ensure training is delivered by qualified individuals

Reconsider conducting in-person trainings

Conduct individual job reviews/assessments to identify the nature of the specific tasks/duties

conducted by each person, in order to align necessary training with duties performed

References & Resources

Event Safety Alliance Reopening Guide

Canadian Centre for Occupational Health and Safety

Province of Ontario Resources to prevent COVID-19 in the workplace

Ontario Workplace Safety and Insurance Board

Workplace Safety and Prevention Services (WSPS) Post-pandemic Playbook

Volunteer management considerations

The following considerations may inform pandemic-related modifications to municipal volunteer

management systems:

Develop appropriate wellness screening, assessments and reporting procedures for volunteers

Determine processes for identifying and protecting high-risk volunteers (i.e. older adults,

underlying health concerns)

Develop pandemic-appropriate volunteer positions and duties

Develop and implement pandemic-related volunteer training

Determine and distribute required personal protective equipment (PPE) and/or universal

protective equipment (UPE) and associated training

Develop and implement pandemic-appropriate volunteer support practices (i.e. registration,

check-in, performance tracking, meals, hydration, break rotations, etc.)

Formalize appropriate issues management and escalation processes to receive and respond to

volunteers’ public health concerns

References & Resources

Canadian Centre for Occupational Health and Safety

Province of Ontario Resources to prevent COVID-19 in the workplace

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Volunteer Canada, Resources on COVID-19 and Volunteering

Workplace Safety and Prevention Services (WSPS) Post-pandemic Playbook

SEAT/SET process modifications

The SEAT/SET approval process for receiving, reviewing and approving applications and permits for

community-led events on municipal property streamlines the collection and review of required

documentation. This process can also ensure that organizers follow event recovery protocols established

by your municipality.

As part of municipal event recovery efforts, municipal event professionals can add knowledge and value

to the recovery and reactivation efforts of community-led event organizers by updating and enhancing

SEAT/SET processes.

The following considerations may inform amendments to internal and external municipal SEAT/SET

processes:

SEAT representatives/Meeting structure

Review the composition of SEAT/SET teams to determine if additional representatives should be

invited to participate.

Review the roles and responsibilities of all team members, and incorporate necessary changes

to approve and oversee roles as legislation and guidelines evolve.

Consider the schedule of team meetings necessary to review event applications as legislation

and guidelines evolve.

Consider transitions to virtual meetings to review applications.

Consider the process for involving community event organizers in the SEAT/SET process to

communicate new or revised requirements and expectations.

SEAT/SET event application processes

When municipalities reinstate event permit application review and approval services, consider

modifications and enhancements to processes that address:

Application form(s)

Consider dividing event application forms into sections – to identify necessary legislation and

guidelines, and capture necessary event details.

Revise forms to include restrictions to available permitting locations, permissible event types,

attendance limits, etc.

Limit the event scope, size, or scale in accordance with current Provincial guidelines.

Limit the number of days/hours available for a multi-day event.

Require that an event hazard and risk assessment be submitted prior to the application.

Application timelines

Align application submission timelines and deadlines with municipal recovery and reopening

timelines.

Consider whether additional time is required for application review by SEAT/SET teams.

19

Available event locations

Identify locations that can best support the logistical requirements of events and gatherings (i.e.

space for physical distancing).

Consider restricting events and gatherings from locations where controlled ingress/egress is not

possible.

Explore new possible event locations that may support alternative-format events (i.e. micro

events, drive-in/through events).

Limit the amount or number of event spaces available for permitting.

Develop relationships with private property owners to ensure they are aware of evolving

legislation and guidelines.

Decision-making framework

Consider developing and implementing process management tools to improve the evaluation of

event applications (i.e. SEAT/SET approval checklist).

Consider developing a decision-making matrix to identify key decision-makers and the types of

decisions required within the event evaluation process.

As appropriate, consult with or involve your municipal leadership team in decisions on which

events to approve/decline (if not involved currently).

Fees and permits

Adjust tariffs and fees to offset costs for new equipment and services as necessary.

Consider reducing fees to encourage community event organizers to return.

Consider introducing new fees for services to support enhanced event delivery and/or

permitting efforts.

Create a schedule of payments to decrease the financial burden on organizers.

Create online payment options to accommodate physical distancing and enhanced customer

service.

Update necessary event permit language and waiver information approved by your legal

department.

Create acceptable electronic signature protocols.

Funding opportunities

There are several COVID-19 related funding opportunities available to community-led events and

municipalities. Explore the websites below to connect with various funding opportunities.

Association of Municipalities of Ontario

Canada’s COVID-19 Economic Response Plan

Ontario Trillium Foundation Resilient Communities Fund

Province of Ontario’s COVID-19: Support for Businesses

Consider establishing or growing existing municipal event grant programs to support recovery efforts of

community-led events.

20

Manuals and toolkits

Monitor legislation and guideline changes and update event manuals accordingly.

Provide hyperlinks to COVID-19 resources from all levels of government and applicable event

authorities.

Update municipal rules and regulations concerning available locations, permissible event types,

attendance limits, etc.

Update guideline documents with municipal requirements for protecting vulnerable attendees,

health and safety protocols for workers, risk management and mitigation strategies, etc.

Update resource sections in manuals to include local infection assessment centre information.

Develop workplace guidelines to ensure event infection control measures are in place.

Consider developing templates that share established practices for:

o Municipal event hazard and risk assessment tools

o Municipal hazard assessment tools

o COVID-19 event safety plans

o Infection control plans

o Public health and safety signage

Policy development

Review and update divisional policies applicable to events under pandemic circumstances.

Develop new policy to enforce SEAT/SET process and decisions as applicable.

Receipt of applicable event documents

Consider developing systems to ensure the receipt of applicable event plans and documents including:

Require that an event hazard and risk assessment be received and approved prior to application

submission.

