Case Study: Hosting Events During COVID

INTRODUCTION

Even as gathering restrictions ease up and more and more people get vaccinated, event planning in 2021 will still have challenges. We recently hosted two in-person events, one indoors and the other outdoors, and we’d like to share what we learned.

HOW WE PREPARED FOR THE EVENTS

Here’s a quick run-down on some of the tasks we performed for event planning during COVID-19:

  • We researched the local ordinance about gatherings and the venues’ rules and used what we learned to shape our game plan.
  • We determined what food we could serve, settling on individually wrapped items like sandwiches and biscotti.
  • In our invitation, we explained thoroughly what safety precautions would be implemented during the event, and we explained what was expected of attendees.
  • We provided several ways in which attendees could engage in the event, from a quick in-and-out to full participation.

WHAT WE LEARNED FROM HOSTING THE EVENT

Most people haven’t changed their pre-event behavior. You are still going to encounter people who don’t RSVP, RSVP “maybe” when they mean “no” and RSVP “yes” and not show up. It’s an unfortunate part of event planning that you have to live with, and it hasn’t changed at all in the world of COVID.

You’ll have many guests who are eager to do anything in-person. “It’s so good to get out of the house!” That’s a common expression you’ll hear. Keeping this in mind, and knowing that your capacity is probably limited, your event doesn’t have to be extravagant or over-the-top. Simple works. For example, if it’s just a Spotify playlist running in the background instead of a live band, then that’s fine. 

Though some people will not come out under any circumstances. Factor about 10-20 percent of your guest list refusing to come, no matter what safety protocols you put in place. 

Guests will abide by the rules. Fortunately, at this point, people know the drill in terms of safety. They know to stand on the stickers on the ground when waiting in line. They know to use hand sanitizer. Of course, from time to time, they’ll take a sip of their drink and forget to pull their mask back up when they start talking to someone. A simple nudge is all that it takes in most cases.

Still, don’t take anything to chance. In your invitation, make it crystal clear what your safety protocols are. Have signage listing your rules. Have staff wipe down surfaces periodically. And on and on. You’ll still likely need to follow these safety protocols for at least a year.