Event planning has faced an irrevocable change in the face of Covid-19. Unfortunately few industry insiders predict a return to pre-pandemic circumstances for some time to come. Instead, try an approach that allows events to continue while remaining mindful of the virus and its implications. Take into account the requirements when planning events regarding the risks of Covid during the planning stage to ensure you are prepared and prevent any spreading.
Mitigate risk with Covid-19 testing
Several pre-event measures can reduce the risk of exposing anyone to Covid. Covid-19 testing is particularly valuable as it can help prevent someone with an active case entering the venue, whether or not they have symptoms. Onsite event PCR testing for California and other cities can screen all attendees quickly with results in as little as 15 minutes.
Depending on the event size, you may also consider insisting that event attendees and staff present a negative Covid test no older than 72 hours. It can help provide a decreased risk of Covid infection. Make sure you communicate to attendees well before the function to give them sufficient time to get a test and results in time.
Pre-event communication should include information about the precautionary efforts the event is taking. Many people have developed ‘pandemic fatigue’ and need to be reminded of the active threat that remains.
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Delivering virtual and hybrid events
Recent circumstances have shown that many functions do not need to occur in person. They can be conducted virtually to protect everyone’s interests and safety. Many people still fear the risk of Covid infections and avoid events.
Some organizers are going virtual and hosting events online. This allows them to continue with their event without exposing any guest or staff member. They tend to rent event WiFi devices to ensure a stable and professional connection throughout the virtual event. This helps avoid disruptions and keeps the experience smooth for both hosts and participants.
A nice alternative, however, are live events that incorporate online attendance in a hybrid model. This is often facilitated by Event Registration Software, for instance, by helping manage attendee data, assigning access levels for virtual or in-person sessions, and ensuring the right use of function spaces based on registration trends.
There are additional requirements when planning virtual and hybrid events though. You need some requisite skills to ensure that the online aspect of such events runs smoothly. However, some freelancers have made their services available as technical support. You can use this help to make a hybrid model a possibility for you when planning.
Social distancing protocols
Social distancing remains one of the most effective preventive measures to curb Covid infections and should be at the forefront of any planning activities. They can restrict how many people can attend an event. Ensure you are aware of local regulations about occupancy limitations.
Seating plans should also accommodate social distancing protocols. Contact tracing after an event should someone test positive is easier when organizers have seating charts to refer to. There should be strict rules about attendees sitting in their designated spot and not swapping with others, which could render contact tracing attempts ineffective.
Additional safety precautions
Hand sanitizing stations should be visible around an event venue, with signage encouraging attendees to use them frequently. This should include sanitizers at the venue entrance and exit, in all restrooms, at food stations, and on tables. People are more likely to sanitize their hands if the necessary materials are easy to access.
Given that there is usually a lot of communication between staff during events, you may wish to put measures in place to enable this to happen at a safe distance, such as getting something like on 2 way radio installation so that staff can have their own device and talk to each other without having to be in close proximity.
Depending on current local regulations and guidelines, mandatory mask-wearing may be necessary. Have a supply of masks on hand for those guests who do not bring one. If you are using an event planner, many even incorporate custom masks into their welcome packs, giving attendees a branded face covering to wear for the duration.
Data-driven decisions
Since Covid is unpredictable, infection numbers may spike in the weeks and days leading up to a function. The virus has mutated into new variants more than once. Monitor infection rates in their area in the lead-up to a function. This information is necessary when determining if an event should proceed or be postponed or canceled. Such decisions are challenging and should be guided by local public health regulations and protocols. Make sure you communicate any changes to your guests as soon as possible.
To support these decisions and ensure safety, event staff can use effective communication technologies such as 2 way radio earbuds for discreet, real-time coordination. This technology allows teams to manage guest flow efficiently, coordinate smoothly, and help avoid crowds, creating a safer, more controlled environment without relying on loud public announcements.
I hope these tips of help you if you are planning an event during this time. It can all still be possible when following these requirements for planning events if preventative measures and precautions are considered.