Event emergency plans or risk management plans that indicate illness prevention, mitigation

and protection efforts

Appropriate event insurance

Event site plan/map(s) that indicate illness prevention, mitigation and protection efforts

o Consider establishing standardized legends with common icons/symbols

o Consider providing standardizing event site layout templates for approved event

locations

o Identify the required site map/diagram elements in municipal event resource manuals

Pandemic-specific event plans (i.e. COVID-19 Event Safety Plan, Illness Control Plan) that

indicate illness prevention, mitigation and protection efforts

Enforce that a COVID-19 safety plan be submitted with the event application, and be in line with

Provincial guidelines

21

Section 4 – RESOURCES FOR EVENT ORGANIZERS Events in Canada do not have a central governing body responsible for policy development, oversight or

regulatory compliance.

Section 2 above identifies the Canadian government agencies with jurisdiction over individual event

elements. Municipal event professionals are encouraged to review all legislation issued by these

authorities and any others to ensure event compliance.

The absence of a central event governance structure can cause variances and inconsistencies by

jurisdiction or event. These variances can cause logistical challenges to event organizers and

unnecessary risks to event attendees.

In the effort to establish event planning and permitting best practices, limit inconsistencies, and reduce

risks, this section outlines a summary of the most frequently recommended public health, safety and

infection mitigation practices identified by the research conducted.

Where content taken in whole or in part from legislation or industry literature has been included in the

sections below, NMEP has taken best efforts to provide in-text citation referencing the source of the

content. Any absence of citation is due to accidental oversight and is not intended as plagiarism or the

misrepresentation of content ownership.

A complete list of research sources that informed the creation of this Guide is included at the end of the

document.

Resources A to Z Each topic area below identifies:

References to any known government legislation or regulatory guidelines;

Practical considerations generated from the research conducted in the effort to establish event

planning and permitting best practices; and

Numerical references, if applicable, to the corresponding content source(s) listed at the end of

this Guide.

Review each topic in consultation with your local Public Health authority to receive and adhere to

applicable guidelines.

Access and egress Considerations and interpretations:

• Consider ways to schedule ingress to minimize lines for security checks, bag checks, ticket

scanning, etc. (11)

• Consider distancing requirements when developing access and egress plans.

• Consider accommodating unscheduled entries for patrons stuck in traffic or physically unable to

attend the entire event. (11)

• Maintain appropriate distancing requirements when attendees arrive and check into the event,

including distance from the person(s) checking them in.

• Coordinate site egress from back to front where possible - the same way passengers disembark

an airplane. (11)

22

• Consider implanting one-way patron flow where safe and possible.

• Communicate expectations and requirements to all event stakeholders before and at the event.

Accessibility Legislation/Guidelines:

Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11.

Considerations and interpretations: (11)

Consult and collaborate with local accessibility advocacy groups and stakeholders.

New health screening measures may require new accommodations for persons with disabilities.

Ensure distancing efforts maintain accessibility access for all attendees.

Consider utilizing resources developed to reduce accessibility barriers (i.e. face masks with a

see-through window over the mouth)

Attendees that are unable to wait in a long line may need a more expedited access procedure.

Announcement, instructions and signage should be both audible and visual, where possible, to

accommodate people with sensory challenges and different language skills.

Attendance control practices Legislation/Guidelines:

Consult the Province of Ontario’s gathering limits. These limits do not include staff, worker and

volunteer numbers. (30)

Considerations and interpretations:

Consider offering attendee pre-registration or developing electronic access control procedures

to regulate participation in events (i.e. RSVP, ticketing, wristbands, etc.).

Develop flexible refund policies for visitors to promote staying home when sick.

Maintain access and egress control through pre-determined access points; creating a temporary

fixed perimeter (fence) around outdoor spaces may be required.

Implement checkpoints to manage the flow of participants.

Limit event attendance to guests who live in the local area to reduce risk of the spread of

illness/infection.

Attendee Code of Conduct Legislation/Guidelines:

Provincial signage is available to post addressing COVID-19 public health guidelines. (30), (39)

Considerations and interpretations:

Consider displaying COVID-19 and event regulation signage in high-traffic areas (i.e. queues)

Establish or enhance existing Code of Conduct procedures and signage with information

supporting new health procedures and expectations.

Communicate expectations and requirements to all event stakeholders before and at the event.

(11)

23

Back of House/Production Considerations and interpretations:

Make necessary changes to craft/food service areas, dressing areas, stage and production areas,

materials/equipment, set-up/strike, etc.

Limit amount of workers/people to only those that are essential.

Make necessary logistical changes to Kraft/food service areas, dressing areas, stage and

production areas, materials/equipment, set-up/strike, etc.

Establish dressing room and stage capacities; provide additional space for artist and artist

personnel. (11), (13)

Develop a strategy, or load-in/out schedule which allows for physical distancing and avoids

crossover between crews and allows enough time for all equipment to be disinfected. (41)

Establish dressing room capacities; provide additional space for artist and artist personnel. (11),

(13)

Ensure all equipment is properly sanitized; eliminate shared items. (11)

Restrict or limit deliveries to outside of event operational hours. (41), (11)

Crowd management practices Legislation/Guidelines:

Consult the Province of Ontario’s gathering limits. These limits do not include staff, worker and

volunteer numbers. (30)

Individuals are required to maintain physical distancing of at least two metres. (30)

The crowd size of the event is to be either: the approved capacity of the venue with physical

distancing, or the current provincial crowd size maximum, whichever is lower.

Considerations and interpretations:

Refer to “Access and egress” topic area above.

Calculate the maximum number of attendees permitted according to current provincial

regulations or distancing requirements, whichever is less. Limit the number of attendees

accordingly. (51)

Visually lay out site plans and use a hexagon marking instead of circles to indicate physical

distancing which allows for maximizing site capacity. (60)

Reconfigure layout of event to prevent crowding/congregating.

