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THE HORSE RIDING CLUBS ASSOCIATION of VICTORIA INC. (A0002667H)PO Box 209, Nunawading 3131 Ph: 03 9877 0330 Email: [email protected] COVID SAFE COMPETITION – EVENT SAFETY PLAN VERSION 2 12TH OCTOBER 2020

EVENT SAFETY PLAN

RETURN TO EQUESTRIAN COMPETITION IN REGIONAL VICTORIA

The following directions are provided to assist a return to competition under the RESTRICTED ACTIVITY DIRECTIONS (NON MELBOURNE) NO. 5 (Third Step). The restrictions came into effect at 11.59pm on 16th September 2020.

There are no restrictions on reasons to leave home or on how far you can travel within regional Victoria

There is no overall participant ‘cap’ on the number of people in total at a venue as long as they meet the requirements of the directions. This is achieved by following the compulsory requirements listed below.

All Clubs planning to host a competition are required to prepare and implement an Event Safety Plan. Be mindful of the need to implement management strategies to address:

Social distancing. How will you facilitate the ongoing requirement of 1.5m distance between participants? What steps will you take to avoid gathering of participants?

Personal hygiene. How will you encourage participants to follow good personal hygiene practices? How will you minimize or eliminate the risks of double handling of equipment and other shared objects? What cleaning programs will you implement to maintain cleanliness of common areas?

Symptomatic participants. What steps will you take to limit the likelihood of a symptomatic participant attending your event? What action will you take if a participant presents with symptoms?

Tracking. How will you facilitate the tracking of participants who may come into contact with a Covid 19 positive participant?

COMPULSORY REQUIREMENTSHolding equestrian competition under Regional Victoria Third Step restrictionsSubject to DHHS announcements equestrian competition may resume under the following conditions:

All competition must be held outdoors. Indoor arenas are to remain closed. Social distancing (1.5m) must be maintained in all areas. Participation is limited to the minimum number of people required for a viable

event. Riders may not gather in groups of more than 10 (eg: show classes, marshalling

areas, warmup rings) however, there can be multiple groups of 10 physically distanced at the venue. Judges, event officials or essential support personnel are not counted in the group of 10.

Organising Committees must timetable events to expedite participation and avoid excessive participant numbers on site. Competitors are required to ride and leave.

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Pre-entries only in accordance with competition requirements. Personnel, officials and volunteers are to be limited to those essential for the

running of the event.

1 parent/helper per junior participant. No spectators. Essential support personnel only. Persons from restricted areas may not attend or participate Facilities, with the exception of toilets, must remain closed. There must be at least 4m clearance between parked floats and vehicles,

including portable yards or other equipment associated with the float/vehicle. Alternating yards or stables must remain vacant. Toilets and common use surfaces must be disinfected regularly Temperature checks must be undertaken at entry. An attendee’s register including name, mobile phone number and arrival and

departure time at the venue must be recorded for every person in attendance. Persons who are sick or unwell or displaying any sign of sickness must not attend. Face masks must be worn at all times, except if the activity results in being out of

breath or puffing and must be worn immediately before and after the activity ceases. If you are doing exercise or a physical activity where you are not out of breath or puffing, then you must wear a face covering unless you have a lawful reason not to do so.

Equipment must be cleaned after use. No sharing of equipment. Canteens, kiosks and at venue dining facilities can open subject to the industry

restart guidelines for hospitality The COVIDsafe app should be downloaded and active. If camping is permitted you can camp with the people you live with, your intimate

partner, or the household you have formed a bubble with (your household can book campsites with up to five members of your bubble household). Campsites must be separated by a minimum distance of 4m.

Organising Committees must have a COVIDSafe Plan in place to assist in event management.

A Covid Safe Officer must be appointed to monitor compliance with Covid 19 rules and restrictions.

MITIGATION STRATEGIESUse the following recommendations to assist development of your Plan and add any additional precautions you feel would help reduce the risk of Covid 19 transmission at your event. Strategies in bold type are compulsory requirements.

Covid 19 Coordinator

Appoint an event Covid Safe Officer (CSO) who is aware of current directions and organisation rules.

