COVID-19 RDCK Regional Park and Facility Rental

Type of Booking: *

Facility or Park booking: *

Facility Location: *

Park Location: *

Other:

Responsible Person/Organisation: *

Please indicate Rental Agent/Organisation

COVID-19 Safety Plan Representative: *

Please indicate Rental Organisation Representative

Email *

example@example.com

Mailing Address

Street Address

Street Address Line 2

City State / Province

Postal / Zip Code

Primary Phone Number *

Area Code Phone Number

Secondary Phone Number

Area Code Phone Number

RDCK PROTOCOLS
The RDCK is responsible to:

Complete a Facility Assessment of spaces prior to opening the spaces up for rental opportunities.
Place signage at spaces outlining COVID-19 expectations from the public.
Update rental agreement terms and conditions for user group bookings with COVID-19 information as recommended by the Municipal Insurance Association of BC.
Ensure all user groups have completed a rental agreement and provided required documents including comprehensive liability insurance prior to permitting use of the space for organized activity.
Ensure all user groups have completed a COVID-19 Safety Plan.This plan will be reviewed at the discretion of the RDCK and may take up to 72 hours.

USER GROUP REQUIREMENTS
The user groups are responsible to:

Provide a COVID-19 Safety Plan which clearly demonstrates how activities will be provided to align with the directives of the Provincial Health Office, local authorities, and other relevant regulators (i.e. WorkSafeBC). The Safety Plan must identify who will be responsible for ensuring compliance within the user group. The Safety Plan must be posted by the organization and/or available on-site during activities.
Sport organizations must review and align their COVID-19 Safety Plan with the viaSport Return to Sport Guidelines and their Provincial Sport Organization Return to Sport Guidelines. The COVID-19 Safety Plan must be specific to their sport and the facility they are operating out of. The Safety Plan must be approved by their local board of directors and submitted to the RDCK. For sport user groups who do not have a board of directors, the Safety Plan must be submitted and approved by the rental applicant.
Non-sport user groups are required to provide COVID-19 Safety Plan approved by the organization’s board of directors and submitted to the RDCK. For user groups who do not have a board of directors, the Safety Plan must be submitted and approved by the rental applicant.
All user groups who have access to indoor space will need to include COVID-19 protocols in their Safety Plan around use of the space(s).
User groups are responsible to ensure that all participants are aware and are complying to the user group’s COVID-19 Safety Plan and all RDCK COVID-19 related Plans, Policies and Procedures which can be found on the District’s website.
Complete a rental agreement with the RDCK and provide all required documents including comprehensive liability insurance prior to utilising the space for organised activity.
Ensure the COVID-19 Addendum to rental agreement is read carefully and shared with your participants.

Planned Rental Activities (please describe):

Which of the following have you referenced in your COVID-19 Safety Plan? *

Applicable RDCK Safety Plans i.e. Mask Safety Guideline viaSport Sport Sector Guidelines Provincial/Local Public Health Orders, Guidance and Recommendations Provincial Sport/Parent Organisation COVID-19 Safety Plan BC Centre for Disease Control WorkSafeBC

Links to Provincial Health Orders and Interior Health sites are listed here for your reference.

Organisation	Resource
Office of Provincial Health Officer	COVID-19 Novel Coronavirus - Orders & Notices
Government of B.C.	B.C.'s Response to COVID-19
Interior Health Authority	Enforcement Action
B.C. Centre for Disease Control	B.C. COVID-19 Data
WorksafeBC	COVID-19 and Communicable Disease

Event Resources are listed here for your reference.

Organisation	Resource
viaSport Guidelines	https://www.viasport.ca/
BCRPA Guideline for Restarting Operations	https://www.bcrpa.bc.ca/covidguideline/
BC Restaurant & Food Services Association	https://www.bcrfa.com/

ELIMINATION:

Maximum Numbers, Physical Distancing and Hand Hygiene

In the box below, please explain how you have established maximum numbers for your event that meets Facility, Provincial and/or Sports Organisation requirements.