Stagger arrivals and departures – reservation/time slots.

Limit the number of people entering the event and use visual markers to enforce distancing

requirements.

Designate/volunteer for crowd management (e.g. entry/exit points, monitoring physical

distancing in venue at all activations etc.).

Explore the DIME-ICE matrix for analyzing risks and managing crowds to determine Design,

Information, Management and Expectations factors to be addressed in the configuration and

use of space. (41)

24

Contact tracing Legislation/Guidelines:

Recording each patron’s name and contact information to support effective contact tracing that

helps keep everyone safe. (30)

Considerations and interpretations:

Check with your local Public Health authority to confirm local contact tracing requirements.

Create a record of all on-site workers (staff, performers, contractors and volunteers); gather

details including: name, contact details, affiliation, area(s) of work onsite, time entered the

event, time of leaving the event. (41)

Maintain records of all members of the public who attend the events (i.e. registration, ticketing,

onsite access screening). (32)

Follow local regulations for collection, retention and dissemination of personal information;

amend privacy notices accordingly.

Collection of personal information, privacy Legislation/Guidelines:

Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56.

Considerations and interpretations:

Consult with municipal department and staff responsible for collecting and keeping personal

information on file, regarding collection procedures and notice of collection requirements.

A Notice of Collection may be required to advise that personal information will be collected

before or onsite.

Communications Considerations and interpretations:

Consult stakeholder communications best practices. (20)

Communicate expectations and requirements to all event stakeholders before and during the

event.

Utilize all communications channels available to distribute proactive, timely and accurate

communications before and during the event.

Include written text in plain language and pictures or visual icons where possible to

communicate key concepts, instructions and safety measures.

Develop necessary crisis communication plans and messages to support the decision-making

and communication process for cancelling or postponing (prior to or during the event) due to

increase of illness/infection.

Communication channels (selection only):

o Announcements – emcee, performers, pre-recorded, etc.

o Event/mobile apps – push notifications, calendar reminders

o Information booth/centre

o Internal messaging – staff communiques, posted signage in staff areas

o Operational documents – project plans, contracts, manuals, checklists, etc.

25

o Paid media – TV, radio, web marketing messages

o Primary and secondary websites and social media – event, artists, sponsors, etc.

o Signage – onsite, access points, parking lot, shuttle, etc.

o Registration, transaction-based platforms – ticket sales, registration, newsletters, etc.

Potential key messages (selection only):

o Action or response required

o Applicable conditions or limitations

o Contact information for questions or more information (i.e. event website address)

o Expectations and responsibilities of stakeholders

o Health and safety key points

Contingency planning Considerations and interpretations:

Discuss and determine event contingency plans and decision-making process for cancelling or

postponing (prior to or during the event) due to increase of illness/infection.

Work with your stakeholders to determine contingency plans ahead of time.

Determine your spokesperson should you need to publicize a cancellation or postponement.

Review your key messages and update accordingly.

Documentation Considerations and interpretations:

Create schedules, checklists, registers and logs for workers to document all public health, safety

and infection prevention, mitigation, preparedness, response, and recovery practices.

Establish a procedure addressing how stakeholder are to capture and submit data regarding

their workers.

Ensure consistency in capturing information from event to event; develop and use templates.

Determine a primary point of contact for sharing information with authorities requesting

disclosure.

Ensure proper storage of documentation onsite at events to ensure records are not lost.

Entertainment, performers, speeches, etc. Legislation/Guidelines

O. Reg. 364/20: Schedule 2 Sec 11(2)

Every person who is singing or playing must be separated from every other person, including

spectators, by plexiglass or some other impermeable barrier (28)

Considerations and interpretations: (5)

Consider staggered or booked entry times for all performers.

Limit extended oral communication (i.e. shouting, singing, whistling, etc.).

Refer to legislation linked above to provide appropriate physical barriers between performers,

musicians and spectators.

Provide boom microphones instead of lavaliere microphones.

Ensure all equipment is properly sanitized; eliminate shared items. (11)

26

Avoid or lengthen intermissions to reduce potential for congestion.

Eliminate performer meet-and-greets.

Reconsider hospitality practices when negotiating contracts.

Event plans Considerations and interpretations:

Incorporate applicable provincial and public health guidelines into all necessary event plans (i.e.

Emergency Action Plan, Event Safety Plan, Extreme Weather Preparedness Plan, Traffic

Management Plan, etc.)

Enforcement Legislation/Guidelines:

Enforcement of COVID-19 restrictions varies by jurisdiction. Consult local Bylaw Services, Police,

Public Health, or municipal authorities.

Considerations and interpretations:

Establish enforcement responsibilities among workers as appropriate.

Establish a relationship with all COVID-19 enforcement authorities in your area; inform them of

upcoming event(s).

Consider utilizing private licensed security officers to undertake or supplement enforcement

requirements.

First Aid protocols Considerations and interpretations:

Consult with local Public Health authorities to determine first aid requirements related to

preparing for, mitigating, and responding to illness/infection cases at your events.

Determine how your first aid provider will access and treat event patrons ensuring safety

measures are followed.

Incorporate the management of suspected illness/infection cases into event first aid plans.

Add necessary personal protective equipment (PPE) and universal protective equipment (UPE)

to first aid kits (i.e. goggles, gowns, etc.).

Establish dedicated communication plans between event organizer, first aid provider, local

emergency services, Public Health authority, and onsite security and cleaning staff.

Develop plans to respond to illness/infection at the event, while considering the requirements

for movement through crowds.

Food and beverage Legislation/Guidelines:

O. Reg. 364/20: Schedule 2 Sec 1

Considerations and interpretations:

Post menus electronically or print on large signage.

Encourage electronic ordering and notification systems (i.e. website, text message, QR codes)

27

Implement touchless service experiences.

