Exemption for Large Gatherings

Exemption for Large Gatherings
Large Group Exemption Application

In accordance with the Public Health (COVID-19 Emergency Powers) (Phased Re-Opening) Regulations 2021, the Minister of Youth, Culture and Sport may grant exemptions permitting a group of more than 20 persons to assemble, subject to any conditions imposed by the Minister to ensure COVID-19 public health measures and protocols are implemented. Approvals are subject to all public health laws and regulations in effect at the time of the event (e.g. curfew, table distancing, etc.)

Due to the country’s current covid situation, indoor events are limited to 50 persons and outdoor events to 100 persons (provided these don’t exceed 50% venue capacity).

Applications for a Large Group Exemption must be submitted through this online form. The process is guided by the Large Group Exemption Process and Guidance.

Applicants should submit applications 30 working days (6 weeks) before an event. Processing time can be 15 working days (3 weeks) from receipt of all required documents. Complex events (multi-event, multi-date) will take longer to process. A site visit may be required. Incomplete applications cannot be processed. Do not state ‘not applicable’ or ‘N/A’ for any field. All fields apply to all events and all questions must be answered.

Emergency applications are only considered for funerals, wakes and union meetings. These will be processed in 5 working days from receipt of all required documents, and must meet all criteria and public health measures.

Please provide all information as incomplete applications cannot be processed. The online application must be completed in one session and takes at least 30 minutes to complete or more. Before you begin your application make sure you have all the information required including:
- A site map as described below
- The signed Facility Operator letter confirming knowledge of the Covid-19 Public Health protocols and agreement to comply with those requirements
For queries email largegroup@gov.bm or call 294-9146

Commercial boats do not need an exemption but are limited to the number of passengers specified in the licence issued under the Marine Board (Island Boats) Regulations 1965, provided appropriate physical distancing is maintained an public health guidance is followed at all times.

Applications for Trusted Establishment status have additional specific guidance and requirements. Please follow these Guidance Notes and upload the required Capacity Chart fully completed.
Event Information
01. Name of Event (as advertised)
02. Nature of event
Applications must be made no less than 30 working days / 6 weeks from the event date unless it is a funeral, wake or union meeting. We cannot guarantee that events occurring less than 6 weeks from the application date will be processed in time.
03. Event Start Day
03. Event Start Month
03. Event Year
04. Type of Event
Other
Please provide rationale for holding an event for a large group during a pandemic by completing this information:
05. Necessity: Describe why it is necessary to have more than the permitted number of people for the event to succeed
06. Benefit: Is there a community benefit of the event?
Venue and event information
07. Venue setting
08. Name of Venue, Facility or Property where the event will be held
09. Venue Owned by
10. Venue Street Address
11. Parish
12. Postal Code
13. Venue/Facility Representative
14. Email
15. Telephone Number
16. Event Opens
Date format: dd-mm-yyyy
17. Event Closes
Date format: dd-mm-yyyy
For events held over multiple days, provide the first event date and the last event date
18. Open Time
OpenAMPM

AM PM
19. Close Time
CloseAMPM

AM PM
20. Number of events and/or venues involved
Number of events involved with dates and time of each event (Day Month Year). If more than 1, specify the Primary Event
21. Primary Venue/Facility normal capacity (specify the number of people normally allowed at the primary venue)
Each Additional Venue/Facilities normal capacity
Floor Plan/Site map(s): Prepare and attach a detailed plan/map of the event venue(s) showing all prominent physical features of the event facilities, including but not limited to:
- Square feet of event area
- Access and exit routes (normal and emergency)
- Bathrooms
- Traffic Flow – show how foot traffic move around
- Major structures and physical features
- If applicable: Spectator and participant areas
22. Upload a Site Map for each venue/facility
Filename
Size
Process
Status
Add Files
Allowed extensions: pdf,doc,docx,jpg,jpeg,png,gif
Number of persons to be in attendance
Total number of participants must be no more than 50% of the normal venue capacity
23. Anticipated number of players, performers and officials (e.g. referees, coaches, choreographers)
24. Anticipated number of staff, volunteers and vendors (include event hosts, Marshalls, stage managers, etc. here)
25. Anticipated number of audience or spectators
26. Anticipated number of travellers among all participants
26. Will there be travellers in attendance?
Total Participants
Organizers should note that Travellers may only attend large gatherings once they have a SafeKey. See Public Health Traveller Guidance and SafeKey guidance
Anticipated number of participants in total at Primary Event: {totalAttendance}
If there are multiple events, provide the above breakdowns for each event and venue/facility
Covid-19 Health and Safety Plan

