Arts Centre Melbourne COVIDSafe & Wellbeing Plan Hamer Hall & Theatres Building Version 3.2 - Business name: Victorian Arts Centre Trust Plan ...
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Arts Centre Melbourne
COVIDSafe & Wellbeing Plan
Hamer Hall & Theatres Building
Version 3.2
Business name: Victorian Arts Centre Trust
Plan completed by: Claire Spencer
Date reviewed: 1 January 2021
Updated: 10 March 2021
0Your safety and wellbeing The Arts Centre Melbourne COVIDSafe & Wellbeing Plan details our commitment to your physical and mental health when visiting, working or presenting with us during the coronavirus (COVID-19) pandemic. The plan highlights our key control measures to mitigate the risk of COVID-19 transmission in our day-to- day operations, in line with current Victorian Government advice and restrictions. Our Values Arts Centre Melbourne enriches the cultural, educational, social and economic lives of Victorians by bringing people together for remarkable experiences. What we do makes a difference in making Melbourne more creative and vibrant. Our values are what drives us and will drive our commitment to this plan each and every day. Leadership We work with courage and conviction to achieve the highest standards. Community We focus on welcoming people of all ages and backgrounds to their arts centre. We enable everyone to safely and with confidence participate in and experience the wonder of the performing arts, whether it be returning or for the first time. Care More Our commitment to you goes above and beyond the basic COVIDSafe compliance and centres around a culture of exemplary care for your safety, health and wellbeing. Creativity We are innovative in this changing world, creating new opportunities for creativity to flourish and for artists to safely connect with audiences. Further information on how we bring our COVIDSafe & Wellbeing Plan to life can be found in the guide Your Safety & Wellbeing, a commitment to providing a safe venue for everyone to enjoy.
TABLE OF CONTENTS
1 Introduction ................................................................................................................................ 5
2 Latest updates ...................................................................................................................... 6
3 General information ............................................................................................................. 7
3.1 Arts Centre Melbourne COVIDSafe & Wellbeing Plan ............................................................ 7
3.2 (R) Six principles of a COVIDSafe workplace .......................................................................... 7
3.3 (R) Physical distancing .............................................................................................................. 7
Physical distancing ............................................................................................................. 7
Four square metre and two square metre rules ................................................................. 8
(R) Separate areas and density.......................................................................................... 8
(R) Carpooling .................................................................................................................... 8
3.4 (R) Wearing of face masks and other PPE .............................................................................. 9
Face masks ........................................................................................................................ 9
Other PPE ........................................................................................................................... 9
3.5 (R) Environmental measures including cleaning and hygiene ........................................... 10
Practising good hygiene ................................................................................................... 10
Cleaning ............................................................................................................................ 11
3.6 (R) Contact tracing and record keeping................................................................................. 12
Team members (artists/presenters, contractors and visitors) .......................................... 12
Customers ........................................................................................................................ 12
3.7 Working in enclosed spaces ............................................................................................. 13
(R) Encouraging separation .............................................................................................. 13
3.8 Communication ........................................................................................................................ 14
Team member communication ......................................................................................... 14
Visitors, contractors, presenters and artists communication ............................................ 14
3.9 COVID Safety Team – monitoring compliance ...................................................................... 15
COVIDSafe and Wellbeing Officer – Level 1 .................................................................... 15
COVIDSafe and Wellbeing Officer (Deputies) – Level 2 .................................................. 16
COVIDSafe Marshal ......................................................................................................... 16
4 Our team’s safety ............................................................................................................... 17
4.1 Workforce bubbles ............................................................................................................. 17
4.2 Health Declarations .................................................................................................................. 18
At all times .................................................................................................................. 18
Team member site entry requirements ...................................................................... 18
(R) Returning to worksite .................................................................................................. 18
4.3 Risk assessments .............................................................................................................. 19
Risk assessment support ................................................................................................. 19
Opening spaces .......................................................................................................... 19
4.4 COVIDSafe Public Events Framework ................................................................................... 20
10 March 2021 Sections marked with must be read by every team member 24.5 Presenters, visitors, volunteers, contractors and artists .................................................... 20
Conditions of entry to maintain safety .............................................................................. 20
Egress, exit and flow ........................................................................................................ 20
Car park ............................................................................................................................ 21
Staggered entry times ...................................................................................................... 21
Activations, venues and events requirement .................................................................... 21
Face masks ...................................................................................................................... 21
5 Back of house (BOH) ............................................................................................................... 23
Activations ........................................................................................................................ 23
Cast/performers ................................................................................................................ 24
Rehearsals ........................................................................................................................ 24
Music (professional and non-professional), including performance and rehearsal .......... 24
Musicians and singers ...................................................................................................... 25
Hair and makeup .............................................................................................................. 26
Visitors to BOH ................................................................................................................. 27
6 Visiting us ................................................................................................................................. 28
6.1 The venue.................................................................................................................................. 28
6.2 Before arriving .......................................................................................................................... 28
6.3 Customer/visitor obligations .................................................................................................. 28
6.4 Getting to the venue................................................................................................................. 28
Car parking ....................................................................................................................... 28
6.5 At the venue .............................................................................................................................. 29
