We’re conducting a risk assessment exercise for hosting Camp Tipsy this year using the World Health Organizations guideline tool (as listed below). Given these guidelines, at this time, it seems safe to move forward with planning the event. If you’re considering coming to Camp Tipsy this year, this document may help you do your own risk assessment.
We will have our specific Covid-19 protocols available 30 days before the event begins.
This message is to show you all the available protocols, and to let you know that we are aware of them and are working with state and county administrators.
Our planning process:
- Camp Tipsy staff/security will undergo the Covid-19 safety compliance certification process between now and May 1, 2021.
- In mid-May, that group will conduct a review in accordance with state/county guidelines and decide which protocols to implement.
- Those protocols will be shared with stakeholders, ticket holders and the public on or before May 21st, 2021.
In the meantime, we encourage you to familiarize yourself with the WHO’s guidelines and to perform your own risk assessments. And we hope to see you at the lake this summer.
Camp Tipsy risk assessment exercise document 2021
Any decision to restrict, modify, postpone, cancel, or proceed with holding a mass gathering should be based on a rigorous risk assessment exercise, tailored to the event.
The risk assessment should be undertaken by local and national public health authorities and event organizers with input from other relevant authorities (emergencies, transport, safety and security etc.), based on the following considerations:
- Normative and epidemiological context in which the event takes place – the state’s existing regulations on public health and social measures to control spread of COVID-19, which reflects the intensity of transmission in the area;
- Evaluation of risk factors associated with the event – appraisal of the likelihood that the event may contribute to the spread of COVID-19 and that the health services capacity may be exceeded by such spread;
- Capacity to apply prevention and control measures – the ability to implement actions that can reduce the risks associated with the event.
The overall risk associated with a mass gathering event is the outcome of a process that incorporates (i) the risk of amplified COVID-19 transmission associated with the event and its expected burden on the health system and (ii) the capacity of health authorities and event organizers to prevent and control such risks.
1. Normative and epidemiological context
World Health Organization currently describes four transmission scenarios of increasing intensity for COVID-19 (no reported cases, sporadic cases, clusters of cases and community transmission). An area can move from one transmission scenario to another, in either direction. In response to each transmission scenario, areas have adopted progressively stricter public health and social measures, applicable at the individual level (e.g. hand hygiene, respiratory etiquette, physical distancing) and potentially at the community level (e.g. movement restrictions, limitation to social and professional activities).
WHO has issued guidance on the progressive adjustment of public health and social measures in response to the epidemiological evolution of the COVID-19 pandemic. The risk assessment for a mass gathering should reflect the hosts’ adjustments to their public health and social measures. As areas loosen their public health and social measures based on local epidemiology, the “safety nets” provided by such measures to reduce and control the transmission of COVID-19 will no longer be available. This makes conducting thorough risk assessments for planned mass gathering events even more important.
2. Evaluation of the risk factors associated with the mass gathering event
This step of the risk assessment exercise examines the key characteristics of the mass gathering event, with the aim of profiling and quantifying the associated risk of COVID-19 transmission. It also examines the context in which the event takes place, notably from a health system perspective. Areas to consider in the evaluation include, but are not limited to:
- The characteristics of the event’s designated venue(s) (location, size/type, indoor/outdoor, crowd density, etc.)
- The number and key characteristics of the expected participants in the event (age, health status, provenance, international/local travel to event, etc.)
- The expected interactions among participants occurring during the event (closeness of contact, etc.)
- The expected duration of the event
- The capacity of the host county’s health system to detect and manage cases of COVID-19 in terms of policies, resources, and capacities
3. Capacity to apply prevention and control measures
Prevention and control measures are public health actions that aim to reduce the risk of COVID-19 transmission inherent in the event under consideration, as well as the likelihood that health services may be strained by the event. Prevention and control measures may:
- Modify the characteristics of the event (e.g. venue, attendees, facilities, equipment), or
- Focus on the capacity of health and other relevant authorities and organizers to strengthen preparedness and response to a public health issue that occurs before, during, or after the mass gathering event. Prevention and control measures can be applied throughout the event’s timeline – in the planning phase, the operational phase, and the post-event phase.
The planning phase is the period preceding the event, when plans are developed, tested, and revised. Prevention and control measures applicable during this phase include:
Liaison with all relevant stakeholders
- Establishing direct links and channels of communication between event organizers, health authorities, and other relevant authorities
- Establishing collaboration and coordination mechanisms among all stakeholders, partners, and constituencies involved in the event
Development of a preparedness and response plan
- Ensuring alignment of the event plan with wider national emergency preparedness and response plans
- Making provisions for detecting and monitoring event-related cases of COVID-19, reducing the spread of the virus, managing and treating ill persons, disseminating public health messages specific to COVID-19 in culturally appropriate ways and in languages used by participants
- Establishing a clear line of command and control, and enabling efficient situation analysis and decision- making
- Developing a risk communication strategy and a community engagement plan for the event aimed at keeping the public informed about the health situation, key developments, and any advice and recommended actions they should take (e.g. social media monitoring)
Assessment of capacities and resources
- Making provisions for Human Resources, procurement of personal protective equipment and other medical consumables, availability of isolation rooms, cleaning schedules, etc., in close coordination with national and local health authorities, and other relevant authorities.
