Event Planning Tips To Ensure The Safety Of Your Guests

Incorporate these event planning tips into your next event to ensure your guests safety.

These current times we are in seems unpredictable. Leaving you unsure of what to plan when it comes to events this year. However, if you are in the business of event planning you are no stranger to unforeseen changes. This includes cancellations, poor Wi-Fi connection and postponing. Like we were able to do last year, (adjust and shift our lives) we still must continue and be willing to adapt to ensure anticipated events are seen through.

In order to adapt with COVID-19 regulations, companies must be willing to implement strict health rules to minimize the risk at their events. This may include adjusting the size of your event, social distancing, developing sanitation strategies or just hosting your events virtually. These are just a few ideas, but we’ve listed a more in depth outline below. These are methods you can use to not only ensure your event is a success, but to also ensure the safety of your staff and guests.

1. Adjust Event Timelines

Timelines are critical for any event, (when guests should arrive, when entertainment will start, etc.) but especially during COVID-19. The CDC recommends using altered timelines. Instead of holding a general arrival time for everyone at your event, you can stagger guest arrivals with a specific time. This will to lessen the occupancy at the venue and give staff enough time to run temperature screenings and other protocols

2. Adjust The Size Of Your Event

If staggering guests is not an option, you can limit the number of attendees at your event in total. The size of an event or gathering should be determined based on state, local, territorial or tribal safety laws and regulations based on CDC regulations. Lower risk events are obviously smaller outdoor gatherings. Where individuals from different households remain spaced at least 6 feet apart, wear masks, do not share objects. Higher risk events are those that are medium-sized in-person gatherings that allow individuals to remain spaced at least 6 feet apart and with attendees coming from outside the local area. (CDC)

3. Consider The Safest Option For Your Space

When possible, using open air and outdoor venues is highly recommended. If you have to host an event indoors, you’ll want to ensure the area is well-ventilated.

4. Include Food Safety Options & Alternatives

It’s possible to still serve delicious eats while adhering to the CDC regulations. Just make sure that food safety a part of your event plans.
We know that every event won’t be the same when it comes to serving their guests, so we’ve listed a few creative options and methods you can implement.

• Use self-serve stations or displays to limit communal interaction and multiple food handling.
• If a cafeteria or group dining room is used, serve grab-and-go options.
• Buffets or stations where venue staff serves each guest individually.
• Make sure condiments are now individually packaged for each guest.
• You can place plexiglass to separate guests and buffet items.

5. Have On-Site Preparedness Plans In Place

Creating clear guidelines and rules for your attendees to follow at your event may seem strict, but it provides extra protection for everyone attending your event. You will also want to make sure your staff has procedures in place for on-site preparedness when dealing with screenings, guests with elevated risks and positive cases.

• Establish screening protocols for EMTs and nurses on site. Coordinate with local health officials.
• Determine steps for identifying and isolating attendees with elevated risk.
• Consider asking your attendees to sign disclaimer waivers when they register on-site.

For more information on creating a preparedness plan, see
the CDCs Interim Guidance for event organizers. 

6. Include General Safety Practices

By now, we are aware of what we have to do in order to keep ourselves safe before we leave the house. Having hand sanitizer and disinfectant wipes on-hand, face masks and keeping a 6 feet distance apart have become apart of our daily lives and are a must for events.

7. Make Sure Your Guest Are Informed

Before your event even begins, you should have a plan for sending regular updates to your guests and staff about your events procedures and requirements. During your event, plan to circulate literature and post signage around COVID-19 prevention.

8. Rethink Entertainment

Social distancing may have put a damper on the cha cha slide. But there are other ways to entertain your guests in event settings. Think a live cover band, a comedian to put smiles on your attendees’ faces or a magician that will keep your guests guessing. There are so many options for socially distant fun at events!

9. Go Virtual

Of course in-person experiences are an irreplaceable part of events. But if it’s a choice between having an event virtually or no having one at all, most organizers are choosing to move things online. Last year, the event industry made the shift to virtual in a matter of weeks after the start of the pandemic.

Does your event have the flexibility to shift with your vendors and speakers? If not, then it may be worthwhile to postpone your event until later in the year. It can be a very tough decision to pull the plug but it might be the right choice so your colleagues and attendees can meet face to face safely.

Other than following these recommended guidelines, having event insurance is also an important part to planning an event. Give us, Eventsured, a call at 888-882-5902 to get started!

Photo by Kelsey Chance on Unsplash