Front of house ................................................................................................................... 29
Cloakrooms....................................................................................................................... 29
Lifts ................................................................................................................................... 29
Foyers ............................................................................................................................... 29
Washroom facilities........................................................................................................... 29
Cashless venue ................................................................................................................ 29
6.6 Ticketed experiences ............................................................................................................... 29
6.7 Seating arrangements.............................................................................................................. 30
Entry to the theatre ........................................................................................................... 30
Exit from the theatre ......................................................................................................... 30
6.8 Food and drink service ............................................................................................................ 30
6.9 Leaving the venue .................................................................................................................... 31
6.10 If feeling unwell ........................................................................................................................ 31
6.11 Private events ........................................................................................................................... 31
6.12 Australian Music Vault ............................................................................................................. 32
6.13 Sunday Market .......................................................................................................................... 33
6.14 Forecourt activations ............................................................................................................... 33
7 Food and beverage (hospitality) ............................................................................................. 34
10 March 2021 Sections marked with must be read by every team member 3COVIDSafe Summer customer restrictions for dining ...................................................... 34
Live music and entertainment ........................................................................................... 34
Requirements for all Arts Centre Melbourne food and beverage outlets ......................... 34
Tenancies ......................................................................................................................... 35
Kitchens ............................................................................................................................ 35
Cleaning of food and packaging ....................................................................................... 35
8 Front of house (FOH) ............................................................................................................... 36
FOH training ..................................................................................................................... 36
Shift management............................................................................................................. 36
Egress, exit and flow ........................................................................................................ 36
9 Ad hoc use of desks ................................................................................................................ 37
10 Incident management – close contact, suspected or confirmed case ...................................... 38
11 Considerations ......................................................................................................................... 39
11.1 Version control ......................................................................................................................... 40
12 APPENDIX ................................................................................................................................. 41
12.1 Suggested daily checklist for COVIDSafe representatives.................................................. 41
12.2 Definitions ................................................................................................................................. 42
12.3 Referenced documents list (alphabetical order) ................................................................... 43
10 March 2021 Sections marked with must be read by every team member 41 Introduction The Victorian Government, alongside National Cabinet, started a process to ease the restrictions that were put in place to help slow the spread of COVID-19. This was to be a careful and staged process with the Victorian Government working in partnership with industry and unions. The roadmap for this process allows each jurisdiction to decide which restrictions can be eased and when, based on public health advice and local circumstances. To appropriately manage the opening of facilities and venues, operators will need to comply with a range of requirements specified in legal directions. Changes to Victoria’s restrictions will be subject to the advice of the Chief Health Officer. The assessment of the Chief Health Officer will be based on compliance with restrictions, the rate of testing and the spread of COVID-19 in our community, including the number of cases, outbreaks and community transmission. Creating a safe environment is important in stopping the spread of COVID-19 and in building confidence in the community that it is safe to return to venues. Victorians will be asked to play their part to keep one another safe – this includes maintaining a distance of at least 1.5 metres from each other, practising good hygiene and staying home even if slightly unwell. Testing for COVID-19 is recommended for anyone feeling unwell or with any of the COVID-19 symptoms, no matter how mild. The wearing of face masks within Victoria is subject to recommendations or mandates from the Chief Health Officer and may vary in different regions. The information contained within this COVIDSafe & Wellbeing Plan relates to how Arts Centre Melbourne complies with current restrictions while enabling creative and essential services to operate. The COVIDSafe & Wellbeing Plan aims to assist Arts Centre Melbourne’s collections, food and beverage and performance venues to resume part or all operations safely. To help our team members, this document includes a checklist addressing common issues. These are supplemented by sub-sector specific guidance in attachments. As we are in a dynamic public health situation, this will be a dynamic document, updated as circumstances change. We will continue to be guided by the directions of the Chief Health Officer. Further guidance including for festivals will be developed when future easing of restrictions allows an increase in customer numbers. This is subject to the Chief Health Officer’s advice and the continued and effective management to slow the spread of COVID-19. At its core, this COVIDSafe & Wellbeing Plan focuses on the actions that need to be taken to ensure the safety of: everyone who visits us everyone who works or presents with us, including employees, contractors, volunteers, presenters, collaborators and others who work on these sites (throughout the document, where we refer to “team member” we take this broader definition). Arts Centre Melbourne has worked with Creative Victoria and the Victorian Government to develop these guidelines in collaboration with a range of peak bodies, state-owned entities and other sector organisations. This document does not replace the Occupational Health and Safety Act 2004 (OHS Act) or regulations that seek to protect the health, safety and welfare of employees and other people at work. Please note: Sections designated with an must be read by every team member. Other areas to be reviewed are dependent on where you are designated to work. 10 March 2021 Sections marked with must be read by every team member 5
2 Latest updates Below are the latest changes to restrictions since the last version of the COVIDSafe & Wellbeing Plan. Currently we are in the COVIDSafe Summer restrictions for Melbourne and Regional Victoria. COVIDSafe Summer – restrictions apply from 11:59pm Friday 26 February 2021 Please note: As new restrictions are announced Arts Centre Melbourne will apply them when appropriate to our current program. 3.2.4 Carpooling has been updated 4.1 Workforce Bubbles definition and guidelines have been updated 5.1.7 Visitors to BOH has been added Latest Industry Restart Guidelines Industry Restart Guidelines – Museums and Galleries (Indoor) dated 26 February 2021 Industry Restart Guidelines – Hospitality (including electronic gaming) dated 26 February 2021 Industry Restart Guidelines – Outdoor Entertainment, Attractions and Experiences dated 26 February 2021 Industry Restart Guidelines – Offices (Professional, Technical & Scientific Services, Financial Services, Administrative & Support Services) dated 26 February 2021 Industry Restart Guidelines – COVID Marshals dated 26 February 2021 10 March 2021 Sections marked with must be read by every team member 6
3 General information
3.1 Arts Centre Melbourne COVIDSafe & Wellbeing Plan
The Victorian Government requires all business to develop a COVID-19 Safe Plan.