Limit the number of counter staff onsite and/or in small spaces.

Encourage placement of food and beverage orders onto service area rather than handing

purchases directly to patrons.

Where practicable, install physical barriers between workers and event attendees (i.e. service

counters, registers).

Ensure all equipment, service and consumption areas are properly sanitized; eliminate shared

items. (11)

Eliminate communal or self-serve food containers (i.e. fountain beverages, garnishes, buffets).

Package all food in single-use containers or packaging (i.e. condiments, snacks, etc.).

Develop necessary training programs and resources for food service workers, food vendors,

concession operators, etc.

Coordinate artists’ riders to adhere to requirements for packaged food and beverages. (11)

Communicate expectations and requirements to all event stakeholders before and at the event.

Front of House Legislation/Guidelines

O. Reg. 364/20: Schedule 2 Sec 11(2)

Considerations and interpretations:

• Ensure distancing requirements between performers, performance area(s) and audience;

consider blocking off front rows of spectator seating, if necessary. (28), (51)

• Reconsider incorporating a live audience area altogether; determine the viability of using

multiple stages throughout your site or using screens to broadcast performances to different

areas within your site.

Garbage and disposal protocols Considerations and interpretations:

Provide waste receptacles lined with a plastic bag, and empty as often as necessary. (51)

Consult your waste management services about proper disposal of personal protective

equipment. (11)

Place gloves and other disposable items used for cleaning and disinfecting in a bag that can be

tied before disposing of them with other waste. (11)

Provide additional garbage bins for workers and attendees to dispose of their gloves and masks,

including at all entrances, exits, throughout the premises and parking lots.

Consult with your waste management service provider (if applicable) and share applicable

guidelines.

Ground transportation and vehicles Considerations and interpretations:

Applicable public health guidelines (i.e. physical distancing) should be enforced in buses, vans,

and other ground transportation. This may require additional vehicles or multiple trips.

28

Passengers should wear face coverings and gloves while riding, and wash hands or use hand

sanitizer after leaving the vehicle. (11)

Encourage rideshare drivers servicing the event follow appropriate local public health

guidelines.

Where safe and possible, assign a worker to disinfect high-touch surfaces inside buses, vans and

other ground transportation.

Hand hygiene Considerations and interpretations:

Consult your local Public Health authority to receive applicable guidelines.

Train workers on proper hand-washing techniques.

Ensure all hand-washing facilities are available and in good working order.

Ensure there is an adequate supply of liquid soap, paper towel, hand sanitizer, tissues, and

waste receptacles throughout the event site and in washrooms. (51)

Ensure an appropriate cleaning schedule has been set up and to replenish supplies.

Post appropriate signage to communicate expectations in high traffic areas. (51)

Provide hand sanitizer dispensers (70-90% alcohol concentration) by entrances and throughout

the event site for everyone to use. (51)

Consider using touchless hand sanitizer units.

Communicate expectations and requirements to all event stakeholders before and at the event.

References & Resources

World Health Organization guidelines for safe use of alcohol based hand sanitizers

World Health Organization downloadable “Wash Your Hands” posters

Health screening Legislation/Guidelines:

Consult the Ontario Ministry of Health COVID-19 Patient Screening Guidance Document. (35)

Considerations and interpretations:

Refer to “Contact tracing” above.

Consult your local Public Health authority to receive applicable guidelines and establish

screening protocols. (41), (52)

Post appropriate self-screening signage at access points throughout the event site. (11)

Consult local Public Health authorities on best practices for temperature screening.

Develop documentation protocols to support health-screening efforts for all workers and

attendees on the event site.

Explore incorporating health and safety requirements into agreements with contractors and

service providers. (11)

Develop appropriate Illness Response Plans for responding to worker and attendee illness

onsite.

Communicate expectations and requirements to all event stakeholders before and at the event.

29

Illness/Infection response Considerations and interpretations:

Consult your local Public Health authority to receive applicable guidelines.

Immediately notify your local Public Health authority and any necessary event/municipal

management or human resources professionals.

Develop alternative staffing plans to ensure sufficient event staffing levels in the case of

absences.

Document all circumstances of illness to help with contact tracing.

Develop an Illness/Infection Response Plan:

o Outline operational practices to respond to (potential) infection.

o Onsite prevention, mitigation, preparedness, response and recovery activities, tasks and

responsibilities.

o Outline emergency escalation procedures to response to reported (potential)

illness/infection.

o Develop necessary reporting documentation templates.

o Develop necessary communication processes for reporting (potential) illness/infection

to all necessary stakeholders.

o Determine post-event/recovery procedures to conclude any immediate issues and build

illness/infection resiliency of future events.

Infection Mitigation Coordinator Considerations and interpretations:

Role and concept recommended by the Event Safety Alliance Reopening Guide. (11)

Prioritize oversight and accountability for the event’s public health and safety by designating an

event staff to the role.

Ensure designated individual has the appropriate medical and risk management knowledge.

Centralize facilitation of (but not sole responsibility for) the event’s overall public health and

safety strategy and systems.

Notify your local Public Health authority to advise them of who is responsible for this role for

your event.

Insurance Considerations and interpretations:

Review your current insurance policy and coverage with your policy holder/insurance broker to

ensure accurate and sufficient coverage for public health, pandemic, or illness risks or claims.

Merchandise Considerations and interpretations:

Consider using contactless ordering and payment systems (i.e. website, event app, Apple Pay)

that allows for mobile ordering and on-site pickup.

Consider implementing ‘Touchless’ policies to restrict merchandise from being handled or tried

on. Only workers may touch items for sale.

Consider implementing an ‘All sales are final’ policy to restrict returns or exchanges.

30

Inform merchandise workers of the health risks related to their work, and inform and train

workers on the cleaning procedures and risk mitigation measures established for your event.

(11)

Communicate expectations and requirements to all event stakeholders before and at the event.