CSO to ensure Event Safety Plan is implemented CSO to address areas of concern at events

Pre event admin & set up

Introduce Covid safe conditions of entry Emphasize requirement to stay home if experiencing any

symptoms or if there has been contact with an infected person

Pre entries only Event scheduling to limit number of competitors at

venue Competitors to arrive ready to ride / leave after

competing. Promote and enforce ‘ride and leave’ requirement Promote use of Covidsafe App in event advertising Entries to include car registration number and details of

persons attending to facilitate participant checking at gate.

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https://www.business.vic.gov.au/__data/assets/pdf_file/0007/1934989/Industry-Restart-Guidelines-Hospitality.pdf



Use gloves and wash hands often when handling equipment at set up and pack up.

Gate Temperature checks required at entry to venue. Participant registration and arrival – departure times

recorded All persons provide registration details at gate. See

attached form. Persons from restricted areas may not enter grounds

Signage Prominent display of signs encourage safe practicesEvent Office Implement a ‘no contact’ event office by introducing the

following steps:o Event office closed.o Electronic communication where possible.o Is check in necessary? Electronic check in.o Verify membership and assessment details prior to

event. o No formal presentations. Prizes to be

delivered/mailed.o No test pickup – tests to be emailed and interim

placings posted online within 24 hours.o Any protests to be lodged with OC within 48 hourso Final scores posted electronically including

performance points earned within 36 hours.o Competitors to be responsible for adding performance

points to cardsScorers Limit handling of score sheets and dressage tests

Post scores live on-line or Scoreboards to be situated outdoors – avoid posting all

classes in same vicinity to avoid gatherings Use electronic scoring systems if feasible

Gear check Observe social distancingWarm up arenas and marshalling areas

Official to be stationed at warm up arena to address issues relating to overcrowding or gatherings of more than 10.

Jumping warmup – nominated official to handle warmup fences. Limit of 10 in warmup/marshalling area.

No gathering at entry to rings Show and jumping rings to have separate entry and exit

points. Maximum of 10 competitors in a show ring at any one time.

Marshalling areas to be of sufficiently size to facilitate social distancing. Limit of 10 competitors in marshalling areas at any one time.

Officials & volunteers

Gloves and masks available for officials and volunteers Pencillers and stewards to observe social distancing

requirements Health check of officials and volunteers prior to

commencement of duties Dressage Judges to be encouraged to bring their own

penciller (a member of their household or their household bubble) or score tests themselves.

Show judges – no ribbon presentations in rings. Competitors to collect ribbons/prizes from nominated official at the end of the day.

Volunteers to receive Covid 19 briefing relevant to their

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duties Pre event on-line briefings for volunteers

Hygiene Hand sanitizer in common areas Promote frequent washing of hands Cleaning roster for toilets Encourage participants to byo sanitizer Disinfect high touch areas

Food The industry restart guidelines for hospitality must be adhered to if a kiosk, canteen or at venue dining facilities are open.

Participants to byo food and drink or Take away only Use disposable plates and cutlery Observe strict hygiene Limit cash transactions Hand sanitizing station at food areas

Shared equipment

Disinfect shared equipment such as clipboards, walkie talkies, keyboards after use.

First aid First aid kit to include disposable gloves, masks, gowns and hand sanitizer.

Professional first aid services where feasibleCamping and parking

Sufficient area to allow social distancing Discourage overnight stays Minimum 4m distance around parked floats and

campsites. If camping is permitted, a maximum of 5 people from

the same household or household bubble can share accommodation.

Yards and stables

Yards and stables – every second yard or stable to remain vacant

High touch surfaces (stable doors, yard chains/latches, taps and hoses) to be disinfected by user before and after use.

Spectators No spectators 1 parent or guardian allowed for junior competitors. Only essential support personnel for senior

competitors.

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Example Dressage Day Safety Plan – Word formatAlter or amend as required.