This COVIDSafe & Wellbeing Plan meets these requirements for Arts Centre Melbourne as it outlines
resources and procedures to meet COVID-19 safety precautions throughout the opening of our venues
and facilities.
The COVIDSafe & Wellbeing Plan has been developed in line with government advice and restrictions,
and highlights key practices to mitigate the risk of COVID-19 transmission in our day-to-day
operations and events.
The COVIDSafe & Wellbeing Plan will be a working document and will be adjusted as new easing of
restrictions or additional restrictions and requirements are directed from the Victorian Government. It is
also available to Arts Centre Melbourne team members via the COVID-19 Hub on the Centre Stage
intranet site.
Workplace health and safety obligations remain under the OHS Act with respect to identifying hazards
and to eliminate or, where is not possible to eliminate, reduce risks as far as reasonably applicable. This
includes preventing, and where prevention is not possible, reducing, risks to health and safety associated
with potential exposure to COVID-19. For more information, see
https://www.worksafe.vic.gov.au/coronavirus-covid-19 and
https://www.worksafe.vic.gov.au/resources/preparing-pandemic-guide-employers.
3.2 (R) Six principles of a COVIDSafe workplace
Following the directions of Victoria’s Chief Health Officer, Department of Health and Human Services
(DHHS), Business Victoria and Creative Victoria, these processes include strict adherence to the six
principles of a COVIDSafe workplace:
1. Ensure physical distancing (1.5 metres).
2. Wear a face mask.
3. Practise good hygiene.
4. Keep records and act quickly if workers become unwell.
5. Avoid interactions in enclosed spaces.
6. Create workforce bubbles.
3.3 (R) Physical distancing
This section addresses principle 1: Ensure physical distancing (1.5 metres).
Physical distancing
Physical distancing and density quotients are vital to slowing the spread of COVID-19 and creating a safe
environment.
Maintaining physical distancing of people is a demonstrated strategy to ensure the safety of all including
team members and visitors.
Careful consideration at Arts Centre Melbourne is given to ensure team members and people of all
abilities can access venues and events safely and that physical distancing measures recognise the
needs of people of all abilities.
To maintain the physical distancing requirements of 1.5 metres apart and the two square metre rule,
there must be enough space within the business premises to meet required team members and other
people.
10 March 2021 Sections marked with must be read by every team member 7Four square metre and two square metre rules
This is used to calculate the total number of people Arts Centre Melbourne can have in any of our
workspaces or venues at any one time. The size of the space may limit the number of people we can
allow to enter at once. Which rule is applied is as per the current restrictions.
Remember also the importance of ensuring people stay 1.5 metres apart whenever possible and safe, so
team members and others must not be grouped or clustered together wherever possible.
The DHHS website provides information about monitoring compliance of the directions at
https://www.coronavirus.vic.gov.au/four-and-two-square-metre-rules
(R) Separate areas and density
Arts Centre Melbourne has an electronic (QR code) system that records visitor and customer details
and is eligible to apply the two square metre rule in its venues. This applies to our indoor and
outdoor spaces of food and beverage and our entertainment venues.
At Arts Centre Melbourne each separate area is to be separated by permanent structures or be a
discrete area of the premises that is sufficiently separated from any other area of the premises.
Walls separating areas are either 2.1 metres high from floor to ceiling or at least for the space to be
considered sufficiently separate. Temporary structures are not to be installed to create separate areas.
In our publicly accessible spaces we display a sign at the entry to each space which specifies the
maximum number of members of the public that may be present in the space at a single time.
Where team members are engaging in activates with customers, they are included in the square
metre rule.
In the following settings Arts Centre Melbourne team members are not included in the density requirements:
o our restaurants, bars and cafés
o our entertainment venues
o Australian Music Vault
Each separate enclosed area must not have a density of people greater than the current restrictions
allow.
Team members and performers should maintain physical distancing (1.5 metres) as much as possible.
Where this is not safe or possible, they should limit the duration of close contact or wear a face mask.
We have updated our emergency evacuation procedures for our venue/spaces where practicable,
noting that physical distancing between people becomes secondary if there is clear and imminent
danger requiring an emergency evacuation.
(R) Carpooling
Team members should not carpool if they are feeling unwell. If you have symptoms that may be related to
COVID-19 please get tested and stay at home.