Monetary control practices Considerations and interpretations: (11)

Consider using contactless ordering and payment systems (i.e. website, event app, Apple Pay)

that allows for mobile ordering and on-site pickup.

Discourage physical cash transactions if possible.

Assign point-of-sale terminals to one worker where possible.

Consider making purchases available for pre-payment in advance of the event.

Communicate expectations and requirements to all event stakeholders before and at the event.

Parking Considerations and interpretations:

• Consider spreading out parking spaces to assist in distancing or dispersing crowds. (11)

• Configure parking lots to limit congregation points and ensure proper separation of workers.

• Have clearly marked ingress pathways. (11)

• Add physical distancing signage to / from parking spaces. (11)

• Add directional signage to/from parking spaces that is clear and easy to follow, to prevent

people backtracking in crowds. (41)

• Ensure parking payment terminals are disinfected regularly.

Personal care/hygiene Considerations and interpretations:

Refer to “Hand hygiene” above.

Train workers on proper personal care/hygiene techniques.

Post washroom capacity outside of washroom space.

Ensure there is an adequate supply of liquid soap, paper towel, hand sanitizer, tissues, and

waste receptacles throughout the event venue and in washrooms. (51)

Ensure an appropriate cleaning schedule has been set up and to replenish supplies.

Post appropriate signage to communicate expectations in high traffic areas. (51)

Personal Protective Equipment (PPE) and Universal Protective Equipment (UPE) Legislation/Guidelines:

Consult and adhere to municipal legislation concerning wearing PPE/UPE (i.e. municipal

mandatory mask policies).

Consult provincial workplace health and safety guidelines. (33)

Considerations and interpretations:

Personal protective equipment (PPE) is worn in order to protect the wearer from exposure to a

hazard.

31

Universal Protective equipment (UPE) is worn in order to protect people other than the wearer.

Consult and adhere to municipal staff/worker PPE/UPE safety guidelines.

Ensure staff, contractors, service providers and event attendees have and use PPE/UPE as

required. (11)

Communicate and train staff, contractors, service providers and event attendees on proper

donning/doffing, wearing, and disposal of PPE/UPE. (11)

Physical activity, shared activity Legislation/Guidelines

O. Reg. 364/20: Schedule 2 Sec 11(2)

Considerations and interpretations:

Considering eliminating entertainment activities involving participant/attendee contact (i.e.

contact sports, competitive games, etc.).

Consider eliminating activities that involve high levels of contact with shared surfaces or

equipment (i.e. inflatables).

Refer to legislation linked above to provide appropriate physical barriers between performers,

musicians and spectators.

Physical distancing Legislation/Guidelines:

Consult the Province of Ontario’s distancing guidelines. (30)

Considerations and interpretations:

Implement operational practices to implement and enforce distancing as required (i.e. marked

spaces on the ground, designated seating plans, chair positions, etc.). (51)

Consider infrastructure changes required to implement and enforce required distancing (i.e.

physical perimeters, access delineations, etc.).

Post appropriate signage to communicate expectations in high traffic areas. (51)

Communicate expectations and requirements to all event stakeholders before and at the event.

Queuing Considerations and interpretations:

Implement operational practices to implement and enforce queuing as required to ensure

distancing (i.e. lines/decals on the ground, barricade, rope and stanchion, etc.)

Consider (additional) staffing requirements to implement and enforce queuing as required to

ensure distancing.

Consider infrastructure changes required to implement and enforce efficient queuing to ensure

distancing (i.e. turnstiles, bollards, etc.).

32

Sanitization efforts Legislation/Guidelines:

O. Reg. 364/20: Schedule 1 Sec 6(1)

Consult Health Canada’s resource list of hard surface disinfectants for use against COVID-19.

(59)

Consult the Province of Ontario’s sanitation guidelines. (37), (10)

Consult Public Health Ontario’s cleaning and disinfecting guidelines. (38)

Considerations and interpretations:

Consult and adhere to municipal guidelines.

Minimize opportunities for infection transmission through frequent cleaning and disinfecting of

high touch surfaces (i.e. doorknobs, tabletops, railings, contactless payment). (51), (9)

Limit the sharing of tools, equipment and supplies. Disinfect any shared items between use (i.e.

contactless payment machines, trays, touch screens, etc. (51)

Explore incorporating cleaning and sanitization requirements into agreements with contractors

and service providers. (11)

Consider cleaning and sanitization protocols for material/equipment upon delivery, set-up, use,

strike, and return.

Develop specific event cleaning and sanitization plans for each event.

Communicate specific cleaning and sanitization expectations and requirements to all event

stakeholders before and at the event.

Determine and communicate workers’ responsibilities for cleaning and sanitization duties in

consultation with necessary human resource professionals.

Develop necessary cleaning and sanitization training programs and resources for workers in

various positions.

Consult appropriate WHIMIS guidelines and product instructions ensure safe and proper use of

cleaning and sanitization products.

Seating arrangements Considerations and interpretations:

Refer to “Physical distancing” above.

Design a seating area that implements distancing requirements (e.g. markings, barriers etc.)

Consider allocate seating arrangements by household group or other affiliation. (41)

Develop seating enforcement plan to monitor and correct individuals moving between allocated

seating. (41)

Encourage attendees to bring their own seat/blanket/rug to an event to reinforce designated

seating locations. (41)

Ensure pathways are wide enough to allow the flow of pedestrian traffic while maintaining

distancing requirements. (41)

Consider removing designated seating areas if applicable.

Develop a cleaning and disinfecting schedule for fixed seating areas.

Furniture and equipment used for the event should be made of a non-absorbent material, so

that it is easy-to-clean/disinfect. (11)

33

Security Considerations and interpretations:

See “Enforcement” above.

Consider utilizing uniform licensed security officers as ‘Public Health Ambassadors’ to have a

physical presence related to reinforcing health and safety requirements.