EVENT SAFETY PLANTo be completed and implemented by the Event Covid Risk Management Officer. Copies to all members of the Event Organising Committee. Your Event Safety Plan must be provided to the HRCAV upon request

CLUB NAME GREENFIELDS EQUESTRIAN CLUB

EVENT TYPE DRESSAGE DATE 15TH NOVEMBER 2020

COVID RISK MANAGEMENT COORDINATOR

ROBIN MACKAY

EMAIL [email protected] PHONE 11111111

DATE LAST REVIEWED 15/10/20

Have you checked with the venue owner/manager to determine specific venue requirements? Details

Action item Action officer Actioned

1. Check with venue owner2. VENUE SPECIFIC REQUIREMENTS LISTED BELOW

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mailto:[email protected]

THE HORSE RIDING CLUBS ASSOCIATION of VICTORIA INC. (A0002667H)PO Box 209, Nunawading 3131 Ph: 03 9877 0330 Email: [email protected] COVID SAFE COMPETITION – EVENT SAFETY PLAN VERSION 2 12TH OCTOBER 20201. HygieneA pre-emptive low-cost intervention like enhanced hygiene measures of participants is key to reducing the transmission of coronavirus (COVID-19). Examples of personal hygiene measures that should be promoted include handwashing and covering mouth and nose with a tissue or sleeve during coughing/sneezing. Advice on cleaning is available from the Department of Health and Human Services and the Commonwealth Department of Health .

What infection control measures will be introduced to ensure all participants and spectators maintain personal hygiene?


1.1 Promote personal hygiene measures on event website and information to participants including rules re wearing of masks

1.2 Hand sanitizing stations at common areas - toilets, gate, outside event office, food areas

1.3 Signs and posters to encourage personal hygiene

Which high touch common surfaces/areas require regular cleaning? How will this be addressed?Action item Action officer Actioned

1.4 Toilets – roster system1.5 Gates – main gates disinfected regularly by roster. Internal gates left open if possible.

Have you increased regular cleaning schedules for common use areas? Details


1.6 Toilets – rostered clean every hour

2. Social distancing Physical distancing decreases the risk of transmission by reducing incidence of contact with other persons. Participants are to take reasonable steps to maintain 1.5m distance from all other people. Groups of no more than 10 may form during the event.

What protocols will be implemented to ensure physical distancing is maintained at your competition?Action item Action officer Actioned

2.1 Floats 4m apart2.2 Marshalls at warmups, marshalling areas limiting

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https://www.health.gov.au/sites/default/files/documents/2020/03/environmental-cleaning-and-disinfection-principles-for-covid-19.pdf

https://www.health.gov.au/sites/default/files/documents/2020/03/environmental-cleaning-and-disinfection-principles-for-covid-19.pdf

https://www.dhhs.vic.gov.au/business-sector-coronavirus-disease-covid-19


numbers2.3 Signs around common areas reminding of physical

distancing requirements2.4 Covid Safe Officer/s – monitoring gatherings2.5 If necessary, entries limited to ensure plenty of room

for parking/warming up/movement around venue

How will you emphasise the importance of hygiene and social distancing?Action item Action officer Actioned2.8 Pre-event publicity and signs and announcements on day of event

Identify areas where gatherings are likely to occur and outline strategies to limit such gatherings?Action item Action officer Actioned

2.9 Event office Closed to competitors and public Electronic check in (message to nominated

phone- rider name and level entered) Event office queries to nominated phones Score boards – live on line scoring Presentations – no presentations (see below) No cards event

o cards not presented at evento assessment and membership status

confirmed prior to event (contact office for advice)

o Test sheets emailed within 24 hours with allowance for protests

o Interim placings posted online within 24 hours

o Placings finalised within 48 hourso Placegetters advised of points to be

entered on card and prizes posted. 2.10 Toilets – signs re social distancing. One in one out. 2.11 Marshalling areas and warmup – marshalls and

stewards to monitor and control. Riders and officials only – no support persons.

2.12 Overnight social gatherings – no camping

3. Arrival and departure of participants, officials, parents or carers

What measures have you put in place for managing entry and exit points?

Action item Action officer Actioned3.1 Car rego required on entry form to facilitate recording

arrival and departure of vehicle by gate attendant3.2 Gate attendants collect participant registration form

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and take temperature of passengers

What process will be used to record name, contact details and time at venue for every person who attends a competition?Action item Action officer Actioned

3.3 Signed form collected at gate.3.4 Rego number of departing vehicles recorded

What arrangements are in place for taking temperature of participants at entry point?

