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Drafting a protocol for community events and services

This checklist can be used for different kinds of events (indoor and outdoor, single day or multi-days), such as a skidoo event, a general assembly, a canoe brigade or other land-based event, a broomball match, a community feast, etc. It is important to follow the current community phase guidelines in any protocol.  

Before the event

  • Decide whether any of the activities at the event will take place outside rather than inside. 
  • Decide how many people can attend the event. 
  • Will people mingle at the event (or is there a need for “social bubbles”?) 
  • Check how people plan to get to the event (carpool, single cars, event-specific vehicles?)
  • Refer to “Guidelines for Safe Gatherings” for specific tips on car rides.
  • Link: Download available at bottom of page.


  • Encourage people who will attend to get vaccinated, if they aren't already. People can call their CMC to get an appointment for a Covid-19 vaccine.
  • Encourage participants to get a Covid-19 screening test 2 or 3 days before the event. This is recommended for:
    • People who have not been fully vaccinated, or not vaccinated at all (including children).
    • People who have travelled recently.
    • People who have been to other large events or gatherings recently.
  • Screening tests can be arranged by calling the CMC. 

Reduce the chances that a sick person attends your event. 

How will organizers identify participants who are at risk of being infected with COVID-19?  

To participants, staff, and volunteers (for example, if it is a multi-day event or special tour): 

Anyone who answers yes to any of the above question on these questionnaires cannot participate in the event, for the safety of all participants and communities. Anyone presenting active symptoms must be referred to their local CMC.  

Determine what are the steps to follow if someone presents symptoms at the event. How will they be isolated at the event site? If the event is planned over several days, and is outside the community, will they be able to receive medical care at the event site? What is the plan for transportation back to the community? 


Ensure the event space has a handwashing station and that people are encouraged to use it. 

  • A space should be provided at the entrance of the assembly site where people can wash their hands with warm water and soap or apply an alcohol-based hand solution. 

  • Someone should also be responsible for tending and reloading the station on a regular basis. 

What will be done to maintain 2-metre/6-foot physical distance at the event? (Ex. Online registration vs. registration table). 

What will be done to make sure there is good quality air ventilation at any indoor sites of activities? Ensure proper ventilation of the building, including opening windows if possible.  

Promote healthy respiratory practices 

  • Encourage everyone to cough into a bent elbow or into a tissue, discarded immediately after use, and to wash their hands as soon as possible. 

Wearing a mask: 

  • A homemade or surgical (procedure) mask must be worn at all times. 

  • Will organizers provide masks for employees or volunteers?  

  • How will masking requirements be respected at the event? 

Make frequent announcements reminding people to respect hand hygiene, healthy respiratory practices, physical distancing, and to wear a mask properly, that covers nose and mouth.  

How to safely use mask  

  • Keep a daily registry of everyone present; record names, addresses and phone number of each person present, including staff. 

Preventive measures for food counters:  

Will any of the activities be modified to avoid sharing tools/food/etc.?  

Although COVID-19 does not appear to be transmitted through the ingestion of food, as a precautionary measure, frequent hand washing and observing good food hygiene and safety practices are required.   

  • Wash your hands   
  1. Before and after handling food.   
  2. After having gone to the bathroom, after smoking, and after having coughed or sneezed.  
  3. After having touched a soiled surface and/or money.   

Encourage participants to bring their own feast bundles to the event. Dishes and utensils should be washed with water and regular dish soap or in a dishwasher.   

For more information, consult the MAPAQ FAQs page: (scroll to the bottom of the MAPAQ page for links to information in English.) 

Buffets should be avoided to limit the gathering of people in one place. 

Instead, organizers should opt for pre-packaged lunches and snacks, and request one person per family to come get them. 


  • Organizers should keep a record of the participants registry for 28 days after the event. 
  • In the event of a case of COVID-19 within the participating group, Public Health will investigate to determine the level of contact with other people.
  • Depending on the assessment, some people might also have to be tested and self-isolate for 14 days. 
  • Encourage participants to get a Covid-19 screening test about 5 days after the event.
  • Screening tests can be arranged by calling the CMC for an appointment. 

Did you know?

Regional, provincial and federal sources of information are available.

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