COVID-19 Safety Measure Requirements for ACT and NSW Clubs
This information outlines how to make sure your club’s activities follow both NSW and ACT Government rules for COVID-19 safety as well as comply with Pony Club Association NSW (PCANSW) requirements.
It is a new PCANSW requirement that all clubs nominate a COVID Safety Officer who is responsible for coordinating the following requirements. It is recommended that several parents within your club understand and are responsible for ensuring that each of these requirements outlined below is met.
Required documentation
There are three documents/processes that clubs must have in place for every rally day or event:
- An event risk assessment including both COVID and non-COVID risks – to meet PC insurance requirements and ACT / NSW Government requirements
- A method for attendees to complete a self declaration that they meet the current requirements for attending – to meet PC insurance requirements
- A method for attendees to use a check in app or QR code so that attendance is recorded – to meet ACT / NSW Government requirements
Additionally, ACT clubs must display an occupancy limit sign at the ‘entrance’ of their grounds (we recommend that you have this at the check in point).
- Event Risk Assessment
PCANSW mandates that a risk assessment (including but not limited to COVID-19 risks) is completed for each event. The template for the risk assessment is a download document (titled Return To Full Rally And Competitions Example Risk Assessment) at the bottom of the PCANSW Risk Management Web page.
In effect, this document replaces the old pre-Covid method of completing a club’s risk assessment form, which was often a printed checklist that was reviewed and updated before each rally or event.
PCANSW has requested that the completed event risk assessment template is not only updated but is also emailed to PCANSW (admin@pcansw.org.au) prior to each and every event.
N.B. A printed up-to-date copy of the club’s event risk assessment must be onsite at each rally/event for spot checks by NSW and ACT Police and Health Officials. There are heavy fines for clubs and penalties for breaching public health orders if clubs do not have a printed and dated copy of their risk assessment on hand.
- Self Declaration
Clubs must ask all attendees to declare that they meet the current guidelines for attending events.
Clubs can still use the COVID self-declaration form (this should be completed electronically and emailed to a club official); however, it is recommended that this self declaration is completed as part of the event registration, see below.
Recommended process for completing the self declaration
The self-declaration is built into the club’s event registration (via Omnisport, Google Forms, or other means).
For example, when you create your club rally/event in Omnisport, include the following wording in the “event information” tab. Because families who register agree to these requirements through registration for the event, they have completed their self declaration.
This is the wording to be used:
COVID-19 Safety
You, and any person attending with you, may not attend this rally day if you:
- are unwell;
- are in quarantine; or
- are waiting on Covid-19 test results; or
- have been in contact with those in quarantine within 14 days prior to the date of the rally day
- (if attending NSW club rallies and events) are classified as an ‘affected person’ – see NSW Health website for the most recent information https://www.nsw.gov.au/covid-19/latest-news-and-updates
By registering for this event, you are declaring that you, and any person attending with you, do not meet any of the above criteria. If this changes before the event day for you or any person attending with you, you must advise the club and the affected person may not attend the event.
Attendees are discouraged from carpooling to or from this event when possible.
On arrival at the rally day, all attendees (riders, helpers, and spectators) must register their attendance and check in using the Service NSW app (if attending NSW club rallies and events) or the Check In Canberra app (if attending ACT club rallies and events).
Please observe physical distancing rules.
NSW Clubs (include this paragraph)
Take the time to familiarise yourself with the most recent NSW Government advice and the NSW Health guidelines and other updated information provided on the PCANSW website https://www.pcansw.org.au/management/risk-management COVID-19 Safety
ACT Clubs (include this paragraph)
Take the time to familiarise yourself with the most recent ACT Government advice and other updated information provided on the PCANSW website https://www.pcansw.org.au/management/risk-management COVID-19 Safety
- Attendee Check in
Every attendee to your club rally/event must check in using a check in app or QR code so that individual attendance has been captured/recorded.
With new ACT Government rules from 6 March 2021, this process is now quite different for ACT and NSW clubs.
ACT Clubs
All ACT clubs are required to use the Check In CBR app from 6 March 2021.
It is recommended that you have at least two copies of the check in posters printed and preferably laminated available at your check in point. Keep the copies separated so people are not crowding around them.
Using the Check In CBR app there are different ways for attendees to be checked in.
- they can use their own mobile phone and check in using the app; or
- if they are not able to use the Check In CBR app, you must use the business profile function in the app to check them in.
Backup
Clubs can ask attendees to fill out a hard copy attendance record with name and contact number and/or email only where the electronic options are not available. Clubs must keep these records securely for 28 days and provide them for contact tracing if required.
NSW Clubs
Recommended
If the club is registered as a COVID Safe business, use the QR code provided by the NSW Government for check-in.
It is recommended that you have at least two copies of the check in posters printed and preferably laminated available at your check in point. Keep the copies separated so people are not crowding around them.
Using the NSW Government QR Code there are different ways for attendees to check in–they can use their own mobile phone and:
- the Service NSW app and a MyServiceNSW Account; or
- the Service NSW app only; or
- the Service NSW Check-in webform.
Instructions for using the NSW Government QR code are here.
Alternative
If your club is not registered as a COVID Safe business, you can create your own QR code using their choice of QR code sites. PCANSW has instructions for creating your own QR code here
Attendees check in using their own phone and clubs must keep these records securely for 28 days and provide them o Government Health officials and/or PCANSW for contact tracing if required.
Alternative 2
Clubs can ask attendees to fill out a hard copy attendance record with name and contact number and/or email. This option should always be available as a backup in case the electronic options are not available. Clubs must keep these records securely for 28 days and provide them to Government Health officials and/or PCANSW for contact tracing if required.
COVID reminders for all rallies/events
- stay at home if you are sick or have had any symptoms in the preceding 24 hours.
- stay at home if you have travelled to any of the ‘Covid affected areas or hotspots’.
- pack hand sanitiser to disinfect your hands after touching high contact points, like the entry gate, stalls, water taps and other areas on ground (like the toilets).
- park with plenty of space between each vehicle.
- maintain social distancing of 1.5 metres between people who are not from your household.
- a parent (or responsible adult) should be available at all times to provide assistance for their rider/horse if needed.
Further COVID information:
Please take the time to familiarise yourself with the guidelines and other updated information provided on the PCANSW website
If you have any questions regarding these requirements or processes, please speak firstly with you club officials, then your Zone officials if you need further information or assistance.