Action item Action officer Actioned3.5 Temperature check via non contact thermometer by

gate attendants

4. Administration

What steps will be implemented to reduce risk of transmission in the Event Office?Action item Action officer Actioned

4.1 Event office closed to competitors4.2 Minimal personnel in office (scorers/event secs

monitoring phones) – social distancing and masks4.3 Hand hygiene station4.4 Collection of tests via judge / runner (no handling) /

scorer4.5 Minimal contact with participants

What steps will be taken to reduce the risk of transmission to volunteers and officials?Action item Action officer Actioned

4.6 Pre event Covid training/advice to minimise risks for Judges Pencillers Runners Event office Scorers Gear check Gate attendants Marshalls

4.7 Supply of masks on hand4.8 Minimum personnel 4.9 No judges from restricted areas4.10 Social distancing pencillers/judges

No penciller in car or judge box unless from

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judge’s place of residence, partner or bubble family.

Judges allowed to pencil own tests – enter scores/minimal comments and comments in collectives

Electronic scoring where feasible

What steps will be taken to reduce handling of documents?Action item Action officer Actioned

4.11 No card event (see 2.9)4.12 Tests emailed back4.13 Limited handling of tests Judge to runner to scorer4.14 Electronic score board

What Covid Safe conditions of entry will be included on your program?Action item Action officer Actioned

4.15 Link to HRCAV standard conditions of entry of entry on program

4.16 Event specific conditions (example) no cards event no camping electronic live scoreboard tests emailed within 48 hrs – protests within 4 days –

results confirmed …… arrive ready to ride / leave after riding

What Covid Safe key points will be covered in your official’s and volunteer briefings?Action item Action officer Actioned4.17 Judges

Check in at event office BYO penciller from place of residence/partner/bubble

household or penciller for self Limit interaction with riders Place tests directly in runner’s satchel Wear mask Use own car Luncheon facilities closed – lunch in car or outdoors

4.18 Pencillers Must be from Judge’s place or residence/partner or

bubble household Place tests directly in runner’s satchel

4.19 Gear check Maintain social distancing Monitor social distancing of riders reporting for gear

check 4.20 Marshalls

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https://hrcav.com.au/wp-content/uploads/2020/09/COVID-SAFE-EVENT-CONDITIONS-OF-ENTRY-FOR-REGIONAL-VICTORIA-v2-28-09-2020.pdf

THE HORSE RIDING CLUBS ASSOCIATION of VICTORIA INC. (A0002667H)PO Box 209, Nunawading 3131 Ph: 03 9877 0330 Email: [email protected] COVID SAFE COMPETITION – EVENT SAFETY PLAN VERSION 2 12TH OCTOBER 2020 Warm up or marshalling areas. Avoid overcrowding. No

more than 10 riders at once. No support personnel. 4.21 Main Gate

Mask and gloves to be worn Sanitise hands regularly Collect completed forms (straight to satchel) Record vehicle rego – no. of passengers – time arrived. Record vehicle rego departure times. Pre-printed list of vehicle rego numbers with columns

for no. of passengers/arrival time/departure time to be provided.

Take temperature of all passengers

5. SpectatorsSpectators, and other non-participants watching activities should not attend competitions unless they have an essential role or they are parents and/or guardians. Public gathering limitations apply. Clubs should plan for activities without non-essential personnel to prevent the spread of coronavirus (COVID-19).

How will you limit attendance of non-essential personnel?

Action item Action Officer Actioned5.1 Clear instructions regarding essential support personnel

only on conditions of entry5.2 Roster minimum number personnel for day of event

6. Sharing equipmentIn combination with good hygiene practices, a similar pre-emptive measure is to promote behaviours such as not sharing food and drink and limiting the shared use of equipment. Where sharing equipment cannot be avoided, equipment with smooth surfaces should be cleaned between sessions.

What steps will be taken to ensure there is no transmission of coronavirus (COVID-19) through the sharing of equipment, contact with equipment and/or contact with any surfaces where participants

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Process if passenger or participant has an elevated temperature (37.5C or higher).

a) Person to remain in designated area and temperature retaken no less than 15 minutes following initial temperature test.

b) Persons who have had two elevated temperature readings shall be required to leave the venue and be advised to seek advice from their doctor or the Department of Health and Human Services (DHHS) 24-hour coronavirus hotline on 1800 675 398, and get tested

c) a record to be kept of the name and contact number of those who are not allowed entry to the


may be at risk of infection?