Avoid carpooling where possible when traveling to work with people outside your home. Consider making
other arrangements, such as getting driven to and from work by someone you live with.
If carpooling is necessary please:
ensure the passenger sits in the back seat if travelling with someone not part of the drivers household
wear facemasks while traveling
increase ventilation in the vehicle by opening windows wherever possible and avoid having the air
conditioning on recirculate
clean and disinfect high touch surfaces in the vehicle regularly
There is no carpooling to occur in Arts Centre Melbourne work vehicles.
10 March 2021 Sections marked with must be read by every team member 83.4 (R) Wearing of face masks and other PPE
This section addresses principle 2: Wear a face mask.
The following Personal Protective Equipment (PPE) information and its use will ensure that Arts Centre
Melbourne is meeting its obligations under the OHS Act, which includes, so far as is reasonably
practicable, providing and maintaining a working environment that is safe and without risks to health.
The wearing of masks and other PPE within Victoria is subject to recommendations or mandates from the
Chief Health Officer and may vary in different regions or settings.
Face masks
Masks must be carried at all times for everyone and worn IF any of the following occurs:
1. IF the Victorian Government has mandated that face masks are to be worn at all times when indoors
unless a lawful reason not to.
Note: Notifications will be sent to all team members for changes in current directions and signage
displayed at Stage Door.
2. Arts Centre Melbourne team members working in a customer-facing role.
3. 1.5-metre distancing cannot be maintained.
4. In small enclosed spaces and in close contact for an extended period of time (greater than 15
minutes).
5. When requested by Event Safety Officer, OH&S representative, Safety team member, Security team
member and supervisor/manager as a risk has been identified.
o All team members will be permitted to continue to wear masks if it makes them feel more
comfortable in their workplace.
o It is strongly recommended that a face mask is worn when you cannot maintain 1.5 metres
distance from other people outdoors.
o It is recommended that individuals carry a spare face mask in a plastic zip pocket and change their
face mask when required, such as when it is wet or dirty. Always wash hands before and after
changing a face mask.
o A face mask may be removed where a team member is communicating with another person who is
deaf or hard of hearing, and the ability to see the mouth is essential for communication. You should
maintain physical distancing of at least 1.5 metres.
o Disposable paper/surgical face masks should only be used once and then disposed of. Disposable
masks can be disposed of with the general waste, preferably in a closed bin.
o Any mask should be replaced if it becomes soiled or damp.
o Team members are welcome to use their own face mask (if they are not in a customer-facing role)
as long as they meet the face mask requirements from DHHS and the printing or design
appropriately represents Arts Centre Melbourne.
o Arts Centre Melbourne is supplying appropriate DHHS recommended masks. Care instructions
and when to change a reusable mask is outlined on the Arts Centre Melbourne website at
https://www.artscentremelbourne.com.au/about-us/faqs/facemask-care
Other PPE
Gloves are recommended when cleaning and disinfecting. Disposable gloves can be disposed of with
the general waste, preferably in a closed bin.
If team members were previously required to wear PPE to control risks other than COVID-19
infections, then they should continue to do so.
Use of eye protection, masks and gowns is generally not required when undertaking routine cleaning
unless the manufacturer’s advice for a disinfectant product requires it.
10 March 2021 Sections marked with must be read by every team member 93.5 (R) Environmental measures including cleaning and hygiene
This section addresses principle 3: Practise good hygiene.
Arts Centre Melbourne has a responsibility to ensure that we frequently and regularly clean and disinfect
shared spaces and encourage good hygiene practices for all team members and others on an Arts
Centre Melbourne worksite.
Practising good hygiene
The most important measure is proper handwashing. To reduce the risk of cross-contamination, practise
good hand hygiene before all contact with other people, and after any activity or contact that could result
in hands becoming contaminated.
Team members have access to several handwashing facilities and should follow these DHHS guidelines:
1. Handwashing should take at least 20 to 30 seconds. Wash the whole of each hand, covering all areas
with soap before washing with water.
2. If handwashing is not practical, alcohol-based hand sanitiser containing at least 60% ethanol or 70%
iso-propanol is recommended.
3. Cleaning hands also helps to reduce contamination of surfaces and objects that may be touched by
other people. Team members should also clean hands before putting on and after removing gloves.
4. Handwashing should occur:
o on arrival at work
o before handling food
o after smoking, coughing, sneezing, blowing their nose, eating or drinking, and using the toilet
o after touching hair, scalp, mouth, nose or ear canal
o after handling rubbish and other waste
o after handling money or bank cards
o before and after cleaning
o before leaving work
o before and after removing gloves (if used)
5. Cover your mouth and nose with a flexed elbow or tissue when coughing and sneezing. And
remember to throw away the used tissue immediately in a bin with a lid and to wash your hands.
The following practices have been implemented at Arts Centre Melbourne to ensure we encourage team
members and visitors to practise good hygiene:
Displaying posters on good hygiene and handwashing practices in prominent places and establishing
hygiene stations (with hand sanitiser) at entrances and throughout the premises to encourage hand
hygiene of team members and clients.
All toilets in use are supplied with hand soap and drying facilities.
