Liquor & Gaming Specialists

by

Update – Guide to transitioning to electronic record keeping

COVID-19 Update from OLGR on Wednesday 23 December 2020. Published without amendment.

Good morning

From today, Queensland hospitality businesses, such as pubs, clubs, restaurants and cafes will be required to use a digital or electronic method to collect and store patron contact details.

Paper-based records are no longer acceptable.

Legible, structured and rapidly available records will assist Queensland Health to quickly contact trace in the event of an identified case.

For each guest, staff and contractor, you are required to collect:

  • Full name
  • Phone number
  • Email address (residential address if unavailable)
  • Date and time period of patronage.

This only applies to dining in – you do not need to collect contact details for takeaway or home delivery.

Patron details must be kept for a minimum of 30 days and a maximum of 56 days. After that period information should be deleted.

Below are some tips and resources to assist transitioning to electronic record keeping, including:

  • The benefit of a COVID Safe Marshall or venue concierge
  • How to implement a QR (Quick Response) code
  • Signage to educate patrons.

COVID Safe Marshall

We encourage venues to roster a staff member to act as a COVID Safe Marshall or concierge ensuring that patrons:

  • Understand the requirement to provide their contact details electronically.
  • Help guide patrons through the process of signing-in, whether by QR Code, online fillable forms, booking application, spreadsheet (i.e Excel) or other system.
  • If electronic sign-in is not possible, ensure the patron’s hand-written details are legible and promptly transferred to an electronic system.
  • Ensure sign-in is completed with correct details and check confirmation of sign-in.

They can also assist in supporting the health and wellbeing of staff and customers, through:

  • Monitoring physical distancing in entry queues and other heavy traffic areas within the venue.
  • Ensuring any entry and electronic system (e.g. tablet or computer used for sign-in) is frequently and properly cleaned.

How to implement a QR code system

You do not have to use a QR code system, however, QR codes allow businesses to easily record information.

QR codes are commonly used by venues, easy to use for patrons, and are an efficient way for your business to store required data.

Setting up your own QR code check in 

  1. Businesses can find a QR code guest registration service by:
    • Searching online or through their smartdevice app store.
    • Contacting their IT services, Point of Sale (POS) or web hosting provider for advice.
  2. Read the terms and conditions carefully, paying particular attention to:
    • ​pricing and payment details
    • privacy policies
    • length of contract and how to cancel the service
    • how the data is stored and how you can access it when required – data must be stored securely onshore in Australia.
  3. ​Sign up with a service and download your unique QR code.
  4. Display the code at the entrance to the venue so patrons can access it easily.
  5. If any customers are unable to use the QR code, businesses should have an alternative check in method available, such as an SMS service or the online check-in form provided as part of business resources for COVID Safe registered businesses.

How customers use the COVID Safe Check-in

  1. When a customer arrives at a venue, they scan the QR code with their smartphone or business device if available.
  2. Engage a concierge, staff member or COVID-19 Safe Marshal to assist customers and confirm they have checked in.

Signage to educate patrons
OLGR has developed a downloadable sign that helps explain the need for electronic sign-in and what details are required.

Download, print and display at your sign-in points.

We have other COVID Safe signage available – please check to see if your in-venue signage is up-to-date.

Additional tips

  • Test your systems to ensure contact tracing records can be provided to a Public Health officer within the required timeframe (usually 1 hour).
  • Encourage your staff to engage with patrons when ordering food and drink and providing services throughout the venue to confirm they have signed in.
  • Seek advice from a hospitality industry peak body for any additional resources e.g. Clubs Queensland; Queensland Hotels Association; Restaurants and Caterers’ Association; and RSL Services Club Association.
  • If utilising an in-house system, ensure member details are up to date and consider signage to help reinforce updating contact information.
  • If using a manual system for those patrons without phones or during internet outages, technology malfunctions, etc, ensure staff are assisting patrons with transcribing information to ensure it is correct, legible and can be easily added to an electronic system.

To find out more see the Queensland Chief Health Officer’s Direction and frequently asked questions.

Regards

Victoria Thomson 
Commissioner for Liquor, Gaming and Fair Trading

by

Update from the CHO – Changes to Queensland’s approach to record keeping

COVID-19 Update from OLGR on Tuesday 22 December 2020. Published without amendment.

Good afternoon

Below is a message from the Chief Health Officer regarding changes to record keeping. Please note that the Restrictions on Businesses, Activities and Undertakings Direction (No. 11) is still being updated. We will let you know when the updated version is available.

Current record keeping requirements
Since the pandemic began, businesses have been required to keep contact information for a minimum of 30 days. This has been required so that our contact tracers can move quickly and contact trace anyone who might have come into contact with someone with COVID-19.

