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Ecorse Community Event Committee Guidelines During COVID-19

 

The CDC, State of Michigan, local Public Health officials, and City of Ecorse health experts offer considerations for event planners to enhance the protection of individuals and prevent the spread of coronavirus disease 2019 within our community. Ecorse Community Events Committee (ECEC) event planners and the City of Ecorse officials can determine, with guidance, how to implement the considerations, adjusting based on unique needs and circumstances.

This guidance, initially developed during Summer 2020 by the ECEC for COVID-19 and edited by the ECEC in early October 2020, is regularly updated based on information from MDHHS, CDC and Wayne County Department of Health, Human & Veterans Services.

PLEASE READ

ECEC board members, event planners and volunteers must follow COVID-19 policies as well as the Event Guidance provided here.

 

As the City of Ecorse begins to welcome more of the community back, guidance related ECEC events continues to adapt, while being mindful of the uncertainty and varying conditions of the pandemic. 

 

EVENTS AND GATHERINGS

 

Please check any upcoming venue about limitations on gathering sizes that will be based on public health orders, local or state guidance.

 

COVID-19 Continuum Event Matrix

Common Considerations

Special Considerations

BE PREPARED TO CHANGE ON SHORT ORDER

Per the CDC, event organizers should continue to assess, based on current conditions, whether to postpone, cancel, or significantly reduce the number of attendees for gatherings. This is a fluid situation to which you must stay vigilant.

CDC GUIDING PRINCIPLES

  • An event or gathering refers to a planned or spontaneous event, indoors or outdoors, with a small number of people participating or a large number of people in attendance such as a community event or gathering, concert, festival, conference, parade, wedding, or sporting event.

  • The more people an individual interacts with at a gathering and the longer that interaction lasts, the higher the potential risk of becoming infected with COVID-19 and COVID-19 spreading.

  • The higher the level of community transmission in the area that the gathering is being held, the higher the risk of COVID-19 spreading during a gathering.

  • The size of an event or gathering should be determined based on state, county and local safety laws and regulations.

 

THE RISK OF COVID-19 SPREADING AT EVENTS AND GATHERINGS INCREASES AS FOLLOWS:

Source: CDC Considerations for Events and Gatherings

LOWEST RISK

Virtual-only activities, events, and gatherings.

MORE RISK

Smaller outdoor and in-person gatherings in which individuals from different households remain spaced at least six (6) feet apart, wear cloth face coverings, do not share objects, and come from the same local area (e.g., community, town, city, or county).

​​​​​​​HIGHER RISK

Medium-sized in-person gatherings that are adapted to allow individuals to remain spaced at least 6 feet apart and with attendees coming from outside the local area.

HIGHEST RISK

Large in-person gatherings where it is difficult for individuals to remain spaced at least six (6) feet apart and attendees travel from outside the local area.

COVID-19 Event Continuum

 

Event considerations are based on the following criteria. 

  1. Amount of spread in the community (see MI Safe Start Map to determine which risk level we may be in, based on region)

  2. Current State of MI requirements or restrictions

  3. Location of activity: Outdoors or Indoors

  4. Expected attendance: # expected and primary population served (higher-risk or not higher-risk)

 

Then, event organizers should consider if they can fulfill recommendations for a safer event experience.

 

LOW - LEVEL 1

Location of Activity

Expected Attendance

Recommendations

Indoors and Outdoors

Any

 

Event may occur but attendance by higher-risk populations should be discouraged, and event should:

 

  • Monitor changes in community spread.

  • Discourage attendance by higher-risk populations*.

  • Prohibit attendance if sick.

  • Having hand washing capabilities, hand sanitizers and tissues available.

  • Confirm frequent cleaning of high touch surfaces

  • Find ways to create physical space to minimize close contact as much as possible.

  • Follow face coverings protocol.

 

Consider Cancellation:

 

  • If any of the above recommendations cannot be met.

  • Consider the amount of spread in the local community and the communities from where your attendees are likely to travel.