If handwashing is not practical, alcohol-based hand sanitiser stations have been positioned at all entry
and exit points as well as dotted throughout the venue for team members and visitors to use.
Posters are on display at key points picturing good hygiene, handwashing and hand sanitiser
processes.
Reduction of touch points where possible have been implemented.
Avoiding sharing of equipment including phones, desks, offices, tools and other equipment. If it is
necessary to share items, protocols for cleaning these items are incorporated within a risk
assessment.
Where possible Arts Centre Melbourne will provide workers with their own personal equipment.
10 March 2021 Sections marked with must be read by every team member 10 All areas at Arts Centre Melbourne will only accept contactless payment and there will be no cash
handled.
Consumables will be restricted to single use only.
Cleaning
Cleaning and disinfecting common contact surfaces will help to slow the spread of COVID-19.
The Arts Centre Melbourne Cleaning Framework – COVID-19 outlines cleaning requirements and
responsibilities. It includes standard cleaning regimes for team members and contract cleaners including
hourly cleaning of high touch points and deep cleaning following a suspected or confirmed COVID-19 case.
Arts Centre Melbourne has undertaken a risk assessment of those areas and equipment at each of our
venues that are likely to expose team members or customers to the virus, including high traffic areas,
frequently touched areas, equipment and surfaces.
Hygiene measures are a priority so the following additional measures at Arts Centre Melbourne have
been undertaken for our venues that are currently being used and are open to team members:
Undertaking initial pre-opening thorough cleaning of areas conducted by our cleaning contractors for
any areas that are opening.
An environmental cleaning schedule has been implemented to ensure frequent cleaning and
disinfection of high touch surfaces and bathrooms.
Cleaning logs are displayed to monitor frequency of cleaning. Scheduled auditing is in progress.
Workplace amenities including kitchens, lunchrooms, communal areas, change rooms, toilets, drink
fountains and vending machines should also be regularly cleaned.
Arts Centre Melbourne has reduced touch points where possible by implementing contactless
payment, laminated documents that can be cleaned in between each use and removing communal
and self-service equipment.
Cleaning caddies are available at key areas throughout Arts Centre Melbourne worksites with
cleaning supplies. These are replenished by our contract cleaners.
Cleaning surfaces
Arts Centre Melbourne is cleaning common contact surfaces frequently for high-touch surfaces. Surfaces
and fittings are also cleaned immediately when visibly soiled and after any spillage.
Common contact surfaces include:
Benches and workstations ATMs
Door and cupboard handles EFTPOS keypads
Handrails Eating and drinking utensils
Switches and lift buttons Tables and chairs (including underneath)
Taps Kitchen and food contact surfaces
Cleaning of toilets
Arts Centre Melbourne frequently checks toilets are in good working condition with warm running
water for the hand basin, soap dispensers and hand drying facilities.
As these are considered high touch surfaces they are frequently cleaned, with the number of cleaning
times each day increased if there is a high number of team members and visitors.
Toilet facilities are open to cater for all team members and customers as needed for our current
openings.
10 March 2021 Sections marked with must be read by every team member 11Cleaning and disinfecting surfaces
To clean and disinfect surfaces both steps are essential:
1. The first step is cleaning, which means wiping dirt and germs off a surface. You can use common
household detergent products for cleaning, which are stocked in kitchens and in the cleaning caddies
throughout Arts Centre Melbourne.
2. Cleaning alone does not kill germs. The next step is to disinfect the surface. Disinfection means using
chemicals to kill germs on surfaces. Common household disinfection products that are labelled
“disinfectant” are available in the cleaning caddy. Please ensure you follow the instructions on the
label.
Cleaning personal items and work area
Personal items used in the workplace such as phones should be cleaned and, ideally, disinfected
frequently (e.g. by using isopropyl alcohol wipes or supplied cleaning equipment).
Cleaning of specific work areas and common areas is outlined in the Arts Centre Melbourne Cleaning
Framework COVID-19. All team members are to be familiar with the cleaning requirements as outlined
in their workplace risk assessment.
Team members should avoid touching their face, especially their mouth, nose, and eyes when
cleaning.
Cleaning of fabric chairs
For fabric chairs, when cleaning is required, clean the touch surfaces of the item that can be wiped with a
damp cloth. Not all surfaces are amenable to frequent cleaning.
If soft or porous surfaces require regular cleaning, removable washable covers or a disposable covers
will be considered. These will be replaced as regularly as you would clean the surfaces. Disinfectant is
not suitable on fabric surfaces as it only works with extended contact time with the surface.
3.6 (R) Contact tracing and record keeping
This section addresses principle 4: Keep records and act quickly if workers become unwell.
Distancing, accessibility and tracing is important in slowing the spread of COVID-19. This is a
requirement if anyone is at an Arts Centre Melbourne venue for more than 15 minutes.
Arts Centre Melbourne has implemented a process to request, record and securely store contact details
of all visitors and team members to any of our buildings and services that require record keeping for
contact tracing purposes.
Team members (artists/presenters, contractors and visitors)
Team members and all visitors to an Arts Centre Melbourne worksite will be required to complete the
Health Declaration form via a QR code (electronic) system, which is accessed via a mobile phone or
tablet.