The maxim number of attendees at an event held at a Regional District space is 50, if the space allows.

Please identify measures you will be implementing to keep all participants of the event at least 2 metres apart in various parts of the facility.

You will be required to have an attendant in place to manage entry/exit to the event.

You will be required to collect attendance list(s) for all people in attendance (including parents and spectators, if applicable) including the following information:

Date
Time
Facility used for the event
Full name and contact phone and/or email of each individual

This list will need to be provided within 24 hours upon request to Interior Health Authority.

Please identify your Entrance/Exit procedure.

Please identify how you will keep a list for the event for every person in attendance.

Please identify how you will address hand hygiene during your event.

ADMINISTRATIVE CONTROLS:

Rules and Guidelines

Please identify your rules and guidelines for how participants, coaches, volunteers, spectators should conduct themselves in order to reduce transmission of COVID-19.

Please identify your policy and protocols for those showing symptoms of COVID-19 or upload your documents (i.e. Illness Policy).

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How will you clearly communicate and enforce these rules and guidelines to your event participants, staff and volunteers.

What strategy do you have in place to post/make your plan viewable for everyone?

If applicable, please describe what process(es) you have in place for managing dressing rooms/storage rooms.

When using RDCK faclities, at least two metres physical distancing will be maintained between all participants when outside of the field of play (e.g. dressing rooms, hallways, staging areas, etc.).

Food Service (from the Public Health Order)

If you intend to have food service/self service, per the guidance from the Provincial Health Officer the following must be in place:

13. If there is a self-service food or drink station on the premises,

a. hand washing facilities or alcohol-based sanitizers must be within easy reach of the station;

b. signs reminding patrons to wash or sanitize their hands before touching self- service food, drink or other items, and to maintain a two metre distance from other patrons, must be posted at the self-service station; and

c. high touch surfaces at the station, and utensils that are used for self- service, must be frequently cleaned and sanitized.

Please describe how you will meet these food service requirements for your event or upload your food service specific safety plan.

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Please identify your cleaning protocols (if required) or upload your documents.

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Have you reviewed the enhanced RDCK User Agreement? *

Yes No

Enhanced RDCK User Agreement

COVID-19 Facility Rental Agreement

Insurance

During the Term of this Agreement, you will be required to take out and maintain liability insurance against claims for bodily injury, death or property damage arising out of the use of the Premises by the Licensee, in a form acceptable to the Chief Financial Officer of the RDCK, in the amount between Zero and Five Million ($0 & $5,000,000.00) Dollars per occurrence, naming the RDCK and others (if applicable) as an additional insured and shall provide the RDCK with a certificate of insurance upon execution of this Agreement.

This can be obtained from your local insurance company for a small fee.

For further information, please review the RDCK Purchasing Insurance document.

Please upload a copy of your certificate of insurance.

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PERSONAL PROTECTIVE EQUIPMENT (PPE)

Personal Protective Equipment:
Event attendees (unless they are subject to a specific exemption) are required to wear a protective face covering when they are in all indoor common areas in recreation public spaces, such as lobbies, seating areas, hallways, stairwells, washrooms, change rooms, elevators, kitchens and other areas that are shared with others and when engaged in activities.

Please describe who, when and how personal protective equipment will be required.

Who have you designated a role in your group to ensure all of your teams/groups are following safety plans and monitoring updates from your Provincial Sport Organisation, ViaSport and the Provincial Health Authorities? *

Email *

example@example.com

Phone Number *

Area Code Phone Number

Please Note: As restrictions change, you may be required to provide an updated Safety Plan.

If you have any further supporting information, please advise or upload here.

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The information provided is accurate and complete.

Yes No

COVID-19 Safety Plan Questionnaire

STEP 1: ACTIVITY RISK ASSESSMENT

STEP 2: RISK MITIGATION PROTOCOLS

ALTERNATIVE MEASURES

Office Use Only