*Higher-risk Populations, as defined by the CDC, include people who are: 1) 65 years old and older; 2) People with certain health conditions such as heart disease, lung disease, moderate-to-severe asthma, diabetes, kidney disease, liver disease and weakened immune systems.

 

MEDIUM - LEVEL 2

Recommendations

 

Event may occur but attendance by higher-risk populations should be discouraged, and event organizers should:

 

  • Monitor changes in community spread.

  • Discourage attendance by higher-risk populations*.

  • Prohibit attendance if sick.

  • Having hand washing capabilities, hand sanitizers and tissues available.

  • Confirm frequent cleaning of high touch surfaces

  • Find ways to create physical space to minimize close contact as much as possible (at least 6 ft for normal activities).

  • Follow face coverings protocol.

 

Consider Cancellation:

 

  • If any of the above recommendations cannot be met.

  • Consider the amount of spread in the local community and the communities from where your attendees are likely to travel. 

  • If attendees are primarily higher-risk populations*.

 

*Higher-risk Populations, as defined by the CDC, include people who are: 1) 65 years old and older; 2) People with certain health conditions such as heart disease, lung disease, moderate-to-severe asthma, diabetes, kidney disease, liver disease and weakened immune systems.

**Subject to change based on State of MI Executive Orders

 

HIGH- LEVEL 3

Recommendations

 

Event may occur but attendance by higher-risk populations* should be discouraged, and event organizers should:

 

  • Monitor changes in community spread.

  • Discourage attendance by higher risk populations*. 

  • Prohibit attendance if sick.

  • Having hand washing capabilities, hand sanitizers and tissues available.

  • Confirm frequent cleaning of high touch surfaces

  • Find ways to create physical space to minimize close contact as much as possible (at least 6 ft for normal activities).

  • Follow face coverings protocol.

 

Consider Cancellation:

 

  • If any of the above recommendations cannot be met.

  • If attendees are at increased risk for severe illness from COVID-19.

  • If the event is a large gathering (100+ people), consult venue for specific guidance.

  • Consider the amount of spread in the local community and the communities from where your attendees are likely to travel.

*Higher-risk Populations, as defined by the CDC, include people who are: 1) 65 years old and older; 2) People with certain health conditions such as heart disease, lung disease, moderate-to-severe asthma, diabetes, kidney disease, liver disease and weakened immune systems.

**Subject to change based on State or Local Public Health Guidance

COMMON CONSIDERATIONS

  • Stay informed about the local COVID-19 situation

  • Update and distribute timely and accurate emergency communication information

  • Consider providing refunds to event participants who are unable to attend because they are at substantial risk and/or provide information on alternative viewing options.

  • Promote messages that discourage people who are sick from attending events.

 

RECOMMENDATIONS:

  • Monitor changes in community spread.

    • If there is an increase in community spread of COVID-19, consider cancellation of the event.

  • Discourage attendance by higher-risk populations*  

    • In any event that is for primarily low-risk populations, event materials should discourage attendance by higher-risk populations

  • Prohibit attendance if sick 

    • Event materials should prohibit those who are sick from attending. 

  • Having hand washing capabilities, hand sanitizers and tissues available.

  • Confirm frequent cleaning of high touch surfaces, no self-service buffets.

    • Event organizers should develop a plan for cleaning and disinfecting event space before, during and after the event (see “Clean and Disinfect Event Space” below for more)

  • Find ways to create physical space to minimize close contact as much as possible

    • A physical distance of six (6) feet should be maintained between event participants as much as possible

  • Follow face coverings protocol.

 

COMMUNICATION PLANNING:

  • Stay informed about the local COVID-19 situation

  • Update and distribute timely and accurate emergency communication information

  • Consider providing refunds to event participants who are unable to attend because they are at substantial risk and/or provide information on alternative viewing options.

Promote messages that discourage people who are sick from attending events.

