Operational Plan Template FAQ's
Who needs an operational plan?
As per the COVID-19 Prevention and Self-Isolation Order, developing and following an operational plan detailing how risk of transmission of COVID-19 will be mitigated is required for:
- All owners and operators of businesses, services and organizations, and
- All organizers of organized gatherings. Personal gatherings do not require an operational plan.
What does my operational plan need to include?
As per the COVID-19 Prevention and Self-Isolation Order:
Owners and operators of businesses, services and organizations that are permitted to operate under this Order, shall take the following preventative measures:
- take every reasonable step to ensure minimal interaction of people (including employees and/or clients) within two metres of each other;
- take every reasonable step necessary to prevent employees who are required to self-isolate, as provided above, from entering workplaces;
- develop and follow an exclusion policy that ensures symptomatic employees are immediately excluded from work activities;
- develop and follow an operational plan detailing how risk of transmission of COVID-19 will be mitigated;
- ensure enhanced cleaning and disinfection of shared areas and surfaces;
- ensure hand washing stations are available;
- follow any direction issued to a specific class of businesses, services or organizations, as referenced in Appendix A, as may be amended from time to time; and
- follow any other direction issued to the business, service or organization by the Chief Public Health Officer.
Also, many industry/professional associations have developed guidance as well.
If specific guidance is not available for your sector, please see guidance for other sectors with similar elements.
Please note this is a basic template and will likely need to be modified in order to address sector specific guidance.
Does my operational plan need to follow the template?
Operational plans are not required to follow the template provided, however if your plan requires pre approval, we strongly advise that you utilize the template in order to facilitate both your development of the plan and also the Chief Public Health Office (CPHO) review of the plan.
Do I need to submit my operational plan to the Chief Public Health Office for approval?
- You need to submit an operational plan to the Chief Public Health Office if you are organizing a gathering with more than one group of 100 people indoors, or 200 people outdoors. Activities and events that include close contact (i.e. participants in sports, performers at theatrical events, weddings, ceilidhs, funeral receptions, etc.) are permitted in cohorts of 100, outdoors or indoors. Plans can be submitted to email@example.com, and must be pre-approved before hosting your gathering.
- Gatherings of more than one group (of 100 or 200 people, depending on the factors described in the above bullet) must be split into groups of no more than 100 or 200 people per group. Each group must be kept separate from the others during the gathering, or throughout a 24-hour period if a gathering extends over a day or more (a tournament, for example).
- Plans that involve large numbers of members of the public coming together such as for large events, including drive-ins, craft fairs, and amusement parks also should be submitted for feedback.
- If you are representing a facility that is renting out spaces for gatherings and/or hosting gatherings, where the total number of people gathering would be greater than 100 or 200 at one time within the facility, the facility’s operational plan must be submitted for pre approval.
- Organized gatherings of up to 100 or 200 people are permitted with an operational plan, but your operational plan for a gathering with one group of 100 or 200 people does not need to be submitted to the Chief Public Health Office. It would need to be made available in the instance of an inspection.
- If you are planning an organized gathering, please review the Public Health Measures Guidance Summer 2021.
If I am approved for multiple gatherings, does that mean the rest of my operational plan is good to go?
No, approvals provided are specific to multiple gatherings as outlined in the COVID-19 Prevention and Self-Isolation Order, and are not a general approval of a plan as whole.
It is the responsibility of the organizer of any organized gathering to ensure that appropriate health and safety protocols are in place and followed.
Further, a prior approval does not limit the operation of the COVID-19 Prevention and Self-Isolation Order, as may be amended from time to time, the Public Health Act or its regulations, or restrict the ability of the Chief Public Health Officer to issue public health orders or other orders, as necessary.
Can I have my operational plan approved by the Chief Public Health Office, even if it isn’t a multiple gathering scenario?
No, the only approvals provided are specific to multiple gatherings as outlined in the COVID-19 Prevention and Self-Isolation Order. If you have specific questions about your operational plan, you may reach out to firstname.lastname@example.org
I previously was approved for two groups of 100 or 200. I would now like to operate with more groups of 100 or 200 people in my facility or at future events. Do I need to apply again for approval?
If you make substantive changes to how your organized gathering's space or numbers are managed, including adding additional multiples of 100 or 200, further approval by CPHO is required.
Before Step 3 of the Moving Forward Plan, I was approved for 2 cohorts of 50 indoors. I would like to move to either 1 cohort of 100 or 2 cohorts of 100. Do I need to resubmit my operational plan for approval for either of these scenarios?
To move to 1 cohort of 100, you will need to update your operational plan to reflect the changes but you would not need to submit the plan for approval, as organized gatherings of one group of 100 indoors or 200 outdoors do not require prior approval. To move to 2 cohorts of 100, you would need to resubmit your operational plan for approval, as you are adding an additional cohort.
If I am organizing or hosting several similar events with over 100 people indoors or 200 people outdoors, do I need to submit my operational plan each time, or just once?
If you are planning multiple similar events, one operational plan may be submitted for this type of event. If there may be small variations in how multiple gatherings may be managed among slightly different events, different scenarios may be included in that one plan that is submitted for approval.
If I run a facility that would host different groups at one time, where there would be more than 100 people indoors or 200 outdoors at the facility, and different ways to manage multiple gatherings would be needed at different times of day or certain seasons, how do I address that in my operational plan?
If there would be variations in how multiple gatherings may be managed at different times, different scenarios may be included in that the facility plan that is submitted for approval.
If my organization is renting space in a building to host multiple gatherings, with over 100 people in total, is it my organization or the facility that needs to submit an operational plan for pre approval?
Each business, service, organization and organizer is responsible for having an operational plan that covers their activities.
As outlined above, if a facility is renting out spaces to different groups in their facility, where the total number of people gathering would be greater than 100 at one time, the facility would need to submit an operational plan for their facility for pre approval.
In cases where both a facility and an organization have responsibility for a multiple gatherings situation, either:
- both plans should be submitted to ensure all of the public health measures guidance is in place (each plan can refer to the other for pertinent sections) or
- a combined plan can be submitted on behalf of the facility and organizer.
I am hosting an event with no more than 100 people indoors or 200 people outdoors at one time, but there will be multiple groups of 100 or 200; do I need to apply for pre approval?
Yes, if you are organizing an event where there would be multiple gatherings over the span of an event on any one day, with more than 100 people in total indoors or 200 people in total outdoors, your plan would need to follow the public health measures guidance to keep groups separate and pre approval would be required.
I run a facility. What do we need to know about renting out our facility?
- owners and operators shall develop and follow an operational plan detailing how risk of transmission of COVID-19 will be mitigated
- an approval of your operational plan may be required as outlined above
- further, the operator of a business or facility must not knowingly rent, reserve or allow the business or facility to be used for an organized gathering that would contravene the Organized Gatherings section of the Order
- businesses, services, organizations and organizers renting facilities would also require an operational plan
Questions about legal responsibilities, liability and due diligence should be directed to your organization’s legal counsel. The Government of PEI cannot provide legal advice.
I am working on my operational plan, I have reviewed guidance relevant to my sector and I still have questions. Who do I talk to?
If you seek further guidance from the CPHO, please follow the operational plan template, address each element of the relevant guidance, and clearly identify your questions. Those may be submitted to email@example.com.
Please note these FAQs may not address every situation. If your situation does not appear to fit the above, please contact firstname.lastname@example.org for more information.