COVID-19 Safety Plan - Theatres - Lake Macquarie City Council
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COVID-19 Safety Plan - Theatres - Form Version 3 - 18 August 2021
COVID-19 Safety Plan - Theatres
We’ve developed this COVID-19 Safety Plan to help create and maintain a safe environment at our Theatres. This
plan is informed by the NSW Health COVID-19 Safety Plan Template for Entertainment Facilities and covers the
most common activities held within our theatres, including:
Community – Dance Performance, Community – Musical Performance, Community – Theatre Performance,
Community – Film Presentation, Commercial – Theatre/Film/Performance
Hirers may be subject to developing additional COVID-19 Safety Plans to support the safe conduct of their activity.
This includes Conferences, Functions and Events, or Indoor recreation activities. Please refer to the hire
agreement for further details.
Businesses must follow the current COVID-19 Public Health Orders, and also manage risks to staff and other
people in accordance with Work Health and Safety laws. For more information and specific advice for your industry
go to nsw.gov.au.
Lake Macquarie City Council Theatres Bookings and Hiring/use
Plan completed by: Melanie Stanton – Performing Arts Officer
Approved by: Jacqui Hemsley, Manager – Arts, Culture and Tourism
Date: 9 October 2020
Updated 21 July 2020 to include updated government Covid Safe regulations from 12:01am Friday, 24
July 2020
Updated 17 August 2020 to include food service requirements
Updated 25 August to include sporting activities and dance references and updated hire agreement
Updated 7 October after consultation with LMCC Safety and Risk staff
Updated 10 December to reflect increased capacity and revised attendance detail collection with QR
code
Updated 13 August 2021 to generalise the plan to adapt to changing guidelines, informed by current
NSW Health template. Venue capacities table reviewed and updated. COVID 19 Hirer Agreement
updated.
Wellbeing of Staff, Hirers and Visitors
Requirement Actions taken
Exclude staff and customers who are unwell from Council has ensured that conditions of entry and
the premises service restriction signs at all sites.
Council Infection Control Policy sent to staff
(D09643524)
Hirers must ensure processes are in place to
exclude attendees that are unwell (Refer to
COVID-19 hire agreement)
Provide staff with information and training on Council staff have been provided with information
COVID-19, including when to get tested, physical on COVID-19, including when to get tested,
distancing and cleaning physical distancing and cleaning.
Australian Government ‘Protecting You from
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COVID-19 Safety Plan - Theatres - Form Version 3 - 18 August 2021
Coronavirus’ signage displayed at theatres
Promoted via range of channels that
staff/customers feeling unwell should not visit
Council sites
Australian Government ‘Protecting You from
Coronavirus’ signage displayed
Make staff aware of their leave entitlements if Council staff have been provided with Information
they are sick or required to self-isolate and procedures/processes can be accessed on
staff intranet
Display conditions of entry (website, social media, Council has installed signage at theatre sites and
venue entry) information relating to current restricted
operations is available on website, media and
Include requirements to stay away if unwell, wear venue entry.
masks if applicable and not enter if from a
declared area of concern Hirers are to ensure that signage is in place and
visible to attendees during hire period. If signage
is not available, please contact 4921 0412.
Encourage staff to access COVID-19 vaccination Council staff have been provided with information
and encouraged to get vaccinated.
Hirers are to encourage eligible staff and
participants to access vaccination.
Food service
Requirement Actions Taken
Avoid self-serve buffet style food. If shared food provided, one person should be
If food is provided it should preferably be allocated to wear gloves and a mask and serve
individually wrapped into single serves food and practise hand hygiene before and after
service.
Encourage eating outside if practical.
Encourage participants to bring their own water Hirers to advise participants to bring own
bottle, snacks. refreshments. If served, one person should be
allocated to wear gloves and a mask and serve
tea coffee and practise hand hygiene before and
after service. Disposable cups to be used to
avoid sharing of crockery.