WHAT ACTIONS CAN STAFF AND ATTENDEES TAKE TO PREVENT THE SPREAD OF COVID-19?

Encourage staff and attendees to take everyday preventive actions to help prevent the spread. 

  • Cleaning your hands often.

  • Avoiding close contact with people who are sick.

  • Staying home when you are sick.

  • Covering coughs and sneezes with a tissue or the inside of your elbow.

  • Cleaning and disinfecting frequently touched surfaces

 

For more, visit CDC.

 

PRIOR TO YOUR EVENT:

Implement practices of worker health and hygiene. Event staff (workers and volunteers) must diligently address the health risks of working in the close confines of many event spaces. Follow ECEC and OSHA Guidelines for volunteer safety.

 

EVENT STAFF CONSIDERATIONS:

Implement practices of worker health and hygiene. Event staff (workers and volunteers) must diligently address the health risks of working in the close confines of many event spaces. Follow HR and OSHA Guidelines for employee safety.

 

WHAT STEPS SHOULD I TAKE IF AN ATTENDEE OR STAFF PERSON DEVELOPS SYMPTOMS OF COVID-19 WHILE AT THE EVENT?

Identify a space that can be used to isolate event staff or participants who become ill at the event.

If a staff member or attendee becomes sick at your event, separate them from others as soon as possible and until they can go home. Provide them with clean, disposable face masks to wear, if available. If not available, provide them with a tissue or some other way to cover their coughs and sneezes. If needed, contact emergency services for those who need emergency care. Public transportation, shared rides, and taxis should be avoided for sick persons.

WHAT ACTIONS CAN STAFF AND ATTENDEES TAKE TO PREVENT THE SPREAD OF COVID-19?

Encourage staff and attendees to take everyday preventive actions to help prevent the spread. 

  • Cleaning your hands often.

  • Avoiding close contact with people who are sick.

  • Staying home when you are sick.

  • Covering coughs and sneezes with a tissue or the inside of your elbow.

  • Cleaning and disinfecting frequently touched surfaces

 

For more, visit CDC.

 

PRIOR TO YOUR EVENT:

Implement practices of worker health and hygiene. Event staff (workers and volunteers) must diligently address the health risks of working in the close confines of many event spaces. Follow ECEC and OSHA Guidelines for volunteer safety.

 

EVENT STAFF CONSIDERATIONS:

Implement practices of worker health and hygiene. Event staff (workers and volunteers) must diligently address the health risks of working in the close confines of many event spaces. Follow HR and OSHA Guidelines for employee safety.

 

WHAT STEPS SHOULD I TAKE IF AN ATTENDEE OR STAFF PERSON DEVELOPS SYMPTOMS OF COVID-19 WHILE AT THE EVENT?

Identify a space that can be used to isolate event staff or participants who become ill at the event.

If a staff member or attendee becomes sick at your event, separate them from others as soon as possible and until they can go home. Provide them with clean, disposable face masks to wear, if available. If not available, provide them with a tissue or some other way to cover their coughs and sneezes. If needed, contact emergency services for those who need emergency care. Public transportation, shared rides, and taxis should be avoided for sick persons.

Be sure to contact your physician for protocols regarding the possible case of COVID-19 at your event and how to communicate with staff and attendees about exposure to the virus.

 

 

CLEAN AND DISINFECT EVENT SPACE:

CDC has guidance for cleaning and disinfecting rooms and areas where a person with suspected or confirmed COVID-19 has visited. See Environmental Cleaning and Disinfection Recommendations.

 

ACTIVITIES WITH EXERTION OR HIGHER POSSIBILITY OF AIR DROPLETS:

Goal is to maintain healthy operations.

 

Consider the following strategies:

  • Protections for People at Higher Risk for Severe Illness from COVID-19

    • Offer options for individuals at higher risk of severe illness from COVID-19 (risk increases with age, and people of any age with certain medical conditions are at higher risk), such as virtual opportunities.

