Things to Keep in Mind When Planning a COVID19 Safe Event

Things to Keep in Mind When Planning a COVID19 Safe Event

While we’re slowly getting back to the new normal in the event world, there are many added factors that any event planner must put on their checklist to ensure the health and safety risks of their staff and attendees. 

Figuring out all of the potential risk factors for your event can help to create a safe event with social distancing, and health & safety precautions and measures in place. 

Some of these factors could look like:

  • Where the venue is located (including an indoor or outdoor setting)
  • What is the purpose of the event? (can the event be held virtually)
  • The guests that will be in attendance? (Will there be a large attendance of guests that are considered high risk for transmission)

After establishing the potential risks, event planners can then begin to establish the safety steps needed to host the event. 

Some of the things on the list could like look like the below: 

  • Determine the appropriate amount of attendees based on any restrictions from State or local government, the size of the location, and the ability to keep guests at a safe 6ft distance from one another.
  • Provide visible guides for guests to maintain a 6ft distance including signs, markers on the floor, establishing one-way aisles and multiple entries and exit points 
  • For seated events create a distance within rows or sections that keep guests at a 6ft distance
  • The CDC recommends the wearing of cloth face coverings in public settings. 
  • Cleaning and disinfecting of frequently used surfaces ( door handles, sink handles, drinking fountains, grab bars, hand railings, and cash registers)
  • Avoid self-serving food or drink areas (this includes drinking fountains) if the food will be served to choose pre-packaged options for guests.
  • Try to create more ventilation within a closed area such as opening doors or windows (as long as the safety of guests is not compromised) 
  • Require any staff or guests to stay home if they are feeling sick 
  • Provide multiple sanitizing stations throughout the venue
  • Plan for an area for any guests or staff that show symptoms to be isolated
  • Use contactless methods for any payments, ticket handling, or identification
  • Consider having  flexible refund policies 

Provide all attendees and staff with the safety steps and guidelines before, during, and after your event to ensure the safety of others. 

Communicating the importance of the use of face coverings and maintaining a physical distance of 6 ft from others is the most essential and necessary takeaway people should have when entering your event as these policies are key to helping prevent spreading COVID-19.

Leading up to your event, remember to continuously evaluate the risk of hosting your event in-person. Keep up to date with any restrictions in your area and changes in the spread of COVID-19 in the community. 

For any updates to these guidelines please refer to the information provided by the CDC: https://www.cdc.gov/coronavirus/2019-ncov/community/large-events/event-planners-and-attendees-faq.html