Physical Distancing
Requirement Actions taken
Consider whether appropriate cancellation or Council will not charge hirers a cancellation fee if
flexible booking is available where customers they choose not to proceed with their booking due
cancel due to COVID-19 factors (such as being to impacts of COVID-19.
unwell or awaiting test results).
Council encourages hirers to include flexible ticket
cancellation where customers cancel due to
COVID-19 factors (such as being unwell or
awaiting test results).
Ensure COVID-19 Safety Plans are in place Council has prepared a COVID-19 Safety Plan for
Theatres
In addition to compliance with this plan, the hirer
must comply with the requirements of the Public
Health Order, and ensure that appropriate COVID
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COVID-19 Safety Plan - Theatres - Form Version 3 - 18 August 2021
Safe plans and/or practices are developed,
documented and implemented as required by the
NSW Government Guidelines and/or relevant
governing body/association. This requirement is
listed within the hire agreement (refer appendix 2)
NOTE: Hirers that are organising Dance
Competitions must adhere to relevant
Community Sport COVID Safe requirements
and governing body/Association guidelines.
Capacity must not exceed the current guideline Maximum capacity has been determined for
relating to number of persons per square metres theatres (refer appendix 1).
of publicly accessible space (excluding staff).
Council implement capacity signage displayed
onsite and hire agreements include the
requirement to adhere to facility numbers as per
If percentage capacity is calculated, additional square metre review of facilities by Assets – see
rules, including allocating ticketed seats, must be D09700237or government restrictions of total
adhered to. 100% capacity is 300 for both numbers per venue.
theatres, with 200 maximum seated capacity at
Council can provide a seating plan template to
Rathmines Theatre
assist hirers in allocating seating.
Performing Arts Officer to actively monitor and
regulate ACT Venue visitor numbers and update
hire agreements and signage as required.
Hirers must ensure that capacity in all areas is
managed for the duration of the hire period to
meet the requirements of the current public health
order and any other government guidelines.
Seated groups or individuals should be separated Council has provided signage that is displayed on
by 1–2 empty seats on both sides to support seats that are not available for use.
physical distancing. Develop strategies to achieve
this, such as ticketing arrangements or blocked Hirer is required to develop a seating plan based
seating. If non-ticketed areas are being utilised, on ticket bookings that supports physical
have strategies in place to ensure physical distancing. Refer to hire agreement (appendix 2).
distancing between non-household groups
Reduce crowding wherever possible and promote Stickers on floor in foyers for ticketing and
physical distancing with markers on the floor in canteen queues
areas where people are asked to queue, such as
for ticketing or to order food or drinks. Promote Pre-purchased online ticket system for Council
online ticket purchasing and electronic ticket events
checking where this is available. Use separate Auditorium doors marked entry and exit where
doors or rope barriers to mark the entry and exit possible
wherever practical
Rope barriers to assist queueing are available for
Council events
Consider strategies to manage crowding during Designated entry/exit doors
an intermission, such as a longer intermission
period, encouraging people to take their food or Signage indicating number of people appropriate
drinks back to their seated area, adding additional in each area, including kitchen, toilets and foyers
food and drink service points and allowing Refreshments to be taken back to seats
customers to leave and return to the premises
during this period. Hirers to consider running shorter programs not
requiring intermission, or refraining from food
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service at intermission
Hirer to consider implementing staggered food
service (eg by row) to manage people flow
Have strategies in place to manage gatherings No gatherings to occur outside premises.
that may occur immediately outside the premises.
Hirers to encourage patrons and participants not
to mingle outside premises before or after
activities, or during intermission
Where reasonably practical, ensure staff maintain Office spaces furnished with desks appropriately
1.5 metres physical distancing at all times, spaced
including at meal breaks and in offices or meeting
rooms Staff working events to maintain 1.5m distancing
where practical, including allocating staff to roles
with designated locations within the venue
Use telephone or video for essential staff Microsoft team meetings available to all staff
meetings where practical
Induction information available to hirers online
Group inductions held with small numbers to
maintain 1.5m distance during induction
Where reasonably practical, stagger start times Staff are aware of social distancing guidelines
and breaks for staff members to minimise the risk and have working from home option to reduce
of close contact contact hours in office.