Data is collected and held securely for a finite period of time within our Microsoft tenancy and no third
party provider is involved. The data is automatically deleted after 28 days and will not be disclosed or
shared with any third party during that period, except if requested from DHHS.
Temperature checks will be conducted if the risk of COVID-19 transmission is increased as
determined by the COVIDSafe Team.
Note: Notifications will be sent to all team members for changes in current directions and signage
displayed at Stage Door.
Information collection for a short period of time (less than 15 minutes) e.g. by a courier, will not require
a Health Declaration.
Customers
Customers at an Arts Centre Melbourne function or venue for more than 15 minutes will be asked to
use a QR code to enable collection of their first name, phone number, and inform them on how we will
manage their privacy and security of this information. It will also record the date and time at which the
10 March 2021 Sections marked with must be read by every team member 12person attended (and if there are multiple spaces) include the indoor space(s) which the person
visited.
Customers are informed via emails of contact tracing requirements and privacy conditions prior to an
event and the availability of the COVIDSafe & Wellbeing Plan on the Arts Centre Melbourne website.
Information on the collection, use and storage of personal data, including privacy obligations and
securely destroying data after 28 days is part of the QR code information.
Arts Centre Melbourne will not use these records for any other purpose than contact tracing.
3.7 Working in enclosed spaces
This section addresses principle 5: Avoid interactions in enclosed spaces.
Avoiding interactions in enclosed spaces and enhancing airflow will help minimise the spread of COVID-
19 and create a safe environment.
Wherever possible team members should move as much activity outside as possible, including meetings,
tearooms, lunch breaks, locker rooms and serving customers.
Arts Centre Melbourne has implemented the following processes:
All windows and doors in enclosed spaces that can be opened will be opened during operating times.
Facilities and team members are requested to ensure windows and air conditioning are set for
optimum air flow at the start of each workday or shift if windows and doors are unable to be opened.
Ventilation is reviewed for fresh air options by the Facilities Services team and servicing of Heating,
Ventilation and Air Conditioning (HVAC) systems are regularly reviewed for efficiency and maximum
hygienic conditions when operating.
Signage is implemented so team members and visitors can enter, exit and move around the venue
safely via a one-way flow, with separate entry and exit points.
(R) Encouraging separation
Arts Centre Melbourne has implemented the following strategies to encourage separation between team
members and/or others on site:
Director and/ or Manager approval of team members returning to onsite facilities and staggering of
start times to assist limiting the number of team members arriving at Stage Door.
Training for team members within the Return to Work module includes raising awareness of situations
that they may encounter, emphasising to keep 1.5 metres from other team members, avoiding direct
contact, minimising face-to-face time, wearing face masks where required and keeping up hygiene
practices.
Visitors, contractors, presenters and artists are sent information which details time and entry
requirements to minimise congestion at Stage Door.
People have been encouraged to remain 1.5 metres apart in waiting areas via our appropriately
placed decals in potential congregating areas, including Stage Door. Decals are also placed outside
the entrance of Stage Door should people need to wait to enter.
Passenger limits that allow people in our lifts to remain 1.5 metres apart are displayed and advise
passengers to help facilitate physical distancing.
At lift waiting areas, floor decals create specific pathways for movement flows for those exiting the lifts.
Monitoring compliance with physical distancing measures at lifts will be reviewed for each event.
Our toilets have adequately spaced floor decals to promote physical distancing.
10 March 2021 Sections marked with must be read by every team member 133.8 Communication
Team member communication
Team members employed by Arts Centre Melbourne will be able to access information on COVID-19
Victorian restrictions and easing’s applicable to Arts Centre Melbourne via CEO updates, internal social
media platforms and Centre Stage intranet.
Notifications will be sent to all team members for changes in current directions on face masks,
temperature checks, density quotients and physical distancing.
Current face mask restrictions or mandates will be clearly displayed at Stage Door.
Contractors have specific communication developed for them outlining Arts Centre Melbourne’s
requirements for them and their personnel.
All photography and imagery must demonstrate physical distancing and our team members wearing
masks, where applicable, depicted in all imagery unless noted that the images were prior to
restrictions.
Arts Centre Melbourne has actively consulted with team members and health and safety
representatives on matters related to health and safety that directly affect, or are likely to directly
affect, them. This has included the COVIDSafe & Wellbeing Plan, what control measures should be
put in place to eliminate or minimise the risk of transmission and the adequacy of facilities, such as for
handwashing, for team members and customers.
Through regular updates on COVID-19 we keep our team members informed of the latest information
from the DHHS website, including update information and reminders on risk control strategies, and
communicating and enforcing COVID-19-related policies and procedures.
Team members are able to raise any concerns via their managers, safety representatives, the Health,
Safety and Environment team, the Human Resources team and talkto@artscentremelbourne.com.au.
For further help information is available on the DHHS website and WorkSafe Victoria website.
