Meeting spaces in West Perth

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(Effective from 6 June 2020)

Last updated on 11th November 2022

In order to protect the health and safety of our vulnerable communities, City West Lotteries House requires all guests and visitors to abide by the event organiser's Covid-19 safety requirement. By doing so, the event organisers accept full responsibility for their event, as per the terms and conditions of the hire agreement. 

Along with our staff being fully vaccinated and us implementing other measures, we believe that this will help limit the potential risks for our staff, guests, tenants, and the vulnerable communities.   

We do understand that for a very small number of people in our community, this may impact the number of attendees in your sessions. However, we believe this decision is in the best interests of the communities we support.   As WA’s COVID situation evolves, we will continue to review our policy and practices.  

We appreciate your understanding and cooperation. 

For all organisations hosting a meeting or event in CWLH facilities, as the HOST, you are responsible for the following:

1. Create your own ‘COVID-19 Safety Kit’, which should include bottles of hand sanitiser, bacterial wipes, tissues, disposable gloves, disposable masks, a spray bottle of disinfectant and soft cloths for wiping down and drying surfaces and furniture. 

You should take this ‘COVID-19 Safety Kit’ with you to each CWLH facility where you host a meeting or activity.

2. Encourage all staff, volunteers and guests / participants to download the COVID-19 app before arriving at CWLH: https://www.health.gov.au/resources/apps-and-tools/covidsafe-app/covidsafe-help

3. Advise guests / participants to call your contact number on arrival at CWLH.

4. Host must go to the main foyer to open the main doors (using the white button inside the door) and greet the guest / participants. 

5. Direct anyone exhibiting cold or flu like symptoms, or who thinks that they may have had contact with someone who has COVID-19, to go home, seek medical advice, and not attend the activity. Help us to protect the CWLH community from the risk of infection.

6. After greeting, ensure each guest / participant immediately visits the bathroom to wash their hands with soap and warm water, or uses the hand sanitising station available on entry to CWLH. (Be aware that hand sanitiser will dry skin and cause irritation for some people if used extensively over time).

7. Advise guest / participants to go direct to the meeting facility, to refrain from unnecessarily touching any items or surfaces.

8. Ensure there are no more than the following numbers of people gathered in the CWLH meeting room facilities:

· Training Room Maximum 24 people in total

· Conference Room Maximum 80 people in total

10. Compile a record of all attendee’s names, times of arrival and departure from your activity, and their contact phone numbers. These records must be retained by the host for not less than three months. 

11. Restrict movement of your visitors in the building to essential areas and facilities only e.g. toilets. 

12. Encourage your guest / participants to walk on the left hand side of the corridors, to avoid accidental contact with other people moving through the building.

13. Require staff and participants to limit contact with each other – no shaking hands, rubbing noses, kissing or hugging.

14. Plan regular breaks if your activity has a duration of more than two hours. Participants should be encouraged to get up and leave the room for not less than 10 mins every 2 hours.

15. Require participants to wash their hands with soap and warm water, or to use hand sanitiser prior to any break during which food or beverages will be consume.

16. Consider how you will manage hygiene and social distancing risks when planning breaks and lunch. What will work best for your group of participants, to best cater for their needs while being vigilant about COVID-19 OHS?

· participants supply their own snacks, packed lunch, thermos / water bottle

· host provides individually packaged snacks, lunches and cold drinks for participants, and provides them to each participant (wearing gloves) or has participants collect from a table

· host serves individual plates of finger food and cups of beverages for participants to collect from a table / select from the servery

· participants sanitise hands, select their food using tongs, then deposit the tongs in a container and sanitise their hands before eating their food

· host provides each participant with a set of tongs to serve from a ‘buffet’ of provided food; tongs returned into a container of hot soapy water at the end of the table and not used by anyone else

· paper plates / cutlery v china crockery / stainless steel cutlery

· finger food v food that needs to be eaten with cutlery

· disposable items v washing dishes in the dishwasher or sink with hot water and detergent

17. Wipe down all equipment and furniture with disinfectant after each meeting or activity.  This includes flip top tables, chair backs and arms, wall switches, door handles, marker pens. (Ensure disposable gloves are worn and paper towels are disposed of properly in the bins provided). 

18. Wipe down electrical equipment with a cloth dampened with disinfectant - don’t ‘drench’ electrical equipment with disinfectant. Dry items and surfaces with a soft cloth as necessary.

19. Share your feedback about your event and COVID-19 risk mitigation experiences – good and bad - with our staff. We are all learning as we go. 

20. If you have found a great way of doing something, we’d love to know about it so we can share it with others. The more we share our knowledge and learnings, the better we will all become at minimising the risk of COVID-19 for our staff, volunteers, participants, visitors and families at home.

In the event of a suspected case of COVID-19

· Immediately isolate anyone suspected of having or developing Covid 19 symptoms. Please liaise with CWLH staff for assistance to access an appropriate room for this purpose.

· Ensure the infected person is immediately issued with a face mask.

· Prevent access to other people to the area where the person with symptoms is being isolated.

· Contact the National COVID-19 Helpline to report and seek direction 1800 020 080

· Once the person has left the building, use PPE for cleaning and sanitising the area – disinfectant, gloves, and disposable paper towels.

· Dispose all PPE in a rubbish bag and place the bag inside another rubbish bag – immediately dispose of in general waste in the outside green bins.