    • Limit participation to people who live in the local geographic area (e.g., community, city, town, or county) to reduce risk of spread from areas with higher levels of COVID-19.

  • Regulatory Awareness

    • Be aware of state or local regulatory agency policies related to group gatherings to determine if events can be held.

  • Identifying Small Groups and Keeping them Together

    • Keep people together in small groups with dedicated event staff, and make sure that each group of people and staff avoid mixing with other groups as much as possible. 

  • Staggered Scheduling

    • Stagger arrival and drop-off times or locations by cohort (group) or put in place other protocols to limit contact between groups and others as much as possible.

  • Gatherings, Spectators, and Travel

    • Avoid group events, such as games, competitions, or social gatherings, where spacing of at least six (6) feet between people cannot be maintained.

    • Limit any nonessential visitors, spectators, volunteers, and activities involving external groups or organizations as much as possible – especially with individuals not from the local geographic area (e.g., community, town, city, or county).

    • Avoid activities and events such as off-site competitions or excursions (e.g., watching a professional team compete).

  • Designated COVID-19 Point of Contact

    • Designate a program staff person to be responsible for responding to COVID-19 concerns. All participants should know who this person is and how to contact them.

  • Communication Systems

    • Put systems in place for:

      • Consistent with applicable law and privacy policies, having participants self-report they have symptoms of COVID-19, a positive test for COVID-19, or were exposed to someone with COVID-19 within the last 14 days in accordance with health information sharing regulations for COVID-19

      • Notifying stakeholders about restrictions in place to limit COVID-19 exposure (e.g., limited hours of operation).

  • Leave (Time Off) Policies

    • Implement flexible sick leave policies and practices for individuals to stay home when they are sick, have been exposed, or caring for someone who is sick.

    • Develop policies for return-to-play/participation after COVID-19 illness. CDC’s criteria to discontinue home isolation and quarantine can inform these policies.

  • Back-up Volunteer Staffing Plan

    • Monitor absenteeism of staff, cross-train staff, and create a roster of trained back-up personnel.

  • Board and Volunteer Staff Training

    • Train staff on all safety protocols.

    • Conduct training virtually or ensure that social distancing is maintained during training.

  • Recognize Signs and Symptoms

    • If feasible, conduct daily health checks (e.g., symptom checking) of staff and participants safely and respectfully, and in accordance with any applicable privacy and confidentiality laws and regulations.

    • Youth sports program administrators may use examples of screening methods found in CDC’s supplemental Guidance for Child Care Programs that Remain Open as a guide for screening children, and CDC’s General Business FAQs for screening staff.

  • Sharing Facilities

    • Encourage any organizations that share facilities to also follow these considerations.

Support Coping and Resilience

YOUTH PROGRAMS AND CAMPS:

It is important that ECEC conducts itself much like other organizations as it pertains to youth programs and camps, following state COVID ordersLARA guidance and CDC guidance.  Please review these three weblinks as you are planning youth programs and camps. Additionally, it is critical youth program/camp directors understand MIOSHA rules.  See LARA overview for camp operations guidance. 

All camp directors will be responsible for developing communications for campers with all of the information listed below as appropriate for your camp.  The CDC provides a Camp Planning Tool as a good reference.

 

Expected COVID mitigation steps taken by Youth Program/Camp Director:

  • Daily review of symptoms and personal hygiene reminders with all campers

  • Risk-mitigation protocols document provided to all campers before the first day

    • Campers placed in cohorts/teams (staff should keep record to provide contract tracing staff if needed)

    • Physical distancing protocols

    • Check In/Check Out procedures

      • Physically distanced drop off/pick up

      • Non-contact registration or check in/check out socially distanced

 

 

Information on where to obtain a Coronavirus - Test (michigan.gov)

  • Self-Assessment/Symptom Monitoring Protocols

    • Required daily by all campers and camp staff both day and overnight

      • Participants – Visitor Self-Assessment or pre-approved screening protocol

      • Daily COVID review with all campers about symptoms and reporting process

      • First Aid trained staff available at all camps that will assist in directing symptomatic participant to isolation areas to await parent/guardian pick up

  • Symptomatic camper protocols

    • Isolation space identified

    • Meals coordinated for isolated individual

    • Day camps: Isolation space at venue to separate symptomatic individual from rest of campers as they await parent/guardian pick up

    • Supervision of Isolated Individual Until Picked Up

    • Upon pick up, parent/guardian will be given document that outlines what they should do. This document should contain the following. Please also prepare an email that can follow as well.