Visitors, contractors, presenters and artists communication
Communication for this diverse audience will be developed in conjunction with Arts Centre Melbourne’s
Strategic Communications team, Marketing team and other business units. Common information will be:
where to access our COVIDSafe & Wellbeing Plan
how we will be ensuring their safety during their time at Arts Centre Melbourne
obligations we require from them to keep them and all at Arts Centre Melbourne safe
10 March 2021 Sections marked with must be read by every team member 143.9 COVID Safety Team – monitoring compliance
COVIDSafe and Wellbeing Officers and COVIDSafe Marshals assist with implementing the risk
assessment for an event or activation.
It is important to note that a COVIDSafe Wellbeing Officer or COVIDSafe Marshal is not:
an occupational health and safety expert, unless they have appropriate qualifications and experience
a health and safety representative
exercising a disciplinary or punitive role
COVIDSafe Marshals should focus on educating and encouraging co-workers. Non-compliance should
be dealt with by Arts Centre Melbourne in the usual way such as calling a Supervisor/Duty Manager or
Security. These roles are summarised below and defined in more detail in the COVIDSafe Wellbeing
Roles - Operating Procedure.
Level COVIDSafe and COVIDSafe and Wellbeing Officer COVIDSafe Marshal
Wellbeing Officer – – Level 2
Level 1
500 to 2500 attendance (Hamer
Event < 500 attendance > 2500 attendance
Hall max capacity 2470), and/or
attendance
or less than 40 team
level 40 to 100 combined team
members
members, hirers, artists and
presenters
May be a role which dedicates Dedicated role with
Engagement Forms a part of their
approximately 50% of its time to limited additional
level normal duties
COVIDSafe duties, or responsibilities
May be a dedicated role with
oversight of multiple activities
and venues
Training Be trained in Be trained in infection control Be trained in
requirements infection control infection control
Understanding risk assessments
Completing risk
assessments
Role and May be shared May be supervising other officers Supervising other
responsibilities across multiple officers
officers
Note: The above role guidelines are also to be informed by the Event Risk Assessment to determine the
appropriate role level, and number of roles, as it will consider the event, program of events and venue.
COVIDSafe and Wellbeing Officer – Level 1
Duties summary:
Manage daily checklist which includes COVID-19 checks.
Oversee COVIDSafe management for team members and customers on the day/s of the
event/activation.
Be the go-to person for customers and team members in anything relating to COVID-19.
Be highly visible by wearing the agreed identifying uniform items.
10 March 2021 Sections marked with must be read by every team member 15COVIDSafe and Wellbeing Officer (Deputies) – Level 2
Duties summary:
Be highly visible by wearing the agreed identifying uniform items.
Promote a positive culture and encourage COVIDSafe practices across the workforce through daily briefings.
Monitor the application of physical distancing measures, that congestion is minimised and that shared
areas are used safely.
Monitor the application of hygiene measures (as per Infection Control Awareness Training).
Monitor that workers are wearing PPE and understand how to fit it.
Monitor to ensure that an entry screening process is in place.
Monitor the car park COVIDSafe measures that are in place.
If responsible for rostering, ensure rostered bubbles are being observed in practice, including that
shifts and work teams remain separate and that bubble separation is maintained during breaks.
Monitor that regular cleaning is occurring and being recorded.
Complete COVIDSafe Event Checklist and ensure it is filed.
Record all instances of observed non-compliance with COVIDSafe requirements including action
taken in the end of day report.
Provide feedback to Management on operational delivery of the COVIDSafe requirement.
COVIDSafe Marshal
COVIDSafe Marshals assist with implementing and/or developing the risk assessment for an event or activation.
Be a role model for the team members.
Assist with developing the relevant risk assessment and controls including ensuring all actions are implemented.
Provide feedback to Management on operational delivery of the COVIDSafe requirement including
site compliance on physical distancing, hygiene and records requirements detailed in this plan.
Promote a positive culture and encourage COVIDSafe practices across the workforce through daily briefings.
Be highly visible by wearing the agreed identifying uniform items.
Oversee and assist Level 1 and Level 2 COVIDSafe and Wellbeing Officers.
If responsible for rostering, ensure bubbles are being observed where practicable, including that shifts
and work teams remain separate and that bubble separation is maintained during breaks.
Record all instances of observed non-compliance with COVIDSafe requirements including action
taken in the end of day report.
Where an event management structure is in place e.g. Event Operations Centre, provide live reporting
of non-compliance incidents to the event management team for inclusion in the event log.
Ensure the following is completed:
o Monitoring the application of physical distancing measures, that congestion is minimised and that
shared areas are used safely.
o Monitoring the application of hygiene measures (as per Infection Control Awareness Training).
o Monitoring that workers are wearing PPE and understand how to fit it.
o Monitoring to ensure that an entry screening process is in place.
o Monitoring the car park COVIDSafe measures that are in place (where appropriate).
o Monitoring that regular cleaning is occurring and being recorded.
o Completion COVIDSafe Event Checklist and ensure it is filed.
o Monitoring occurs while team members and/or artists and presenters are working, during breaks
and entering or exiting the workplace.
10 March 2021 Sections marked with must be read by every team member 164 Our team’s safety
Our overarching guidance for all our team members is “Safety First” and meets the values aligned with
the Response and Recovery Plan: Recover and Evolve from our current crisis and to elevate our
purpose:
To Create, Connect and Enrich, which is built on our values of Care More; Creativity; Leadership;
Community.