Action item Action Officer Actioned6.1 Scheduled cleaning of common use surfaces6.2 Cleaning of equipment such as clip boards, walkie

talkies before and after use6.3 Single use pens 6.4 No sharing of equipment (eg: laptops)6.5 Minimise handling of dressage test sheets

7. Group activitiesGroups of riders may not exceed 10. Example: show classes, marshalling areas, warm up

What protocols are in place to avoid gatherings of more than 10 riders?

Action item Action Officer Actioned7.1 Covid Safety Officers to monitor activities7.2 Any concerns to be reported to CSO7.3 Marshalls to manage gatherings in warmup and

marshalling areas7.4 Pre event advertising and announcements on the day

8. Toilets

How will you ensure the one person per four square metres rule within these facilities is adhered to?Action item Action Officer Actioned

8.1 Depending on number of entry and exit points and size of toilet facility limit number of persons using toilets at any one time.

8.2 Sign on toilet entry8.3 Separate entry and exit if possible

9. Food

Are you providing food at the event? If so, what provisions do you have in place to minimise Covid risk?Action items Action Officer ActionedYes – canteen and or judge lunches

9.1 Review and implement industry guidelines for food services

Yes – food van9.2 Signs re social distancing9.3 Hand sanitizing station

No 9.4 Advice on program that food service not provided. BYO

lunch

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https://www.coronavirus.vic.gov.au/coronavirus-sector-guidance-accommodation-and-food-services

https://www.coronavirus.vic.gov.au/coronavirus-sector-guidance-accommodation-and-food-services

THE HORSE RIDING CLUBS ASSOCIATION of VICTORIA INC. (A0002667H)PO Box 209, Nunawading 3131 Ph: 03 9877 0330 Email: [email protected] COVID SAFE COMPETITION – EVENT SAFETY PLAN VERSION 2 12TH OCTOBER 20209.5 Make arrangements for judge lunches suitable to eat

outdoors or in car.

10. Protocols for addressing Covid 19 symptoms

What protocols or processes are in place to ensure participants are free of coronavirus (COVID-19) symptoms before entry?Action items Action Officer ActionedSee item 4.21

What protocols do you have in place if a participant presents with symptoms consistent with COVID-19 (fever or respiratory symptoms such as cough, sore throat and shortness of breath)?Action items Action Officer Actioned

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THE HORSE RIDING CLUBS ASSOCIATION of VICTORIA INC. (A0002667H)PO Box 209, Nunawading 3131 Ph: 03 9877 0330 Email: [email protected] COVID SAFE COMPETITION – EVENT SAFETY PLAN VERSION 2 12TH OCTOBER 202010.1 Procedures below

11. CommunicationCommunicating coronavirus (COVID-19) risk mitigation strategies to participants is vital. Setting and promoting expectations for required behaviours prior to recommencing activities will be crucial to ensuring activities are safe to return to and remain free of further restrictions. This includes communicating current restrictions, improved health literacy of participants and social distancing measures.

How will you coordinate and communicate changes to the directions to your clubs, members and stakeholders?Action item Action Officer Actioned

11.1 COS to monitor changes to restrictions. Any changes to event directions to be communicated via the Event website or FB page and email to participants

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Notify the Covid Safety Officer

1. Isolate: Remove the person from others. If person has serious symptoms such as difficulty breathing call 000.

2. Remove: Mild symptoms – person required to leave venue. Advise to seek medical advice.

3. Inform: Serious symptoms such as difficulty breathing - tell health authorities by calling the national COVID-19 hotline on 1800 020 080, and follow the advice of health officials. Depending on your situation, authorities could give you specific advice.

4. Transport: Make sure the person has transport, either to their home or to a medical facility.

5. Clean: Any indoor or common use area where the person has been. Personal Protective Equipment (PPE) should be used when cleaning.

6. Identify: Determine if anyone had close contact with the infected person. Close contact means anyone who has been face-to-face for at least 15 minutes with the infected person or has been in the same space as them for two hours. If instructed by health officials, tell close contacts that they may have been exposed to COVID-19 and the requirements for quarantine. You must maintain the privacy of all individuals involved.