This requirement is set out in the Restrictions on Businesses, Activities and Undertakings Direction.

Contact information means information that is:

a. the name, phone number, email address, and the date and time period of guests, patrons and staff; and
b. provided to a public health officer within a stated time, if requested by a public health officer; and
c. securely stored, not used for any other purpose; and
d. deleted after not less than 30 days and not more than 56 days.

Businesses must take reasonable steps to ensure that the contact information collected is accurate.

New electronic record keeping requirements 
As of 1:00am Wednesday 23 December, all businesses in the hospitality industry (such as pubs, clubs, restaurants and cafes) in Queensland must comply with new electronic contact information collection requirements per the Restrictions on Businesses, Activities and Undertakings Direction. The Direction will be updated to reflect this requirement. This is due to the high risk nature of the hospitality industry.

Over the coming weeks, it will be determined whether these expanded electronic record keeping requirements will be rolled out across other industries. This will be decided based on a risk assessment of other businesses and venues.

What will this mean for businesses?

  • Businesses must now move away from paper-based record keeping methods; and
  • Businesses need to have an electronic form or other digital method to capture contact information.

Who does this apply to?
This new restriction will apply to all Queensland businesses in the hospitality industry (such as pubs, clubs, restaurants and cafes).

If these businesses already have an electronic or digital means to do this, we are not asking them to implement another system,

What electronic means?
There are a variety of electronic methods businesses can use to adhere to restrictions. These could vary from:

  • QR codes
  • Online fillable forms
  • Online booking systems
  • Digital spreadsheet.

If a business already has an online booking system that captures patron information, there is no need for a secondary form of digital record keeping. This restriction is ensuring that all businesses in the hospitality industry are moving away from paper-based record keeping, and that the digital information can be provided in a timely manner upon request.

It is imperative that contact tracers can use legible and accurate information to contact people.

Do we need to comply and what are the penalties?
Yes, as of 1:00am Wednesday 23 December, all businesses in hospitality industry (such as pubs, clubs, restaurants and cafes) will need to comply with this requirement and will need to establish processes to ensure patrons contact information is collected electronically. In the coming weeks, it will be determined whether other industries will need to comply with this new requirement.

If requested by a Public Health Officer, the electronic data set will need to be provided in a timely manner. Public Health Officers will be conducting random audits to ensure businesses are complying.

Businesses are required to keep contact details for all patrons for a minimum of 30 days and a maximum of 56 days.

Businesses that are unable to comply with the requirement to collect contact information electronically, whether because a patron is unable to provide their information electronically (for example, because they do not have a smart phone) or because of unforeseen circumstances (such as an internet outage) will be required to:

  • collect contact information using another method (for example, paper-based forms); and
  • transfer the information to an electronic system within 24 hours.

A person who owns, controls or operates a restricted business activity or undertaking may be fined/penalised if they fail to keep electronic contact information about all guests, patrons and staff. Failure to comply will impose:

  • operating with an occupant density limit of one person per 4 square metres;
  • for food and drink venues (including cafes, restaurants, pubs and clubs), operating for seated patrons only;
  • maximum penalty -100 penalty units or 6 months imprisonment.

Dr Jeannette Young PSM
Queensland Chief Health Officer

by

COVID-19 OLGR Update 18 June 2020

Thursday 18 June 2020

Good evening

Today’s stage 2 update includes information on:

  • Nightclub trading
  • Groups and social distancing
  • Collecting contact information
  • Designated outdoor smoking areas
  • Documents you must display.

Nightclub trading

If you have a nightclub licence, under stage 2 you:

  • Can serve food and drink on a ‘seated, separated and served’ basis
  • Can’t provide normal nightclub entertainment services, such as dancefloors or live bands
  • Can only accept a maximum of 20 patrons if you operate under a COVID Safe Checklist or 20 patrons per defined area, if you operate under the Queensland Hotels and Clubs Industry COVID Safe Plan. The 1 person per 4sqm rule applies to all.

Groups and social distancing 

The checklists in the Queensland Hotels and Clubs Industry COVID Safe Plan provide guidance on how you should manage physical distancing in your venue.

Individuals from the same household or social group can occupy the same, or adjacent, table and do not need to be seated 1.5m apart.

Tables occupied by different groups should be 1.5m apart.

Collecting contact information

All venues must collect and keep contact information for ALL guests and staff attending their venue. The following information for each person must be recorded and retained for a period of 56 days:

  • name
  • address
  • mobile phone number
  • date/time period of patronage

Collecting the date and time period of patronage is a new requirement of the Chief Health Officer’s Direction.

These records must be complete and accurate, as they are critical for health authorities to contact trace efficiently if a person subsequently diagnosed with COVID-19 attended your venue.

