Producing an event during a Pandemic: Considerations every Event Planner should take.

It is so encouraging to see group gatherings beginning again! Hopefully we will be able to begin executing events in the next couple of months, but there are so many things to consider these days.

This is so similar to what we saw after 9/11 in our industry.

At that time, our clients relied on us as professionals to guide them through their experience. We offered them options and suggestions, and gave solutions to their concerns.

The resurgence and future of our industry is dependent on us, as professionals, to take the initiative to consider important new protocols and put plans in place at each event to ensure the safety of each guest and service personnel.

The only way we can do this is to become as informed as possible. With misinformation and differing opinions on how to stop the spread of Covid-19, it can be difficult to know where to start. Seeing that it is our job to keep our clients, employees, and guests safe, we have chosen to use resources that are science and fact based. After reviewing articles and information from the WHO (World Health Organization) I came up with some important considerations every event planner should keep in mind:

  • Establish screening measures, including temperature checks, for participants at points of entry

  • Establish an on-site medical facility or first aid station

  • Consider including visual reminders on basic preventative measures, actions and steps such as 6’ distancing, reminders to practice hand hygiene and instructions for the correct use of face masks and other personal protective equipment

  • Provide plenty of hand sanitizer stations throughout space and at all entrances

  • Create a Medical Response Plan that includes COVID-19 considerations

  • Ensure the plan includes information about how attendees should interface with the organizers medical team

  • hotline/helpline number

  • Designate an Emergency COVID-19 Response Coordinator/Team

  • With defined roles and responsibilities, coordinating health preparedness and response planning

  • This team should develop a communication strategy that includes plans for dissemination and delivery of communication to the group should the need arise

  • Create an emergency transportation plan If a person is to fall ill/ show symptoms of an acute respiratory infection during the event

  • Develop a cleaning schedule to ensure the venue is clean and hygienic. Wiping surfaces with disinfectant is recommended (before, during, and after the event).

  • Ensure there are enough masks for event participants to help reduce transmission

  • Provide ample disposal locations for used personal gear

  • Seating and egress considerations

  • One option is to offer assigned seating to ensure the crowd will remain stationary for most of the event

  • Seating arrangements should be designed to ensure physical distancing can be maintained

  • Create proper flow to ensure participants do not crowd at potential 'choke' points such as gates, entrances, food services, bars, and restrooms

  • If transportation is provided for the event, consider group transfers such as private cars, mini coaches, and buses to enable participants avoid public transportation.

With thought and purpose we can gain the confidence of our clients so they can plan and execute a safe and inspirational live event.

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