What pre event advice regarding social distancing, gatherings and hygiene measures will be given to participants?Action item Action Officer Actioned

11.2 Pre event advice Maintain social distancing of 1.5m at all times Avoid gathering Follow advice of marshalls No more than 10 riders in warm up or

marshalling area BYO hand sanitizer – wash hands often Do not attend if you are feeling unwell Sneeze or cough into elbow Every second yard/stable to remain vacant 4m distance between floats Completed registration form will be collected at

gate Temperature check at gate Event office closed Upon arrival - check in by messaging your name

and level entered to 000000000

How will you encourage compliance with social distancing, gathering and hygiene measures during the event?Action item Action Officer Actioned

11.3 Signs and announcements Marshalls and CSO monitoring compliance Hand sanitizing stations at common use areas

How will you ensure as far as possible that participants, officials and other personnel stay at home if they are feeling unwell? Action item Action Officer Actioned

11.4 Pre-event publicity11.5 Sign on gate11.6 Replacement officials/judges on call

What are your strategies to address non-compliance? Action item Action Officer Actioned

11.7 Warning/reminder by Club official/marshall/CSO11.8 Failure to follow directions – ground jury –

elimination/request to depart venue11.9 Failure to leave venue following deliberate non

compliance with social distancing/hygiene directions – contact local police.

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THE HORSE RIDING CLUBS ASSOCIATION of VICTORIA INC. (A0002667H)PO Box 209, Nunawading 3131 Ph: 03 9877 0330 Email: [email protected] COVID SAFE COMPETITION – EVENT SAFETY PLAN VERSION 2 12TH OCTOBER 202011.10 Report deliberate non compliance to HRCAV for

handling under Complaint Process

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PARTICIPANT REGISTRATION FORM TO BE COMPLETED BY ALL PERSONS ENTERING THE VENUEVEHICLE REGISTRATION NUMBER

NO. OF PERSONS IN VEHICLE

ARRIVAL TIME DEPARTURE TIME

FULL NAME SIGNATURE:

PHONE

EMAIL ADDRESS

In the previous 14 days, have you: Had any COVID-19 symptoms? Been in contact with any confirmed/suspected

COVID-19 case? Travelled internationally?

Yes NoDetails:

Have you downloaded and activated the Covidsafe App?

Yes No


PHONE

EMAIL ADDRESS



Yes NoDetails:


Yes No


PHONE

EMAIL ADDRESS



Yes NoDetails:


Yes No

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POSITION DESCRIPTION - COVID SAFETY OFFICER

OVERVIEWTo keep HRCAV safe for participants, members, parents, volunteers, coaches, officials and spectators, and to ensure the safety of the wider community HRCAV strongly supports the appointment of a Club COVID Safe Officer.

The COVID Safe Officer will be of assistance in implementing a safe return to HRCAV activities.

It is recommended that this role is a ‘stand-alone’ role, however, can be combined with other duties that do not restrict the duties of the COVID Safe Officer.

SCOPE OF POSITIONAim: To ensure HRCAV remains safe for all members.

Role: The COVID Safe Officer is responsible for implementing the club Covid Safety Plans (rallies and events) and to ensure that all the actions outlined are in place prior to an activity commencing.

NOTE: It is not the role of the COVID Safe Officer to write or develop a COVID Return to Riding plan, that is the role of the club committee, however it would be reasonable to expect the COVID Safe Officer will have input into the development of the plan.

Extent: This role extends to all activity undertaken by the club: Rallies, Events, all other riding activity, and all non-riding activities including working bees. The club committee may appoint one or more COVID Safe Officers to ensure a presence at all activity. The COVID Safe Officer can delegate duties as required.

Reports to: Club Committee.

EXPERIENCE REQUIREDMust be able to maintain an understanding of the club Covid Safety Plan as amended from time to time to reflect HRCAV template plans and state government requirements.

DUTIES:

To ensure the club COVID Safety plan is in place and kept up to date. To attend event to monitor the implementation of the COVID Safety plan. Ensure volunteers are in place where required ie gate attendants, toilet cleaners

etc Ensure social distancing is maintained including compliance with density. The

COVID Safe Officer has the authority to request compliance from members and visitors.

Ensure collection of names, contact details and time of arrival.

Ensure temperature checks are undertaken prior to entry. Ensure toilets and public places are cleaned as required and supplies of sanitiser

and paper towels are maintained. Report instances of non-compliance to the committee. Committee is to deal with

evictions of people who refuse to comply. Implement mandatory exclusion, that is, people who are displaying symptoms of

being sick must be directed to leave the premises immediately.

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