Adhere to additional rules applying to audiences Refer to current NSW Health guidelines as to:
regarding singing, alcohol consumption and
dancing within the theatre - whether audiences are permitted to sing
indoors
- if patrons need to be seated to consume
alcohol
- if dancing is permitted by attendees
indoors
Hygiene and Cleaning
Requirement Actions taken
Adhere to rules on wearing face masks indoors Unless exempt, all persons entering the theatres
must wear a face mask if directed by PHO.
If more than one staff member in an office space,
face masks must be worn.
Council to monitor use of face masks by
contractors completing works on site.
Disposable face masks are available on site.
Hirers should make face masks available to
attendees and monitor compliance in wearing
these correctly.
Theatre to have council cleaners through after Venue manager to book cleaners between
hiring/use. different hire groups
Hirers have option to engage professional
cleaners during their hire period
Adopt good hand hygiene practices Council will have hand sanitiser available at entry
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Have hand sanitiser at key points around the points and other key areas
facility, such as entry and exit points
Hirers will supply sufficient hand sanitiser to
maintain supply throughout their hire
Encourage visitors to sanitise hands on entry/exit
Signs located in both public, hirers, kitchen,
dressing rooms amenities and staff areas to
encourage good hygiene practices
Ensure bathrooms are well stocked with hand Cleaners replenish hand soap and paper towels
soap and paper towels or hand dryers
Council Officers to replenish stocks through
Council Stores as required
Clean frequently used indoor hard surface areas Staff actively encouraged to clean touch points on
at least daily with detergent/disinfectant. Clean a regular basis, including workstations
frequently touched areas and surfaces several
times per day Hirers to complete periodic touch point cleaning
throughout their hire, including AV equipment
used
Touch point cleaning kit provided by Council and
disposable alcohol wipes located at key points in
the venues
Encourage contactless payment options Online bookings available for Council events and
contactless EFTPOS available at events
Hirers to encourage and provide online ticketing
and contactless payment options
In indoor areas, increase natural ventilation by Council staff encouraged to open windows when
opening windows and doors where possible in office spaces
External doors can be left open in foyer areas
Windows can be opened in dressing rooms
Record Keeping
Requirement Actions taken
Use the NSW Government QR code system to Council has obtained Service NSW QR codes for
collect an electronic record of the name, contact each Theatre and displayed accordingly
number and entry time for all staff, customers and
contractors
Processes must be in place to ensure that people QR Codes displayed throughout the venues,
provide the required contact information, such as including multiple points at building entry and
by checking phones for the green tick to confirm foyers
they have checked in (keeping 1.5m physical
distance between staff and patrons). QR codes Council staff to check visitors have registered on
should be clearly visible and accessible including entry
at entrances to the premises Hirers to check attendees and participants have
registered on entry
If a person is unable to provide contact details, for Webform link provided to hirers to enter details for
example due to age or language barriers, another attendees unable to register themselves
person may provide contact details on their electronically
behalf. If it is not possible for check-in to occur,
keep a record of the name, contact number and If details written down, staff or hirer must enter
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entry time for all staff, customers and contractors these via the Concierge web form on the same
for a period of at least 28 days. These records day, and as soon as possible
must be provided in an electronic format such as
a spreadsheet as soon as possible, but within 4
hours, upon request from an authorised officer
Copy of COVID-19 Safety Plan kept on premises Theatres COVID-19 Safety Plan kept on premises
and available on Council website
Hirers to provide individual plans electronically as
part of booking application and should have a
hard copy with them throughout their hire
Monitoring and Review
Staff to ensure that this COVID Safety Plan is effective by undertaking the following actions:
Providing a copy on site
Distributing to staff located at Theatre offices
Providing to Hirers as part of application process and reviewing application for signed COVID-19 Hire
Agreement
Spot checks conducted by Performing Arts Officer to monitor compliance by hirers
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Appendix 1: Theatres Capacity
Current capacities will be confirmed closer to each hire booking. Hirers to note that capacities may
increase or decrease in line with NSW Health Guidelines and latest Public Health Orders.