      • Please seek medical advice from your doctor regarding the symptoms of your child.

      • If your child tests positive for COVID, please contact the following:

        • Your local Health Department

        • Camp Director (your information here)

  • Positive COVID Case Protocols

    • If you are contacted directly regarding a positive case, please report case to your physician or local health department

    • Report any positive tests or if a sick camper that you sent home notifies you of being COVID positive.

    • Parent should be advised to contact their local health department and the camp director

    • The camp director will provide the camper’s name and contact information along with cohort information to the local health department. Provide information such as:

      • When was the staff/camper in attendance?

      • Who is the staff/camper near (less than six feet) throughout the day?

      • Has there been adequate physical distancing throughout the day?

      • Are there others at the camp that live with the staff or camper in the same household?

      • When are face masks worn in the camp?

Meal Considerations:

  • Small groups (cohorting) and socially distanced is best. For example, groups of 6 campers, seated 6 feet apart, no intermingling (indoor or outdoor)

  • Staggered mealtimes as necessary based on campus dining capacity limits

  • Meals not provided by ECEC dining must be pre-packaged or boxed

Cleaning Protocols

  • Each camp staffer will ensure work order is completed for space cleaning as appropriate for camp and for isolation space if needed for residential camp.

  • All shared equipment must be sanitized daily

Spectators

  • Spectators allowed according to the Event Matrix and venue limitations

  • Facemask requirement to follow ECEC policy

  • Social distancing is preferred between other than immediate family units

Capacity: Refer to ECEC policy State Guidance found above

 

FOR MORE COMPREHENSIVE INFO and GUIDANCE: 

https://www.cdc.gov/coronavirus/2019-ncov/community/schools-childcare/youth-sports.html

https://www.cdc.gov/coronavirus/2019-ncov/community/schools-childcare/summer-camps.html

Guidelines for Camp Operations During COVID-19 (michigan.gov)

 

FOOD SERVICE:

Follow public health guidance. Additional resources below.

https://www.fda.gov/food/food-safety-during-emergencies/food-safety-and-coronavirus-disease-2019-covid-19

https://www.fda.gov/food/food-safety-during-emergencies/best-practices-retail-food-stores-restaurants-and-food-pick-updelivery-services-during-covid-19

 

 

 

MORE INFO:

Michigan Gov Guidance
https://www.michigan.gov/coronavirus     
www.mistartmap.info

San Francisco Department of Public Health Event Matrix 
https://sfrecpark.org/1489/Coronavirus-Update-Permitted-Events

 

 

 

ARTICLES ABOUT COVID-19

CDC:  Coronavirus Fact Sheets

CDC:  Considerations for Wearing Cloth Face Coverings -- Help Slow the Spread of COVID-19

CDC:  How to Wear Cloth Face Coverings

UM:  COVID-19 FAQ

Masks Do More Than Protect Others During COVID-19 (July 31, 2020)

Wall Street Journal: How Exactly Do You Catch Covid-19? There Is a Growing Consensus (June 16, 2020)

NPR:  Coronavirus FAQs: Is There a Polite Way to Remind Someone to Follow Pandemic Rules?

Reducing transmission of SARS-CoV-2, Science Magazine (June 26, 2020)

COVID-19 and aerosols, Time (August 25, 2020)

Yale University: Use and Care of Face Coverings (PDF)

NPR:  As Colleges Make Plans for Fall, More Young People Are Getting COVID-19 (includes four-minute audio version)

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