Develop necessary security worker training and resources related to health and safety job

functions.

Communicate specific health and safety enforcement expectations and requirements to security

staff.

Staff and worker safety and management Legislation/Guidelines:

Consult provincial workplace health and safety guidelines. (33)

Considerations and interpretations:

Consult and adhere to municipal staff/worker safety guidelines.

Communicate and coordinate expectations and requirements with staff. (11)

Maintain a list of the names, contact information and attendance records of all workers.

Share information in all languages spoken by your workers.

Conduct training virtually where possible.

Share information about available social and mental health supports with workers, and

encourage them to use these resources as needed.

Explore incorporating health and safety requirements into agreements with contractors and

service providers. (11)

Site maps, layout & Site visits Considerations and interpretations:

Conduct event site visits/tours virtually, or conduct site visits in outdoor spaces if possible.

Refer to “Access and egress”, “Attendance control practices” and “Crowd management

practices” above.

Develop event site plan/map(s) that indicate illness prevention, mitigation and protection

efforts.

Consider establishing standardized legends with common icons/symbols.

Consider establishing a standard event site layout template.

Identify the required site map/layout elements in municipal event resource guides.

Incorporate necessary details and diagrams to indicate distancing requirements including: (51)

o Maximum number of people permitted in each area

o Location of sanitation stations

o Expected queueing locations

o Access and egress points

o Health care access points

34

Washrooms Considerations and interpretations:

Refer to “Hand hygiene”, “Health screening”, “Personal care/hygiene” and “Sanitation” above.

Post washroom capacity outside of washroom space.

Post appropriate self-screening signage at washroom access points. (51)

Consult with portable washroom rental company and share applicable guidelines.

Develop and implement appropriate facilities cleaning and sanitization schedules.

Some washroom stalls, urinals and sinks may need to be decommissioned (taped off) to

maintain distancing requirements. (10)

References & Resources

Public Health Ontario, Cleaning and Disinfection for Public Settings

35

Acknowledgements Authors

This Guide was authored and edited by the Executive members of the Network of Municipal Event

Planners (NMEP):

Meagan Guerra – City of Brampton Elizabeth Fritshaw – City of Burlington Lisa Whelan – City of Cambridge Rebecca Cotter – City of Markham Dan Di Ruscio – City of Richmond Hill Jeannie Maidens – Municipality of Port Hope Shelley Ware – Town of Aurora Janet Davidson – Town of Milton

Contributors

NMEP extends its thanks to the network representatives who contributed insights to the development

of this Guide.

Regions and municipalities

Ajax, Barrie, Bradford West Gwillimbury, Brant, Credit Valley Conservation Authority, Georgina,

Goderich, Haldimand County, Halton Hills, Hamilton, King Township, Newmarket, Niagara Parks

Commission, Oakville, Oshawa, Pelham, Port Colborne, Sarnia, St. Marys, Timmins, Toronto, Vaughan,

Welland, Whitby, Whitchurch-Stouffville, Windsor, York Region.

Agencies and departments

Building Services, Bylaw/Enforcement Services, Clerk’s Departments, Economic Development

Departments, Emergency Medical Services, Emergency Operating Committees, COVID Teams, Facilities

Management Departments, Fire Departments, Municipal event office/departments, Police Departments,

Public Health Departments, Recreation/Culture Departments, Risk Management/Insurances,

Roads/Parks Operations, Tourism agencies (RTO, DMO, etc.), Transit agencies, Waste Management

agencies.

About NMEP

Ontario’s Network of Municipal Event Planners (NMEP) brings together festival and event professionals

working in municipal government across the province to share best practices, combine resources where

possible, and to support one another in the planning and permitting of festivals and events within their

respective communities. NMEP members engage with each other, independent event organizers,

industry contractors, suppliers, vendors, sponsors and other stakeholders in order to continuously

develop and enhance event management processes. NMEP maintains four network chapters,

representing municipal special event offices and community festivals and events across the province.

***

Publication Version 1.0: September 14, 2020

36

References Ref. # Source Resource Link

1 Alcohol and Gaming Commission of Ontario

AGCO services during the COVID-19 pandemic (Mar 16)

https://www.agco.ca/tags/covid-19

2 American National Standards Institute

ANSI ES1.9-2020 Crowd Management Standard

https://static1.squarespace.com/static/5aec979d3e2d09db8bcad475/t/5f28405c6701be2fe6ae9a24/1596473447880/ANSI+ES1.9-2020.pdf

3 Australian Institute of Sport The Australian Institute of Sport (AIS) Framework for Rebooting Sport in a COVID-19 Environment

https://ais.gov.au/__data/assets/pdf_file/0006/730374/35845_AIS-Framework-for-Rebooting-Sport-Summary.pdf

4 Canadian Centre for Occupational Health and Safety

Coronavirus (COVID-19) Standard Operating Procedure Disinfection of Touch Points

https://www.ccohs.ca/images/products/pandemiccovid19/pdf/std-op-proc-disinfection.pdf

5 Canadian Live Music Association (CLMA) *Note: This source offers recommended practices. Refer to applicable legislation when considering recommendations offered.

Reopening, Stage 3: Ontario’s Live Music Venues, Recommendations and Guidance from the Canadian Live Music Association (CLMA)

https://canadianlivemusic.ca/2020/07/reopening-stage-3-ontarios-live-music-venues-recommendations-and-guidance-from-the-canadian-live-music-association-clma/

6 City of Sarnia Reopening Sarnia in Response to Covid-19

City of Sarnia. (2020). Reopening Sarnia in Response to Covid-19.

7 City of Vancouver Restart Smart Vancouver https://vancouver.ca/files/cov/restart-smart-vancouver-plan.pdf

8 City of Vaughan Vaughan Events Guidance & Reintegration Document

City of Vaughan. (2020). Vaughan Events Guidance & Reintegration Document.

