Health & Safety

Health & Safety

Festive Fete 2022- Saturday December 3rd

Operating Procedure for Opening and Operating under Covid-19 Level 2

This plan does not deal with the normal operating plan. It deals with the adoptions/changes required to open and operate under a controlled situation. The document is primarily focussed on the fete grounds during the opening hours of 10pm-3:30pm when the greatest volume of people are present on the grounds. 

Guiding Principles:

  1. Health and safety of our staff is paramount

  2. Health and safety of our attendees is paramount

  3. That the customer experience whilst altered, remains first class

  4. That the Covid-19 rules and guidelines will be adhered to at all times

  5. This plan will adapt as the Covid-19 “rules” change

  6. This plan deals with the 2021 level 2 rules

Key points from the 2021 Covid guidelines

Our business is an event held at a venue. The venue is within a defined space and the entry is controlled.

A defined space is a single indoor or outdoor space separated from other spaces.

The key guidelines for events and entertainment at Alert Level 2 are:

The Cromwell Festive Fete is being held at the Cromwell Racecourse, the venue will be fenced for the event to separate the space from other spaces. The venue will be entered only by people that purchase entry at the gate. All attendees will be required to use the government contact tracing app or sign in manually and adhere to the guidelines and operating procedures in this document.

The key guidelines for events and entertainment at Alert Level 2 are:

Events and Entertainment

At Alert Level 2, there are no restrictions on the number of people that can attend an event at a venue, for example at a stadium, cinema, theatre, casino, concert hall or conference venue — as long as everyone can safely stay 1 metre apart. Attendees can be seated or standing.

This includes indoor and outdoor event facilities, and both ticketed and non-ticketed events.

Social Distancing- 1 meter

  • Everyone attending our event needs to keep a safe distance from people they do not know. Attendees must stay 1 meter away from each other. People working at the event also need to stay 1 meter apart from each other.

  • The stage areas that will have different acoustic performers on fete day will be more than 1 meter of space between the stage edge and where attendees can walk or sit. 

  • Attendees are encouraged to wear a face covering where possible — they can take it off to eat and drink.

Key areas of possible congestion:

Entrance Gate

  • The entrance gate will have multiple lines with spacing indicated for people to assist attendees to maintain social distancing

  • QR codes will the readily available to scan

  • There will be sufficient numbers of staff to quickly take money to keep the lines moving

  • Customers will be asked if they have displayed any flu-like symptoms. Should they answer yes then they will not be admitted.

  •  We will encourage people to pre-purchase tickets to minimise contact with staff at the gate with contactless ticketing

  •  Exit lines will be separate to entrance lines to minimise congestion between attendees


  • Signage will be used to assist attendees to maintain distancing

Queues for stalls to shop

  • We have extended the site for the 2021 event, to disperse crowds. This is bigger than the space we usually use

  • We will have 1m + between each stall site (previously there was no space)

  • Signage across the venue will encourage attendees to maintain 1m distance

  • See appendix 2


  • There is at least 5-7 m wide walk-ways throughout the venue so attendees have plenty of room to spread out and distance from each other

Face coverings

  • Stallholders and crew that are serving customers will be required to wear a face covering

  • We recommend that attendees wear a face covering where possible they can take it off to eat and drink.

  • We will have face masks available for attendees that do not have one.

  • Face coverings will be compulsory in areas of congestion including the entry/exit points, stalls with lines and toilets.

Serving food and drinks

Food and non-alcoholic drinks

  • All attendees will need to be seated to eat and drink

  • Attendees can buy food and drink from the counter area but they must be seated at a table or on the ground to eat or drink. All tables will be spaced with 1 meter gaps to help with physical distancing. Those that are sitting on the ground need to keep 2m apart from other groups

  • All servers of food and drink will be required to wear a face covering. 

Service of Alcohol

  • Seating areas will be provided with 2m distancing between tables to help with physical distancing 


We will ask attendees to buy their tickets online, before they come to the event to avoid queueing at the venue on arrival. Tickets are available through our online ticketing agent Trybooking:

Tickets will be available on the day also, we will have clearly detailed signage of customer expectations for payment for tickets on the day. 

Cleaning and hygiene

  • We will have staff specifically tasked for cleaning and hygiene.

  • We will regularly clean high touch surfaces– such as bathroom door handles and
    tables in food areas. Stallholders will be encouraged to regularly clean counters.

  • We will ask people who are unwell not to attend our event through our social media channels prior to the event. We will also ask attendees if they have displayed any flu-like symptoms. Should they answer yes then they will not be admitted

  • We will provide hand sanitiser in high traffic areas, Headquarters, entrance ways, bathroom facilities and in food areas. This sanitiser will be refilled regularly throughout the event

  • All staff will have access to face coverings, hand washing facilities and hand sanitiser throughout the event.