WARNERS BAY THEATRE
AREA SIZE m² 4 SQM 2 SQM
PERSON PERSON
CAPACITY CAPACITY
Stage 81 20 40
Ticketed and allocated seating:
Auditorium 280 70 140
100%= 300
Foyer Toilets 16 4 8
75% = 225
Disabled Toilets 8 2 4
50% = 150
Kitchen 16 4 8
Dressing Room 1 24 6 12
Dressing Room 2 24 6 12
Dressing Room Ensuite Included in Dressing Room calculation
Foyer 68 17 34
Meeting Room 20 5 10
Green Room 25 6 12
Orchestra Pit 68 17 34
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RATHMINES THEATRE
AREA SIZE m² 4 SQM 2 SQM
PERSON PERSON
CAPACITY CAPACITY
Stage 42 11 22
Auditorium 240 60 120
Ticketed and allocated seating:
Foyer Toilets 18 4 9
100%= 200
75% = 150
50% = 100
Kitchen 20 5 10
Backstage/Green Room 63 15 30
Dressing Room 1 32 8 16
Dressing Room 2 30 8 15
Dressing room Ensuite Included in Dressing room calculation
Entry Foyer 42 10 21
Heritage Centre 52 13 26
Boiler House 60 15 30
Meeting room 16 4 8
Ticket Office 6 2 3
Backstage Foyer 17 4 8
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Appendix 2: Hire agreement
COVID-19 Hirer Agreement
We’ve developed a COVID-19 Hire Agreement to help create and maintain a safe environment at our theatres.
To keep our facilities and community safe, the below outlines the minimal requirements for all hirers of Rathmines
Theatre or Warners Bay Theatre. These Terms and Conditions are in addition to the Terms and Conditions of Hire
signed as part of your Hire Application and shall be in place until such time as you are notified by Council they no
longer apply.
Name of Hire (e.g. organisation name):
Representative name:
Phone number:
Email:
Terms and Conditions Agree (Initial)
General
- Ensure that the activity being undertaken is conducted in compliance with current Public
Health Order (PHO) requirements
- Ensure that the activity being conducted is adhering to relevant government and governing
bodies/industry association recommendations and advice
- Ensure that the conditions of this agreement are communicated to any representative of the
hirer who is conducting activities at the venue
Wellbeing
- Ensure that a process in place to ensure the exclusion of attendees, participants, staff,
volunteers and visitors who are unwell
Physical Distancing
- Ensure that the maximum capacity levels at the venue adhere to PHO requirements e.g.
capacity must not exceed one person per 4 square metres. Venue capacity signage is
displayed at the venue for all areas, and this total capacity is not to be exceeded. Smaller
areas such as kitchens and dressing rooms are restricted to displayed capacities
NOTE: Should the PHO be changed in line with easing restrictions, Council will assess
allowable capacity, and signage will be updated
- Develop and implement appropriate seating arrangements to comply with the relevant
COVID Safety Plan and guideline for the event/activity
- Move, restrict or remove seating and tables as required to comply with physical distancing
- Where reasonably practical, ensure attendees maintain 1.5 metres physical distancing at all
times
- Have strategies in place to manage gatherings that may occur immediately outside the
premises
Hygiene and Cleaning
- Adopt good hand hygiene practice
- Adhere to current NSW Health Guidelines regarding food service (eg individually wrapped
serves)
- Consider environmentally conscience disposal cutlery and tableware as an alternative to
washing up cutlery and tableware
- Gloves are available for people involved in cleaning or reorganising furniture, and should
wash their hands thoroughly before and after with soap and water
- Ensure that frequent touch points identified in the Pre and Post Clean checklist are cleaned
prior to and post use of the venue. A Touch Point Cleaning Kit has been supplied, and
includes the products to use and procedure to follow to conduct the clean in a safe way.