9 Durham Region Health Department

Special Event Guidance https://www.durham.ca/en/health-and-wellness/resources/Documents/Novel-Coronavirus/COVID-19-Special-Events-Guidance.pdf

37

Ref. # Source Resource Link

10 Eastern Ontario Health Unit COVID-19 Guidance for Use of Public Washrooms

https://eohu.ca/en/covid/covid-19-guidance-for-use-of-public-washrooms

11 Event Safety Alliance Event Safety Alliance Reopening Guide https://www.eventsafetyalliance.org/esa-reopening-guide

12 Eventbrite Eventbrite’s COVID-19 Safety Playbook for Events

https://bit.ly/34uO81V

13 Government of Alberta COVID-19 information : guidance for live music, dance and theatre

https://open.alberta.ca/dataset/covid-19-information-guidance-for-live-music-dance-and-theatre

14 Government of Canada Hard-surface disinfectants and hand sanitizers (COVID-19): List of disinfectants with evidence for use against COVID-19

https://www.canada.ca/en/health-canada/services/drugs-health-products/disinfectants/covid-19/list.html

15 Government of Canada Risk mitigation tool for gatherings and events operating during the COVID-19 pandemic

https://www.canada.ca/en/public-health/services/diseases/2019-novel-coronavirus-infection/health-professionals/mass-gatherings-risk-assesment.html

16 International Alliance of Theatrical Stage Employees (IATSE)

IATSE Stagecraft Safety Committee Recovery Plan

https://www.iatse.net/sites/default/files/stagecraft_reopening_guidelines_final.pdf

17 International Association of Business Communicators

COVID-19 Resources https://www.iabc.com/covid-19-resources/

18 International Festivals and Events Association (IFEA)

IFEA Coronavirus (COVID-19) Resources https://www.ifea.com/p/resources/ifea-coronavirus-resources

19 Lifesaving Society Guide to Reopening Pools and Waterfront

https://www.lifesavingsociety.com/media/326693/98guide_reopening%20pools_waterfronts_updated%20july%202020.pdf

20 MeetingPlay The Essential Guide to Creating Safer In-Person Events

https://www.meetingplay.com/blog/our-guide-to-creating-safer-in-person-events

38

Ref. # Source Resource Link

21 NDML Insurance Specialists Coronavirus (COVID-19): Re-opening Handbook

https://www.ntia.co.uk/wp-content/uploads/2020/06/NDML-Back-In-Business-Handbook-2.pdf

22 Ottawa Public Health Hosting, postponing or cancelling mass gatherings

https://www.ottawapublichealth.ca/en/public-health-topics/hosting-postponing-or-cancelling-mass-gatherings.aspx

23 Parks and Recreation Ontario (PRO)

Alternatives to Closure & Preparation for Recovery: Visitor Management Options for Parks and Trails Managers in a Transitioning COVID-19 World

https://www.prontario.org/public/covid19/Alternatives%20to%20Closure%20and%20Preparation%20for%20Recovery.pdf

24 Parks and Recreation Ontario (PRO)

COVID-19 Washroom Toolkit V.1, June 19, 2020

Parks and Recreation Ontario. (2020). COVID-19 Washroom Toolkit V.1, June 19, 2020.

25 Province of British Columbia Mass Gathering Events (Pursuant to Sections 30, 31, 32 and 39 (3) Public Health Act, S.B.C. 2008)

https://www.actsafe.ca/class-order-mass-gatherings-re-covid-19/

26 Province of New Brunswick 2020 New Brunswick Canada COVID19 Recovery Plan

https://www2.gnb.ca/content/gnb/en/corporate/promo/covid-19/recovery.html

27 Province of Ontario A Framework for Reopening our Province, April 27, 2020

https://files.ontario.ca/mof-framework-for-reopening-our-province-en-2020-04-27.pdf

28 Province of Ontario A Framework for Reopening our Province, Stage 3

https://files.ontario.ca/mof-framework-reopening-province-stage-3-en-2020-07-13-v2.pdf

29 Province of Ontario Accessibility for Ontarians with Disabilities Act, 2005, S.O. 2005, c. 11

https://www.ontario.ca/laws/statute/05a11

30 Province of Ontario COVID-19 (coronavirus) and workplace health and safety

https://www.ontario.ca/page/covid-19-coronavirus-and-workplace-health-and-safety

39

Ref. # Source Resource Link

31 Province of Ontario Film and television industry health and safety during COVID-19

https://www.filmsafety.ca/wp-content/uploads/2020/06/S21-Film-Television-COVID19-Guidance-June.25.20.pdf

32 Province of Ontario Ministry of Health COVID-19 Patient Screening Guidance Document

http://www.health.gov.on.ca/en/pro/programs/publichealth/coronavirus/docs/2019_patient_screening_guidance.pdf

33 Province of Ontario Municipal Freedom of Information and Protection of Privacy Act, R.S.O. 1990, c. M.56

https://www.ontario.ca/laws/statute/90m56?search=collection+of+personal+information#BK39

34 Province of Ontario O. Reg. 364/20: RULES FOR AREAS IN STAGE 3 under Reopening Ontario (A Flexible Response to COVID-19) Act, 2020, S.O. 2020, c. 17

https://www.ontario.ca/laws/regulation/200364

35 Public Health Ontario Coronavirus Disease 2019 (COVID-19) Cleaning and Disinfection for Public Settings

https://www.publichealthontario.ca/-/media/documents/ncov/factsheet-covid-19-environmental-cleaning.pdf?la=en

36 Public Health Ontario Mass gatherings and public health risks: Local and provincial perspectives on hazard identification risk assessment (HIRA) approaches in Ontario

http://www.tophc.ca/wp-content/uploads/2019/05/Session50_mass-gatherings-and-public-health.pdf