Please indicate the operational plans or protocols you will for the event(s) to prevent the spread of Covid-19 and contain it in case there is a Covid-19 case at your event(s). Please refer to the Guidance for Events and Gatherings and any guidance specific to your event, including sports, dining and guidance, for assistance.
27. SafeKey is required for attendees at indoor and outdoor large gatherings. Event workers and sport groups can use the antigen testing framework in the Return to Play Guidance. Please describe how you will verify SafeKeys.
Safekey Verification: https://verify.gov.bm/
28. WeHealth is strongly encouraged as it will help contain an outbreak in case of a positive case. Describe how you will encourage that your attendees are using it.
29. Contact tracing details are required (name, phone, email, home address) in case there is a positive case in attendance. Described how these be collected and by whom.
30. Masks must be worn indoors and outdoors by staff and patrons if 6 foot distancing cannot be maintained, unless eating or drinking, or with members of one household, or during physical exertion. Describe how all attendees will follow mask-wearing requirements per public health guidance
31. Physical distancing. Describe how will physical distancing, etc. be maintained? Lines for food, drinks and bathrooms must be marked to ensure 6 feet a distance between each person waiting in line.
32. Activities: Will there be high risk activities? e.g. alcohol consumption (disinhibition), singing (aerosols), dancing (close contact), loud music (aerosols from speaking loudly and very close contact)
33. Music/singing. Live performances have specific space requirements (10 feet from audiences and spectators). How will this be maintained?
34. Signage. Describe what signage you will have to require masks, distancing and flows.
35. Sanitizing stations. Describe how many sanitizing stations you will have and where they will be placed.
36. Traveller exclusion. Described how you will ensure that travellers do not attend your event(s).
Organizers should note that Travellers may only attend large gatherings once they have a SafeKey.
37. Marshalls. Approximately 1 Marshall per 50 persons is recommended to ensure adherence to public health guidance, mask wearing and distancing. State the number of Marshalls you will have for your event size (Marshalls can include staff, volunteers and security).
38. Security. Describe what you are doing for security purposes? How many officers will you have on site?
39. Vendors. Please list all vendors and describe their COVID-19 plans.
Food and beverage vendors must comply with Environmental Health licensing and food hygiene regulations and requirements.
40. Food/drink serving. How will compliance with the food preparation and serving meet COVID compliance.
41. Cleaning and disinfecting procedures. Describe how you will adhere to cleaning and disinfecting
Public Health guidelines at: https://www.gov.bm/covid-19-guidance-events-and-gatherings. Staff should complete the online Infection Prevention Control training available at: www.gov.bm/infection-prevention-and-control-training
42. Bathroom disinfection procedures. Describe how you will comply with bathroom disinfecting procedures.
43. Safety and Health Management Plan. If your event is not at a licensed or commercial venue, please identify all potential hazards to safety and health and detail the procedures in place to deal with those hazards.
44. Employee screening. Describe how staff and volunteers will be screened for signs/symptoms of COVID-19 at the start of their shift. Sick employees must be directed to stay home or immediately go home if they feel or appear sick.
45. Testing. If your event is going to put undue demand on the Covid-19 sites for your attendees to secure SafeKeys (e.g. over 100 tests), how do you intend to address this? The Ministry of Health is not ordinarily able to set up bespoke testing sites for private events.
Operator of the Event/Exemption Holder liable for the conditions on the Large Group Exemption as per Public Health (COVID-19 Emergency Powers) (Phased Re-Opening) Regulations 2021.
46. Name of person or organisation
47. Person in charge
48. Operator Email
49. Operator Telephone Number
50. Operator Permanent Street Address
51. Operator Parish
52. Operator Postal Code
Owner of the Facility who will be liable for compliance as per Public Health (COVID-19 Emergency Powers) (Phased Re-Opening) Regulations 2021.
53. Legal Owner
54. Owner Email
55. Owner Telephone Number
56. Owner Permanent Street Address
57. Owner Parish
58. Owner Postal Code
59. Manager/Person in Charge
60. Manager Telephone Number
61. Manager Permanent Street Address
62. Manager Parish
63. Manager Postal Code
64. Upload a signed letter from the Facility Operator confirming knowledge of the Covid-19 Public Health protocols and agreement to comply with those requirements.
Filename
Size
Process
Status
Add Files
Public Liability Insurance Coverage for the Event
65. Name of Carrier
66. Agent
APPLICANT’S DECLARATION
By signing below, I/we declare that the information provided in this application for a Large Group Exemption contains all required and necessary details and is true to my/our best knowledge and belief.

I/we shall abide by all regulations issued under the Public Health Act 1949 (“Act”), the Public Health (COVID-19 Emergency Powers) (Phased Re-Opening) Regulations 2021, and the Public Health (Covid-19) Regulations 2020, and any guidance or instructions. I/we acknowledge that the Government of Bermuda (“Government”) may change the Act, any regulations, guidance or instructions.

I/we agree that I/we am liable for all costs and expense in complying with the Act, regulations, guidance or instructions and I/we shall indemnify the Government against all costs and expense (including legal expense) I/we suffer or incur as a result of making this application.

I/we understand that in the event of an exposure to Covid-19 at the event(s) related to this application, standard Public Health processes will apply, positive cases will be instructed to isolate and close contacts will quarantine in accordance with the Public Health (Covid-19) Regulations 2020.
Agree Statement

I agree to the above statement
Date of submission
Day - Month - Year
Date Received from Ministry of Health
Day - Month - Year
Date Submitted to Minister
Day - Month - Year
Decision of Minister
Day - Month - Year
Gazette Date
Day - Month - Year
Administrator Notes
SubTest
Date sent to Ministry of Health
Month - Day - Year
A confirmation email will be sent once successfully submitted

Exemption for Large Gatherings

Event Information

Venue and event information

Number of persons to be in attendance

Anticipated number of participants in total at Primary Event: {totalAttendance}

Covid-19 Health and Safety Plan