INTRODUCTION
It’s no shock that hosting events during and post-COVID-19 will require major adjustments. According to a Northstar Meetings Group’s Pulse Survey, more than one-quarter of planners whose meetings have been impacted by COVID-19 are rescheduling their events for some time in 2020.
Hosting in-person events can still be possible if you follow health and safety guidelines and change parts of the format. Here is the ultimate checklist to host a safe, in-person event/meeting during COVID-19.
HOW TO PLAN AN EVENT DURING COVID-19
- Instead of one big event, consider splitting it up into a few smaller parties held over several time periods in one day or over several days.
- Each event should be limited in capacity (based on your location’s guidelines) and be held in an open-air or outdoor venue.
- Use an app such as Eventbrite for party RSVPs and to make sure capacity is met. Make it clear if guests are not allowed, and kindly ask people not to sign up if they are likely not to attend.
- Stage your layout. Figure out how big of a space you need to have, say, 25 people spread apart along with tables, signs, etc.
- Create signage, such as social distancing rules, areas that are closed and in/out pathways.
- Stagger guest arrivals to avoid having a large group of people checking in all at once.
HOW TO SET UP AN EVENT DURING COVID-19
- Set up more than one check-in table, and have each of them spread out from one another. No walk-ins should be allowed.
- Provide masks at the check-in table for anyone that wants one.
- Consider having attendees/vendors sign waivers before entering the event.
- Limit seating, such as four seats at a table for 10.
- Place floor markings six-feet apart for all areas with lines.
- Set up hand sanitizing stations around the event space. Go paperless by using digital menus with QR codes, and have servers bring food to guests.
- Place gift bags at seats or at the check-in table.
- Have staff clean surfaces during the event (optics are important).
- Separate the entertainment (e.g. live band) from guests, e.g. via a riser.
- Give each speaker their own microphone.
WHAT TO COMMUNICATE ABOUT YOUR EVENT
- Communicate your COVID-19 safety procedures at least four weeks prior to the event on the Facebook event page, Eventbrite page, website, e-newsletter, etc.
- Stress that if attendees feel sick or have symptoms, to please stay home.
- Post regular updates (especially as health and safety guidelines change) so your attendees are up to date.
- Publish photos/videos to show the event space and the safety measures that are being put into place.
- Due to long lead times of some publications, send the press release (if applicable) of your event at least a month in advance.
- Prepare for possible backlash for hosting an event. Your responses should include your health and safety procedures.
FOR MORE INFORMATION
Revelation Events specializes in corporate event planning. Learn more at MadisonBizPlanners.events.