The operational phase is the period during which the delivery of the event services takes place. Prevention and control measures applicable during this phase include:
Modifications of the event (related to the venue)
- Hosting the event, at least partially, online/remotely/virtually
- Hosting the event outdoors rather than indoors
- Adjusting the official capacity of the venue
- Ensuring availability of handwashing facilities with soap and water and/or hand rub dispensers
- Ensuring regular and thorough cleaning and disinfection of the amenities used by attendees by designated staff
- Regulating the flow and density of people entering, attending, and departing the event (e.g. by increasing the frequency of transport, staggering arrivals registering attendees, numbering entries, designating seating, marking the floor)
- Spreading the campsites out
- Increased number of portable toilets
- Increased number of cleanings per day of toilets
- Implementing a “safe-word” for immediate compliance with Covid-19 protocols
Modifications of the event (related to the participants)
- Advising people to observe physical distancing, respiratory/cough etiquette, and hand hygiene practices
- Advising people with higher risk of transmitting COVID-19 that they should not attend the event (e.g. those with COVID-19 symptoms, contacts of COVID-19 cases during their period of quarantine, or those coming from countries/areas with community transmission of COVID-19)
- Advising people with higher risk of developing severe illness from COVID-19 (e.g. aged ≥65 years or with pre-existing medical conditions), and individuals in contact with higher-risk patients (e.g. residents in same household, long term care facility employees etc.), that they should not attend the event, or making special arrangements for them
- Color-coded wristbands delineating a geographic location of where a person is camping which matches color-coded portable toilets
- Additional wristband delineating weather a person is vaccinated
- Mask policy either at certain times or in certain locations
Modifications of the event (related to the staff)
- All staff takes Covid-19 compliance test
- Additional shop steward staff
- Additional medical staff
- Additional security
Modifications of the event (duration)
- Keeping the duration of the activities at the event to a minimum to limit contact among participants in regards to density for evening shows
- Ensuring coordination and consistency in crafting and delivering culturally appropriate and language- specific messages to participants and the public
- Disseminating key messages in line with national health policies, including:
I: Visual reminders on basic preventive measures, especially physical distancing, respiratory/cough etiquette, and hand hygiene practices
II: Visual reminders on action and steps to be followed by people developing symptoms of COVID-19
III: Visual reminders on recommended/required use of face masks and other personal protective equipment (PPE)
Surveillance of participants, aimed at detecting and managing individuals developing symptoms during the event
- Detection and management of event-related COVID- 19 cases should be conducted in accordance with national policies and regulations, within the framework of national health systems
- Isolation facilities should be made available at the event site for participants who develop symptoms, for initial assessment and triage by designated medical staff, and for their transportation to a health facility if needed
- Arrangements should be made with national and local health authorities regarding diagnosis and treatment of COVID-19 cases identified during the event
The post-event phase follows the conclusion of the mass gathering. Prevention and control measures applicable during this phase include:
Liaison between event organizers and health authorities, along the following lines:
- In case participants or staff develop symptoms during the event, event organizers should liaise with national and local health authorities, as well with those of the participant’s home city or county, and facilitate sharing of information
- Individuals who develop symptoms upon returning to their home city or country should be advised to contact public health authorities about their potential exposure
- Liaison between event organizers and health authorities is required to ensure that systems are in place to detect cases arising in the local population as a consequence of the event
- Determination of the overall risk of the mass gathering
The overall risk associated with an event is the result of an assessment process that considers both the risk factors associated with an event and the capacity that health and other relevant authorities and event organizers possess to mitigate those risks through the adoption of a set of preventive and control measures.
World Health Organization has developed tools that assign a numerical score to each risk factor and control measure, thus allowing for the calculation of a resulting overall risk score, which corresponds to a defined risk category and to a recommendation for the event. A review of the risk assessment at regular intervals is advised, since the relative importance of the risk factors associated with the event, and consequently the relevance of the prevention and control measures applied, are dynamic and may evolve over time.
Generally, events associated with a low or very low risk of COVID-19 transmission and low strain on the health system may be considered sufficiently safe to proceed. Events with a moderate, high, or very high level of risk might not be sufficiently safe to proceed and would require a more thorough application of prevention and control measures. If the risk of spreading COVID-19 remains significant after application of all control measures, postponing or cancelling the planned event should be considered.
WHO does not have the mandate to enforce any restriction, modification, postponement, or cancelation of a mass gathering event, or to authorize that its organization may proceed. Rather, it advises authorities and event organizers on best practice based on available evidence.