COVID-19 Advice for event organisers
Last reviewed 12 August 2020
Auckland is at Alert Level Three and the rest of New Zealand is at Alert Level Two. New Zealand’s priority is slowing the spread of COVID-19. Gatherings such as concerts and sporting events pose a high risk for transmission of infectious diseases.
Alert levels specify the public health and social measures that must be taken. For more information on the Alert levels visit the COVID-19 website(external link). We aim to keep this webpage as accurate and up to date as possible, but if there is any contradiction between the information provided here and the COVID-19 website, the COVID-19 website applies.
Public Events at Alert Level Three
This means that gatherings of any size are cancelled and public venues are closed. Gatherings such as concerts and sporting events pose a high risk for transmission of infectious diseases.
Public Events at Alert Level Two
Events can function with “defined spaces”. This applies to social gatherings, event facilities, and businesses that serve food and drink for consumption on site.
“Defined spaces” are important for the event sector, as the provision is intended to allow multiple groups of 100 to be present at an event, where they are clearly separated. The person in control of the defined spaces must have systems in place to ensure that the separate gatherings do not intermingle. To expand:
- Where practical, workers should provide services to only one group of 100, and cannot move between multiple groups of 100. This is best practice and not a legal requirement.
- For indoor spaces there must be walls between the spaces. These can be temporary or permanent structures.
- For outdoor spaces there must be 2 metres of space separating each gathering of up to 100 people. You could use ropes, line markings or partitions to define these.
- Each group of up to 100 should remain 2 meters apart from other groups when using shared exits to the greatest extent practicable. This could be achieved through staggered start and end times for each group at events.
- Facilities such as toilets can be used by multiple groups of 100, if they are used at different times so multiple groups of 100 aren’t using the same facilities at once. We also recommend that additional cleaning take place between usage by different groups. Another option is to allocate dedicated toilets to each group to prevent intermingling of groups.
Event facilities include cinemas and casinos, but also stadiums and conference facilities.
- The overall cap on attendance at event facilities remains at 100.
- Multiple groups of 100 are allowable in event facilities provided they are in separate ‘defined spaces’ with no ability to mingle between groups (discussed above).
- Record-keeping for contact tracing is required for workers and clients / customers. The event facility still needs to do this even for people that know each other.
- One metre physical distancing is required in event facilities, apart from groups of people who all know each other, or if the event facility has been hired for a social gathering.
- If an event facility is providing food and drink for consumption at the facility, then the food and drink provisions apply, except where the event facility has been hired for a social gathering. If the part of the event facility serving food or drink is clearly separated from the rest of the event facility, then the food and drink provisions only apply to the part of the premises serving food and drink.
Record keeping for contact tracing
Record-keeping for contact tracing means collecting and maintaining the following information: full name, a phone number or email, date of entering business, time in and out. The requirement to collect a residential address has been removed.
There are multiple ways you can set up contact tracing. For example, a paper register, using a booking system or scanning a membership card or QR code that links to a web-form that provides information to a business. Many businesses will have an existing database with their clients’ contact details and an ability to keep a record of when they were in and out of the business i.e. a hairdressers booking diary, and therefore they don’t also need to keep a paper register.
Whenever you collect personal information, you must take care to keep it safe. This means:
- Keep your contact tracing register secure for 2 months. When records are 2 months old, they should be destroyed.
- Only share your register with the Ministry of Health or district health boards.
- Do not use the information you collect for any other purpose, for example, marketing or customer surveys.
- Explain why you’re collecting someone’s personal information.
- Make sure customers cannot see anyone else’s personal information.
Most of the available apps do not currently meet the record-keeping requirements for businesses, although QR codes that link to web forms may meet the requirements. Regardless of whether the apps meet the business record keeping requirements, we are still encouraging individuals to keep track of where they’re going and what they’re doing i.e. keep a note or use an app. Businesses can assist with this by having a QR code.
- The overall cap is 100. Multiple groups of 100 are allowed provided they are in separate ‘defined spaces’.
- Record-keeping for contact tracing is required for workers and clients/customers.
- People must keep 1 metre distancing from people they don’t know where practicable.
- If the event facility is providing food and drink for consumption on site, then the food and drink provisions apply. If the part of the event facility serving food or drink is clearly separated from the rest of the event facility, then the food and drink provisions only apply to the part of the premises serving food and drink.
- If taking place in event facilities (indoor or outdoor) there is a 100 person limit per defined space.
- 1 metre distancing and recording details to enable contact tracing is required.
Public Events at Alert Level One
At Alert Level one the specific controls and legal requirements for events have been lifted. However a voluntary code has been developed for Event Organisers to operate safely while delivering events at Alert Level One.
Voluntary code for events
This Events Sector Voluntary Code outlines what the Events Sector can do to safely deliver events by following best practice expectations, which are based on Ministry of Health guidance to reduce COVID-19 related risks. It will enable the Events Sector to appropriately support the Ministry of Health to contact trace if an outbreak of COVID-19 were to occur. This code is not intended to replace existing systems and processes that the Events Sector have in place in accordance with existing legal obligations, nor is it legally binding.
The Code has been developed by the Events Sector in consultation with New Zealand Major Events at the Ministry of Business, Innovation and Employment.
Who is the code for?
- Event management professionals
- Promoters, owners, agencies and production organisations
- Suppliers and service providers
- Governing bodies.
What does the code include?
- Commitment to the Ministry of Health guidance
- Facilitates effective contact tracing
- Record retention guidance
- Ways to ensure health of operators and attendees
- Encourages a culture of best practice COVID-19 risk management.
How to use the code
- Review the principals of the Code to determine where they might be overlaid alongside your existing health, safety and risk management plans.
- You may also publish this code on your website and/or other communications channels, such as sharing with your internal and external networks.
- Alert levels specify the public health and social measures that must be taken. For more information on the Alert levels visit the COVID-19 website.(external link)
- Visit the government's COVID-19 website to find out how to slow the spread of the disease.(external link)
- Go to the Immigration New Zealand website for more information and updates on travel restrictions.(external link)
- Refer to the Ministry of Health website for the most up-to-date information for travellers and self-isolation.(external link)
- If your event and business has been impacted, refer to business.govt.nz for the most up-to-date COVID-19 information for businesses.(external link)
- Visit the Ministry of Health website(external link) for the most up-to-date information on public and private gatherings.
- For more detailed information for managing an event at each of the Alert Levels see the Ministry of Health Website(external link)
Is there any financial support available for the events industry?
It is a very difficult time for many industries, including our events industry. With the current focus on eliminating the virus, we must all work together and follow Alert Level requirements.
The Government announced that it will extend its broad business support package for those impacted by COVID-19. While this has not been developed or tailored for individual sectors such as the events industry, your business may still be able to access support.
Please visit covid19.govt.nz(external link) for more information on the financial support available. This site also includes Government helpline numbers if you would like to determine whether your business is eligible for assistance.
Further information for businesses can also be found at the business.govt.nz website.(external link)
If you need further assistance regarding application for your business, please call the BusinessNZ line: 0800 500 362 for North Island, or 0800 50 50 96 for South Island.
Who to contact if you need any more information
The Ministry of Health website is the best source of information about COVID-19.
If you have any concerns about your health, visit the Ministry of Health website or call Healthline on 0800 358 5453 or +64 9 358 5453.
If you have any other general enquiries about your event, please email firstname.lastname@example.org.