HEALTH AND SAFETY

The conference managers, ForumPoint2 Limited, in conjunction with the CEP New Zealand Organising Committee and Venues will provide a safe and healthy environment as possible for all attendees at the conference. This commitment extends to ensuring the CEP Conference operations do not place the local community at risk of any injury, illness, or property damage. The Venue will take responsibility for providing health and safety procedures whilst on site.

All measures within our ability will be undertaken to ensure that attendees are as informed as possible about any potential risks or hazards they may face whilst attending conference. All attendees will need to:

• Listen to the health and safety briefing onsite and/or read the health and safety document available at the registration desk
  
  
• Ensure all health and safety concerns; and all accidents or near accidents are immediately reported to the onsite ForumPoint2 Health and Safety Officer
  
  
• All attendees are encouraged to be responsible at all times, and to promote a safe and healthy working environment for the entire conference duration.
  
  
• Please respect your own personal safety and that of other conference delegates and employees.
  
  
• Delegates and exhibitors will be required to scan in and out of the conference daily to allow for contact tracing should it be required.
  
  

COVID-19 - MINISTRY OF HEALTH GUIDELINES

We respectfully advise attendees, the conference will be following the Unite Against COVID-19 New Zealand Government advice for public events and mass gatherings.

Prior to conference, we would remind you:

• If you are: unwell, a confirmed or probable case of COVID-19, waiting a COVID-19 test result or self-isolating, please do not attend.

VOLUNTARY NEW ZEALAND EVENTS SECTOR CODE

This Code has been developed for the New Zealand Events Sector by representatives of the Events Sector and sets out self-regulatory standards which attendees and operators are advised to observe.

The Code does not override any other legal obligations, including obligations under the Privacy 1993, the Health and Safety at Work Act 2015, COVID-19 Public Health Response Act 2020, or any other enactment.

Event Sector Voluntary Code for New Zealand

1.    Commitment to COVID-19 Ministry of Health guidance – Operators will take responsibility to regularly and consistently stay up to date with Ministry of Health guidance.

2.    Enable effective contact tracing – Fast and effective contact tracing is essential to stop the spread of COVID-19. Recording people’s movements will help the Ministry of Health to do this quickly and efficiently. Operators will undertake best practice to encourage Attendees to use the record keeping mechanisms at Events to enable the Ministry of Health to undertake contact tracing processes, if needed. Attendee behaviours can be encouraged at all types of Events inclusive of non-ticketed or partially ticketed Events.

Operators are encouraged to:

a.       Educate Attendees pre event and through the duration of an event on record keeping expectations and mechanisms at Events to support this.

b.       Consider ways to guide the best practice behaviours set out in this code, through event design.

c.       Educate and influence Attendees to take responsibility for their own record keeping.

d.       Incorporate record keeping mechanisms at Events for Attendees through the mandatory display of the NZ government’s official QR code and encouraging Attendees to scan it in prominent places and/or main entrances.

e.       Notify attendees that attendance information will be collected for the purpose of contact tracing and may be disclosed to the Ministry of Health should the need arise.

All workplaces and businesses (including event sites) legally must display the government’s official QR code, which can be scanned by the COVID-19 Tracer App, for each location. You legally must also have an alternative system for people who do not use the NZ COVID Tracer app when the country is at Alert Level 2 and above (but not at Alert Level 1). This came into effect at 11:59am Wednesday 19 August 2020.

3.   Retaining Records – Operators are encouraged to retain attendance records that can be supplied to the Ministry of Health should they need to contact trace. This includes ticketing or attendance data that can be legally obtained and stored safely as required under the Privacy Act 1993. Operators are encouraged to Retain Records of Attendees for a minimum of four weeks, this being the minimum period necessary to support effective contact tracing.

4.   Health of Operators and Attendees - Operators should take reasonable measures to ensure that individuals (including Operators and Attendees) have the appropriate resources or facilities to ensure they undertake best practice hygiene standards.

Operators are encouraged to:

a.         Ensure Operators are aware of and comply with Ministry of Health guidance.

b.         Ensure Operators and Attendees are educated on the hygiene practices expected when attending the event as per Ministry of Health guidance.

c.         Enable good hygiene behaviours e.g. providing hand washing facilities and making hand sanitiser available.

d.         Ask Operators and Attendees who are unwell to stay home.

5.       Encourage a culture of adhering to best practice COVID-19 risk management as set by an Operator – Utilise leadership, influence, education and best practice to ensure Ministry of Health guidance on hygiene and adherence to event policies put in place by the Operator are upheld in delivering the event. This includes not only during the event, but pre and post event. Operators can prepare, implement and measure this adherence using technology, risk management implementation, briefings, marketing, and incident reporting processes.