The cleaning kit is to be used strictly as per the procedure provided
- Availability of cleaning supplies for activity specific cleaning, such as the cleaning of
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equipment between classes or personal equipment is the responsibility of the hirer, and the
Touch Point Cleaning Kit shall not be used for this purpose
- Hirers will inform LMCC if the touch point cleaning stock is low so supplies can be
replenished. This can be done by emailing theatres@lakemac.nsw.gov.au
Hirer Acknowledgment Agree (Initial)
I have read and agree to comply with the relevant COVID-19 Theatres Safety Plan(s) relevant to my
hire activity
I have developed the required COVID Safety Plan documents as per the Public Health Order and
Governing Body/Association guidelines
I have submitted with my hire application and agree to implement a COVID Safe plan specific to the
activity to be undertaken during my hire, using the most current NSW Health template
www.nsw.gov.au/covid-19/covid-safe#covid19safetyplan
I have submitted with my hire application and agree to implement a COVID Safe plan specific to the
activity to be undertaken during my hire
I agree to ensure safe COVID-19 contact tracing information is collected and will:
- ensure attendees register through the Service NSW QR code displayed in the foyer
- register attendees through the webform concierge link provided if they are unable to register
with the QR code themselves. This must be completed on the day of attendance
I agree and accept responsibility to ensure total person limits in the theatre at any one time do not
exceed the current maximum persons, and will abide by the signage on the walls and/or doors of
limited numbers in all areas including the auditorium, stage, back stage areas, dressing rooms,
kitchen, meeting rooms, toilets and foyers.
Where applicable group activities will not exceed the NSW Government’s COVID-safe restrictions
I agree to encourage all attendees and participants to be COVID-Safe by:
- adhering to the conditions of entry displayed in the foyer
- hand sanitising on entry and exit and in amenities
- washing hands regularly
- staying away from areas identified by ‘Area Closed’ signage
- following instructions for doors signed ‘Keep Open’ or ‘Keep Closed’
- wiping down equipment with sanitiser wipes after use i.e. audio equipment and control pads
- regular cleaning of touch point throughout the hire period (e.g. door handles)
- maintaining 1.5m distancing whenever possible
- wearing faces masks if required
I am aware of the current NSW Government COVID-safe regulations, available at:
https://www.health.nsw.gov.au/Infectious/covid-19/Pages/public-health-orders.aspx
https://www.nsw.gov.au/covid-19
I will:
- monitor and abide by NSW Government recommendations relevant to my hire’s activity
Lake Macquarie City Council deems any recommendations be complied with as
essential
- monitor and ensure participants and attendees comply with the conditions of entry,
including unwell participants and attendees not attending, or leaving if they feel or are
obviously unwell; and not entering if they have travelled from a known hot spot
- monitor and encourage physical distancing requirements
- encourage attendees to treat their attendance as a transient transaction, and not linger in
Theatre spaces prior to or post the hire activity
- abide by audience capacity limits, and understand that allowable audience numbers may be
dependent on whether seating is ticketed and allocated
I acknowledge I understand, accept and will adhere to the stated conditions.
Signature:
Date:
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Lake Macquarie City Council Page 10 of 14COVID-19 Safety Plan - Theatres - Form Version 3 - 18 August 2021 Appendix 3: Contact Tracing QR Code registration A QR code is on display in the theatre foyers and all attendees should register their contact details through this code. The hirer should provide a staff member or volunteer to assist attendees unable to use the QR code (eg do not have a smart phone), and enter details on their behalf via the concierge link provided. Warners Bay: Service NSW | COVID Safe Check-in Concierge Webform Rathmines: Service NSW | COVID Safe Check-in Concierge Webform This is a controlled document. Before using this document, check it is the latest version by checking it on Council’s intranet. Unless otherwise shown, printed or downloaded versions of this document are uncontrolled. Lake Macquarie City Council Page 11 of 14
COVID-19 Safety Plan - Theatres - Form Version 3 - 18 August 2021 COVID-19 daily attendance sheet This is only to be used for participants unable to use the QR code (eg children belonging to a dance school). This sheet must be TYPED and able to be presented to Service NSW within 4 hours of being requested. Hand written attendance sheets are unable to be accepted. The concierge webform should be used in the first instance, this form should be a temporary measure and details transferred to the online webform on the same day of attendance. Add more lines or use additional pages if needed. This is a controlled document. Before using this document, check it is the latest version by checking it on Council’s intranet. Unless otherwise shown, printed or downloaded versions of this document are uncontrolled. Lake Macquarie City Council Page 12 of 14
COVID-19 Safety Plan - Theatres - Form Version 3 - 18 August 2021
Appendix 4: Touch Point Cleaning Kit Checklist
Rathmines Theatre
COVID-19 - Touch Point Checklist
Definition – SANITISE – Use disinfectant spray supplied in the COVID-19 Touch Point Cleaning Kit.