Arts Centre Melbourne as such will implement at all times the main direction from government, which is:
Workers that can work from home must continue to do so.
4.1 Workforce bubbles
This section addresses principle 6: Create workforce bubbles.
A ‘workforce bubble’ is a group of workers who limit their in-person interactions to other members of the
group. The aim of workforce bubbles is to limit the risk of cross infection across teams of our workforce.
At Arts Centre Melbourne we apply workforce bubbles in the following ways:
Each customer-facing function is encouraged to work within a “workforce bubble”. This includes Food
& Beverage (Kitchen, Outlets and CM&E), Production, and Visitor Experience.
All administrative functions will be considered as one bubble.
Team members in one bubble can work across all ACM sites.
For those teams operating in a bubble limit as far as you can contact with team members from other
bubbles for greater than 15 minutes (e.g. between FOH and BOH or when having a break at
Protagonist).
Minimise cross-contact at shift changeover times. This includes limiting face-to-face handover, only
staying at work for the specific purpose of work and limiting your movement in non-pubic areas, i.e. –
do not come early, stay late or wander around to chat to other colleagues.
We are no longer requiring a 72-hour break if you change bubbles.
We have also:
updated the Health Declaration to include additional location information to help more closely identify
where you have worked, so if we do have a COVID-19 case on site we can more easily identify “close
contacts” versus people who were on site, but not anywhere near the confirmed case
required team members that have multiple employers, to declare this to the organisation via a form
made available during the RTW modules and shared with their rostering managers and HR
staggered start and finish times for teams to reduce congregation at common team member’s areas
Risk assessments should be updated to include mitigation of additional risks by:
enabling teams to roster red team/blue teams where resourcing permits and it is practicable to do so
keeping records of the movements of these team members
limiting the number of people that the team member/s have prolonged close contact with
wearing a mask if maintaining physical distancing of 1.5 metres is not possible
10 March 2021 Sections marked with must be read by every team member 174.2 Health Declarations
At all times
Unwell team members must stay away from the workplace until they are deemed safe to return.
Any team member showing COVID-19 symptoms, however mild, must be asked not to come into work
and/or sent home immediately.
Fever Sore throat
Chills or sweats Shortness of breath
Cough Runny nose
Loss or change in sense of smell or taste
If a team member develops symptoms while at work, they should:
o immediately notify their supervisor or employer
o leave the workplace, travelling by the least public means possible
o ring the DHHS coronavirus (COVID-19) hotline on 1800 675 398 for advice on testing
o then stay home until symptoms have resolved, until it has been 72 hours since the last fever or
chills and until they have received a negative test result
Team members will be provided with appropriate wellbeing support.
Team member site entry requirements
Currently a temperature check is required for team members, and anyone wanting to enter an Arts
Centre Melbourne site for more than 15 minutes, as well as completion of the Arts Centre Melbourne
Coronavirus (COVID-19) Health Declaration before every shift and/or entry into an Arts Centre Melbourne
worksite.
As per the advice for all Victorians, a team member or visitor will not be able to enter the site even if they
only have mild symptoms.
Fever Sore throat
Chills or sweats Shortness of breath
Cough Runny nose
Loss or change in sense of smell or taste
They will be encouraged to attend a COVID-19 testing location as soon as possible.
For a map of testing locations visit https://www.dhhs.vic.gov.au/gp-respiratory-clinics-and-hospital-
respiratory-clinics-covid-19.
(R) Returning to worksite
Team members who are required to return to an Arts Centre Melbourne worksite must follow the steps as
outlined in the Arts Centre Melbourne Return to Site Workflow available on the COVID-19 Hub on Centre
Stage.
This process will ensure:
the team member is approved by a Director to be onsite
the team member has completed all the required safety training programs
the team member understands the process for returning to the worksite and is familiar with all safety
requirements
all notifications, questionnaires and forms are completed
managers have been notified and confirmed readiness for the return
10 March 2021 Sections marked with must be read by every team member 184.3 Risk assessments
A risk assessment is required for any activation, event or new workspace of Arts Centre Melbourne being
activated post our closure.
To assist with complying with COVID-19 requirements a generic starting document Risk Assessment
COVID-19 General 2020 has been developed and is available on the COVID-19 Hub on Centre Stage.
Pre-shift briefings or tool box talks are to be held outdoors or in a larger areas, such as a foyers, so
supervisors/managers meet all density quotients, physical distancing and airflow requirements.
As requirements change this document will be updated so should be accessed each time a risk
assessment is required.
Risk assessment support
The Risk and Health and Safety teams are able to support team members in development of risk
assessments using the Risk Assessment COVID-19 General 2020 as this template includes
requirements and processes to manage events/activations/workspaces during this time.
Opening spaces
When team members are returning to a worksite or space that has been closed due to lockdown a risk
assessment of the work area/s are to be completed. The risk assessment should consider the following:
Return to work procedures.
Shift workers and rostering.
Cleaning requirements.
Physical distancing and quotient designation.
Defined space and use of the area.
Signage.
Screen requirements.
10 March 2021 Sections marked with must be read by every team member 19You can also read