  • We will use signs and posters to educate attendees about good hygiene habits.

  • Surfaces in toilets will be wiped down regularly

Contact Tracing

  • Contact tracing will be in place either via the Governments App or through a manual sign in sheet system of recording which will be at each entrance gate and at the Headquarters tent of the event. 

First Aid:

  • For all first aid St John protocols will be adhered to.

  • For low level injuries – bumps, cuts, bruises, strings – prepacked first aid packs will be made available for customers to pick up an self-administer from the St John Medical staff will make an assessment of the injury level in the first instance from a 1 meter distance.

  • For serious injuries staff will need to act which will mean physical contact is made, staff will then transfer the patient to the St John Staff where their hygiene practises and procedures will apply.

Level two organisation compliance

This level two compliance workplace document has been developed and is evolving as a live document. It is available upon request.



Please be sure to use the QR codes posted at the event for Covid tracing.

If you are feeling unwell please refrain from attending the event



 Management Strategies – Normal operation

   Management Strategy - Emergency

Likelihood of risk

Injury to person

  • Trip hazards from electrical     extension cords. Have these out of the way and labelled so that     people are aware they are there.

  • Guy ropes from Gazebos/marquee.    Make all stall holders aware these must be out of the way and within their stall zone

  • Stall holders own products.     Stall holders take responsibility of own stalls and products and     think about the publics’ safety

  • Medical emergency of person on site

  • First Aid Kit on hand at  EFTPOS office

  • Cell phones Call 111 for  assistance

  • Qualified first aider on site  at all times (Anthea, Jaye)

  • St Johns on site


Covid 19

  • Spread of Covid 19 at the event

  • Hand sanitiser available in several locations

  • Encourage those that are not feeling well to not attend the event

  • QR code to trace movements of attendees

  • Distancing of 2m from others
  • Wearing a mask at all times



  • Extension cords carefully     placed behind stalls and labelled

  • Tables and Gazebos stall holders responsibilities and they are made aware of this

  • Fire extinguisher on hand x2

  • First Aid on hand and qualified     first aider (Anthea, Jaye)

  • See emergency plan below

  • St Johns on site



  • Wind could be a hazard with gazebo’s and marquees. Let stallholders know the likelihood of wind and to bring weights etc to hold things down.

  • Sunburn     

  • Extra heavy bottles and weights to hold ropes down if wind extreme pull down stalls, no sharp objects for anchors, evacuate public     

  • Sunscreen at the main office


  Road/parking Hazards

  • Traffic congestion and backed up on road causing possible accident. Traffic Management plan in place

  • Possible accident involving pedestrians in parking lot. Have a 10km speed limit and a set parking plan in place.

  • People on parking duty and keeping cars flowing.

  • Parking people wearing highlighter vests to make them visible

  • First Aider on site

  • See emergency plan below

  • Implement approved TMP

  • St Johns on site



  • Falling over or injury caused by stray rubbish. Wheelie bins around site for rubbish. Checked regularly and bin liners changed if required. Bags to be placed on trailer in discrete location.

  • Stall holders made aware they are responsible for own rubbish

  • Clean up group organised for the end of the day

  • Extra liners on hand with  trailer to dispose of rubbish

  • Disposable gloves



  • Central Evacuation spot being the car park for fire and earthquake. All helpers/staff and stall holders aware of this.

  • Fire/long grass – Grass cut so hazard reduced.  

  • Fire Hydrants on site

  • Call 111

  • 2 x Fire Extinguisher on site in Main office

  • St Johns on site



  • Safety power cables used at     all times by stall holders

  • Safety circuits on power     outputs at Race Course

  • Know Central Location to  turn power off if necessary

  • Call 111

  • Apply First Aid

  • St Johns on site



  • In parking lot, have parking/security people in area throughout the day monitoring space

  • Entertainment provided to keep them in a central location (Bungy tramp, sunshade)

  • Have a loud speaker system  to call parents if child lost- located in main office

  • Central Festive Fete main office as a meeting place



Emergency Procedures

In case of emergency please contact the event organiser Anthea ( 021 033 6422), who will contact the appropriate emergency authority through the 111 system. They will then take the appropriate action from there.

Emergency evacuation site is in the car park. We will have an area that is cordoned off for emergency vehicle assess and for those who require disability access to the site.

A First Aid Kit and Fire extinguishers will be at the Main Office/EFTPOS shed, and can be accessed through the event organisers.

Cromwell St Johns on site throughout the day. This will assist with First Aid and emergency situations.

Please direct all media or people contacting you about the event, or any emergency, to Anthea.


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