37 Public Safety Canada An Emergency Management Framework for Canada - Third Edition

https://www.publicsafety.gc.ca/cnt/rsrcs/pblctns/2017-mrgnc-mngmnt-frmwrk/index-en.aspx

38 Queensland Tourism Industry Council

Industry Framework for COVID Safe Events in Queensland

https://www.covid19.qld.gov.au/__data/assets/pdf_file/0018/132570/industry-framework-covid-safe-events.pdf

39 Research Institute for Exhibition and Live Communication

Event Safety and Security in the Context of COVID-19

https://www.famab.de/fileadmin/aktuelles/COVID-19/R.I.F.E.L._event_safety_and_security_in_the_context_of_COVID-19_V2.0.pdf

40

Ref. # Source Resource Link

40 Running USA Stepping Up for a Return to Scalable, Smart Events

https://www.runningusa.org/RUSA/News/2020/Stepping-Up-for-a-Return-to-Scalable--Smart-Events.aspx

41 Safe Events #EventInsights webinar - Event Management Plans in Pictures

https://www.youtube.com/watch?v=95ujH6YDsVQ&t=51s

42 Skate Canada Return To Skating https://skatecanada.ca/2020/05/return-to-skating/

43 Swedish Civic Contingencies Agency

Event Safety Guide https://rib.msb.se/filer/pdf/26172.pdf

44 Swimming Canada COVID-19 Return to Swimming Resource Document

https://www.swimming.ca/content/uploads/2020/05/Return-to-Swimming-Resource-Document-From-Swimming-Canada-V1-05292020.pdf

45 Swimming Canada Preparing for a Safe Return to Operations http://swimontario.com/uploads/ReturntoOperationsSafely.pdf

46 Technical Standards and Safety Authority

TSSA Considerations during COVID-19, Updated: April 29, 2020

https://www.tssa.org/en/about-tssa/resources/Documents/TSSA-Guidelines-External-COVID-19_update.pdf

47 The Global Association for the Attractions Industry

Reopening Guidance: Considerations for the Attractions Industry

https://www.iaapa.org/reopening-guidance-considerations-attractions-industry

48 Toronto Public Health COVID-19 Guidance for Indoor & Outdoor Events & Gatherings

https://www.toronto.ca/wp-content/uploads/2020/07/9636-COVID-19-Indoor-Outdoor-Events-Gatherings.pdf

49 Toronto Public Health Toronto Health Screening questionnaire https://www.toronto.ca/wp-content/uploads/2020/05/95f0-Survey-Screening-poster-TPH.pdf

50 Town of New Tecumseth COVID-19 Safety Plan Town of New Tecumseth. (2020). Covid-19 Safety Plan.

41

Ref. # Source Resource Link

51 U.S. Centers for Disease Control and Prevention (CDC)

Considerations for Events and Gatherings https://www.cdc.gov/coronavirus/2019-ncov/community/large-events/considerations-for-events-gatherings.html

52 U.S. Centers for Disease Control and Prevention (CDC)

Events and Gatherings: Readiness and Planning Tool

https://www.cdc.gov/coronavirus/2019-ncov/downloads/community/COVID19-events-gatherings-readiness-and-planning-tool.pdf

53 Workplace Safety & Prevention Services

Business Pandemic Preparedness Checklist

https://www.wsps.ca/WSPS/media/Site/Resources/Downloads/Bsnss_Pndmc_Prprdnss_Chcklst_FINAL.pdf

54 Workplace Safety & Prevention Services

Post-Pandemic Business Playbook https://www.wsps.ca/WSPS/media/Site/Resources/Downloads/post-pandemic-business-playbook.pdf

55 Workplace Safety & Prevention Services

Workplace Safety & Prevention Services Guidance on Health and Safety for Outdoor Recreation and Drive-in/Drive-Thru Entertainment Settings During COVID-19

https://www.wsps.ca/WSPS/media/Site/Resources/Downloads/covid-19-outdoor-recreation-health-and-safety-guidance.pdf

56 World Health Organization (WHO)

Clean Care is Safer Care https://www.who.int/gpsc/5may/resources/posters/en/

57 World Health Organization (WHO)

Coronavirus disease (COVID-19) advice for the public

https://www.who.int/emergencies/diseases/novel-coronavirus-2019/advice-for-public

58 World Health Organization (WHO)

How to use WHO risk assessment and mitigation checklist for mass gatherings in the context of COVID-19

https://www.who.int/publications/i/item/how-to-use-who-risk-assessment-and-mitigation-checklist-for-mass-gatherings-in-the-context-of-covid-19

59 World Health Organization (WHO)

International Health Regulations https://www.who.int/ihr/about/IHR_Mass_Gatherings_prevent.pdf?ua=1

42

Ref. # Source Resource Link

60 World Health Organization (WHO)

Key planning recommendations for mass gatherings in the context of COVID-19: interim guidance, 29 May 2020

https://apps.who.int/iris/handle/10665/332235

61 World Health Organization (WHO)

Key planning recommendations for mass gatherings in the context of the current COVID-19 outbreak

https://www.who.int/publications/i/item/key-planning-recommendations-for-mass-gatherings-in-the-context-of-the-current-covid-19-outbreak

62 World Health Organization (WHO)

Public health for mass gatherings: key considerations

https://www.who.int/publications/i/item/public-health-for-mass-gatherings-key-considerations

63 World Travel and Tourism Council

Leading Global Protocols for the New Normal, Convention Centres, Meetings and Events

https://wttc.org/COVID-19/Safe-Travels-Global-Protocols-Stamp/moduleId/1410/itemId/90/controller/DownloadRequest/action/QuickDownload

64 World Triathlon World Triathlon COVID-19 Prevention Guidelines for Event Organizers

https://www.triathlon.org/uploads/docs/20200430_Covid19_Guidelines.pdf