You do not need to collect contact details for patrons buying takeaway.

Designated outdoor smoking areas (DOSAs)

We have received questions about if food and drink can be served or consumed in DOSAs.

Food or drink cannot be served in a DOSA, and smoking laws prohibit patrons from taking food into a DOSA.

A patron may take their drink into the DOSA however this should not result in them being in that area for any longer than it takes for them to have their smoke.

Under stage 2, licensed venues can only operate their DOSAs if:

  • they are only used for the purpose of smoking – smokers should return to the seat in their allocated defined area as soon as they have finished smoking
  • no more than one person per four square metres is permitted in the DOSA
  • social distancing is observed
  • existing smoking laws are complied with.

Documents you must display 

If you are operating under an approved Industry COVID Safe Plan, you must display a completed Statement of Compliance.

If you are operating under a COVID Safe Checklist, you must display the completed and signed checklist.

Your statement or checklist must be in a visible location.

If using an approved Industry COVID Safe Plan, you do not need to display the whole plan but should have it available if asked by an enforcement officer.

Whether you use the plan or the checklist, follow the simple message of Seated, Separated, Served to ensure compliance.

by

OLGR COVID-19 Update 21 May 2020

The information below was supplied by the Queensland Commissioner for Liquor and Gaming and is reproduced for the benefit of licensees who are not on the OLGR mailing list.

Our compliance officers have been out and about checking that licensed venues understand and are complying with requirements for Queensland’s easing of restrictions.

Education was prioritised over enforcement on the first weekend, but the importance of these requirements meant that some businesses had to immediately remedy areas of non-compliance. In some instances, they were required to stop their dining service while they made the necessary arrangements.

If an OLGR compliance officer visits your venue during stage 1, they will be checking a range of things including:

  • the COVID Safe Checklist for dining in has been completed, signed, displayed and is being followed
  • the maximum number of patrons for dining in is not exceeded
  • alcohol consumption is secondary to the provision of a meal
  • social distancing rules are applied
  • cleaning and hygiene measures are in place
  • record keeping is in order
  • alcohol is being served responsibly.

Last weekend, issues were identified across all these areas.  There’s much information to digest, so here’s a reminder of the key things you must do to operate in stage 1.

COVID Safe Checklist

All licensees opening their venue for stage 1 dining in must complete, sign and display a COVID safe checklist. You can also view Q&A’s in relation to the checklist.

Licensees should also review and update their WHS Plan to incorporate COVID-19 risks. If you have a WHS plan that covers your COVID-19 risks and you have consulted with your staff to develop it, then please continue to use it.

If you don’t have one, here’s a template WH&S plan you can use.

While the WHS Plan doesn’t have to be displayed, it does need to be made available to a compliance officer if requested.

Patron numbers & service of alcohol for dine-in

Under stage 1 you can only have up to 10 people, or 20 people (outback) – not including staff – at your business premises at any one time for dining in. To accommodate this number, you must have suitable space to meet the requirement for no more than one patron per 4 square metres.

Alcohol can only be served in conjunction with seated dining, no bar service is allowed. The provision of alcohol must be secondary to dining.

Customers ordering/collecting takeaway are not included in the dining in person limit, but you must manage the flow between your customers to ensure appropriate social distancing.

Social distancing

You must arrange your tables and seating so that people in separate groups are at least 1.5 metres apart.

If you’re still providing takeaway service, you must manage this in a way that keeps 1.5m between people and not allow takeaway food or drink to be consumed adjacent to the premises.

Appropriate hygiene measures

The COVID safe checklist clearly outlines hygiene and cleaning requirements for dining in restaurants, cafes, clubs, RSL clubs and hotels. Workplace Health and Safety Queensland also provides further information about how you can keep your workplace, workers and customers safe from COVID-19 risks.

Record keeping

You must keep a register with contact information for customers, workers and contractors for at least 28 days. It must include the name, address and mobile number of a person at each table for the purposes of contact tracing in the event of a COVID-19 infection.

These records must only be used for this purpose and are to be confidential and kept securely at the premises. You must not leave unattended sign-in books where customer’s personal details are freely available to others.

You do not need to collect contact information for customers ordering/collecting takeaway.

Training

Businesses offering dining in services must ensure workers complete COVID Safe training within two weeks of opening.

Free COVID Safe training is currently being developed by TAFE Queensland in conjunction with the Queensland Government. The COVID Safe for Dining In micro-credential is designed to build workers’ skills and knowledge to implement practices that will safeguard themselves, their colleagues and customers from COVID-19.

Register at TAFE Qld COVID 19 Response.  You will be notified once the training is online.

Responsible Service of Alcohol

All licensed premises must ensure the responsible service of alcohol, including that sales are not made to minors, disorderly or unduly intoxicated persons.