Spray on paper towel and wipe down, then spray with Glen 20
Disposable gloves MUST be worn for all cleaning and are supplied in the Covid-19 Touch Point
Cleaning Kit.
People involved in cleaning or reorganising furniture should wear gloves when cleaning and wash hands
thoroughly before and after with soap and water.
Further information on cleaning products can be found on the labels or Safety Data Sheet.
Before commencement of use, please follow use the provided cleaning kit following the
instructions provided to sanitise the following
Door handles Chairs (if being used)
Light Switch Tables (if being used
Power point switch (if being used) Fan Switch (if being used)
Air Conditioner switch (if being used) Benches (if dressing rooms being used)
Toilet Area
Taps Vanity tops
Door locks both front and back Flush buttons
Toilet seats
If kitchen area is to be used, include the following
Bench surfaces Taps
Fridge door hands Zip hot water handle
Microwave (if being used) Oven doors and tops (if being used)
NOTE: If kitchen area is not being used, access must be restricted except to access cleaning
equipment. Keep the door closed if applicable.
At conclusion of use, please repeat the same as listed above, with the addition of
Floors – Mop with detergent then with disinfectant. Mops, buckets, solution supplied
Garbage - All rubbish to be disposed of in a general waste bin located in bin store at the north-
east end of the theatre building
Please ensure cleaning kit is put back in the kitchen after use.
If you come across any issues during your Covid-19 Touch Point Clean or any cleaning supplies are low,
please email theatres@lakemac.nsw.gov.au.
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Warners Bay Theatre
COVID-19 - Touch Point Checklist
Definition – SANITISE – Use disinfectant spray supplied in the COVID-19 Touch Point Cleaning Kit.
Spray on paper towel and wipe down, then spray with Glen 20
Disposable gloves MUST be worn for all cleaning and are supplied in the Covid-19 Touch Point
Cleaning Kit.
People involved in cleaning or reorganising furniture should wear gloves when cleaning and wash hands
thoroughly before and after with soap and water.
Further information on cleaning products can be found on the labels or Safety Data Sheet.
Before commencement of use, please follow use the provided cleaning kit following the
instructions provided to sanitise the following
Door handles Chairs (if being used)
Light Switch Tables (if being used
Power point switch (if being used) Fan Switch (if being used)
Air Conditioner switch or remotes (if being Benches (if dressing rooms being used)
used)
Toilet Area
Taps Vanity tops
Door locks both front and back Flush buttons
Toilet seats
If kitchen area is to be used, include the following
Bench surfaces Taps
Fridge door hands Zip hot water handle
Microwave (if being used) Oven doors and tops (if being used)
NOTE: If kitchen area is not being used, access must be restricted except to access cleaning
equipment. Keep the door closed if applicable.
At conclusion of use, please repeat the same as listed above, with the addition of
Floors – Mop with detergent then with disinfectant. Mops, buckets, solution supplied
Garbage - All rubbish to be disposed of in the general waste skip bin located in the carpark at
the rear of the building
Please ensure cleaning kit is put back in the kitchen after use.
If you come across any issues during your Covid-19 Touch Point Clean or any cleaning supplies are low,
please email theatres@lakemac.nsw.gov.au.
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