SAMPLE PROTOCOL (Download MS Word Version)
This is an example of a basic Event Protocols & Procedures document for Clubs to use. This is the type of document that should be submitted to KUSA with a licence application and then be distributed with the Club’s Show Schedule and the KUSA Disclaimer.
This sample document was drafted with the intention of covering the main requirements which need to be brought to the attention of attendees. We strongly recommend using this concise version for distribution to potential exhibitors.
Club’s wishing to draft more detailed Protocols & Procedures for organisation and planning purposes may do so, but are requested to also provide a condensed version along these lines for distribution with their Show Schedule.
Clubs are reminded that setting up an ACCESS CONTROL POINT which is manned for the ENTIRE DURATION OF THE EVENT, is mandatory, as is the strict control of the number of people in attendance..
The rust-coloured text below indicates areas where Clubs need to adjust or complete details applicable to their specific event, discipline and venue.
NAME OF CLUB
DETAILS OF SHOW – DATE, VENUE, TYPE OF SHOW
COVID-19 PROTOCOLS & PROCEDURES
COVID COMPLIANCE OFFICERS
COVID-19 Compliance Officer:
NAME CONTACT NUMBER KUSA MEMBERSHIP NUMBER
Deputy COVID-19 Compliance Officer
NAME CONTACT NUMBER
COVID Compliance Officers names and contact numbers must appear on your Protocol as well as on the KUSA COVID posters which must be appropriately displayed at the venue. Posters can be downloaded from the KUSA website at https://www.kusa.co.za/index.php/covid-19-and-kusa-events
Please note that by entering and attending this event and signing the KUSA Disclaimer, participants are agreeing to comply with any instructions issued by the COVID-19 Compliance Officers, and that the organisers have the right to request that any person leaves the venue at any time.
Access to this event will only be allowed through XXXXXXX on XXXXXXXX Road.
An Access Control Point will be set up at the gate, which will be manned for the entire duration of the event.
On arrival at the Access Control Point, all attendees will be required to be wearing a mask;
have their temperatures taken and insert the result on their Disclaimer;
hand in a completed and signed Disclaimer form,
after which they will be allowed access to the venue. NO access will be allowed without the above.
Disclaimer forms are available for downloading on the KUSA website at https://www.kusa.co.za/index.php/covid-19-and-kusa-events
Only organisers and their helpers, as well as dog owners, handlers and their assistants may attend. SPECTATORS ARE NOT PERMITTED.
Arrivals and departures will be monitored and only 500 people will be allowed at the venue at any one time.
In the interest of limiting and maintaining attendance at fewer than 500 people at any one time, exhibitors are urged to leave the grounds as soon as possible after completion of their classes.
All persons attending this event must wear a reusable cloth or sponge face mask, or a disposable surgical mask at all times, except when running while handling a dog in competition. Face shields are not legal. Any person not wearing a mask will be requested to leave the venue.
All attendees must observe social distancing and, whenever feasible, maintain a distance of at least 1.5 metres between themselves and others with whom they do not live.
Hand Sanitiser will be available at the Access Control Point as well as on all Judges’ tables, at ring entrances and in the toilet areas.
All rings/arenas will have separate entrances & exits and spacious, clearly demarcated marshalling areas.
All exhibitor gazebos, tents and benching areas to be spaced at least 1.5m apart (and be a minimum of 1.5m away from the ringside).
Exhibitors are responsible for regularly cleaning and sanitising their own equipment and areas.
All equipment and furniture used at the event, including tables, chairs and office equipment, will be sanitised by the organisers before and during the event.
Exhibitor numbers and award certificates will be available for collection from XXXXX at XXXXX and social distancing must be observed while waiting to collect numbers and certificates.
The prizegiving will be held at XXXXXX and XXXXX. Social distancing must be observed during the presentation.
RING PLAN & SCHEDULE OF JUDGING
Under this section Clubs MUST provide detailed plans of how they intend to space their rings and what their event and judging schedule will be in order to keep the attendees to a maximum of 250 at any given time.
PLEASE DO NOT ATTEND IF:
You have comorbidities, such as respiratory or heart disease, diabetes, TB, hypertension, etc., or if you are exhibiting any flu-like or coronavirus symptoms.
PLEASE ADVISE THE COVID-19 COMPLIANCE OFFICER IF:
After attending the event, you develop any flu-like or any COVID-19 symptoms during the ensuing week.