You should remind your patrons who purchase takeaway alcohol from your venue that in Queensland drinking alcohol in a public place is illegal and on-the-spot fines apply. The only exceptions are ‘wet areas’ designated by a local council, normally for occasions such as a wedding in a park.

Useful information

If you still have questions in relation to stage 1 easing of restrictions, we recommend you:

In-venue signage

We’ve prepared stage 1 signage for licensees to download and display at their venue. We hope this helps you educate your patrons on how you are currently operating:

by

Gaming Compliance Updates

Since June 2005 all gaming licensees have been required to develop a documented Gaming Related Compliance Program which meets minimum standards defined by Queensland Office of Gaming Regulation.

Is your Gaming Related Compliance Program Document (GRCPD) up to date?

In 2005 over 1000 gaming licensees took advantage of our GRCPD service. However, there have been a number of changes to gaming regulations and those documents need to be updated or replaced.

Liquor & Gaming Specialists have developed an updated Compliance Program Document which meets all current QOGR requirements. This document is tailored to apply to your venue and we can provide it to you for a single payment of $600.00 (plus GST).

Monthly Self-Assessment Checklist

An important element of every GRCPD is the monthly self-assessment checklist. The checklist must be completed by the Gaming Nominee by the 7th day of the following month and a copy of the checklist must be kept and available for inspection at the licensed premises for five years after it is completed.

In the most recent Q Gaming Update, published April 2008, QOGR announced an inspection program for early-mid 2008 specifically targeting the quality of self assessment checklists. Any licensee failing to correctly complete the monthly checklist faces a maximum penalty of $15,000 for individuals or $75,000 for corporations.

How can we help you meet your obligations and avoid potential penalties?

To complement your GRCPD, we can provide a Monthly Self-Assessment Checklist Service to help you meet your obligations in this regard. For a monthly payment of $55 (plus GST) or an annual investment of $600 (plus GST) we will:

  • Contact your Gaming Nominee at the beginning of each month and complete the self-assessment checklist based on records collected by gaming staff in the preceding month.
  • Send an electronic copy of the completed checklist to the Gaming Nominee. The Nominee must print and sign the document and file the original, with supporting documentation, in the designated location on site. The Nominee must send a copy of the signed checklist to our office by facsimile.
  • Notify your nominated representative of compliance with the licensee?s requirements under sections 264A and 264B of the Gaming Act 1991 and provide a copy of the checklist for presentation at the monthly meeting of the board of directors/management committee.
  • Retain a copy of all completed checklists for at least five years. This will ensure you are able to replace the documents if they are lost or damaged.

Do you hold monthly meetings of the board of directors/management committee?

The monthly self-assessment checklist (at question 9 for Hotels and question 13 for Clubs) states:

SELF ASSESSMENT

(a) Previous month?s self assessment presented to and adopted by board of directors / management committee?

(b) Any matters requiring further action are included on agenda of next meeting for monitoring purposes?

Most larger organisations and clubs hold formal monthly meetings. But, our experience tells us that family businesses and other operators often only hold informal meetings, on an as needs basis, and rarely take proper minutes to record what has been discussed.

If you require assistance in this area, then you might benefit from the Monthly Meetings Service which we offer to our clients. For a monthly payment of $55 (plus GST) or an annual investment of $600 (plus GST) we can help you comply with your obligations regarding monthly meetings by:

  • Convening a monthly teleconference of the board of directors/management committee.
  • Providing a resolution to adopt the monthly checklist
  • Generating minutes of the meeting and forwarding them to your nominated representative to be filed at your office
  • Retaining a copy of all records for at least five years. This will ensure you are able to replace the documents if they are lost or damaged

Any Two Services Bundle – $1,080 (plus GST)

If you choose any two of the services outlined above, we will discount our fees by 10%. In other words, your annual investment is only $1,080 (plus GST) and you choose the combination of services your business needs.

Total Service Bundle – $1,440 (plus GST)

If you want all of the services outlined above: Gaming Related Compliance Program Document, Monthly Self Assessment Checklist Service and Monthly Meetings Service, we will discount our fees by 20%. In other words, for an annual investment of $1,440 (plus GST) you will be relieved of a large portion of the administrative burden associated with gaming compliance, giving you more time to focus on growing your business.

If you have not yet addressed the above matters, or you want any help with gaming compliance, email us or call us on 07 3252 4066 and immediately take action to minimise the risk to your business.

Recent Posts

Connect With LGS

Liquor & Gaming Specialists

Contact Us

Liquor & Gaming Specialists
30 Prospect Street
Fortitude Valley QLD 4006 AU
T: 07 3252 4066
F: 07 3252 1466