Hosting meetings and events during Covid-19 has posed new challenges for planners. The new normal created by the pandemic means that they cannot function on a ‘business as usual’ basis. Indeed, the world is currently in a state of ‘unusual business’. Accepting this and working accordingly has allowed event organizers to adapt their approach and plan functions that adhere to Covid protocols. While events might not be as they were pre-pandemic, sound planning will enable organizers to create a close facsimile.
Here are some tips for planning enjoyable events that do not expose guests or employees to undue Covid risks.
Provide onsite Covid-19 testing
A planning practice that puts event planners’ minds at ease is Covid testing before a function. There are many private medical services that offer onsite San Francisco rapid PCR testing for functions in the Bay Area. These providers can provide bulk testing for corporate and other events. Alternatively, individuals can have one of the company’s professionals visit their home to conduct a Covid-19 test.
Event organizers should make their rules about Covid-19 testing clear to invitees as soon as possible to allow them to arrange for testing. Be specific about testing requirements, stipulating that test results cannot be more than 72 hours old to remain valid.
Staff due to work at a function should also be tested ahead of time to ensure they are not the source of a Covid-19 outbreak. Employers are responsible for bearing the costs of mandatory employee testing for Covid-19.
Set safety protocols for an event
Communication at every stage of event planning is more important now than ever. From the moment invitations are sent out until after a function wraps up, planners should remain in contact with all role players, such as hosts, attendees, and staff. When stakeholders know about the precautions being taken, they are more likely to abide by them.
Upon issuing an invitation to an event, keep strict records of people who RSVP. They need information about what Covid-19 precautions will be in place to protect everyone from infection.
Now is not the time to do things on the fly, making up rules as events unfold. Planners should have a set of mandatory, non-negotiable safety protocols from which they will not deviate. These must be communicated ahead of time and at the function. Use direct communication with the necessary parties, such as texts and emails, and indirect methods, including social media.
Adherence to rules and regulations
Event staff need training to ensure they can control attendees’ adherence to Covid-19 protocols, such as mask-wearing and social distancing. They must know how to firmly yet politely insist that guests comply with the rules. Supervisors and managers must remain visible throughout the function to offer support.
Planners should continuously remind guests and staff about Covid-19 regulations. This is achievable by providing everyone with Covid-19 information packs, masks for anyone who does not bring theirs, hand sanitizing stations, and signage that keeps the rules at the forefront of everyone’s minds.
Provide alternative ways to attend the event
Many event planners have had to embrace online options during Covid-19. They would never have contemplated them beforehand, but Covid-19 has taught people worldwide the value of adaptation. Some alternatives include holding virtual events or using video conferencing software to conduct large meetings and webinars.
Even though the risk of Covid-19 is no longer as great as it was a year ago, many people still prefer not to attend public events. This is why organizers should continue creating ways for such people to attend functions to maximize their revenues. Event planners should provide their clients with multiple options to ensure the event’s success, some of which might include remote attendance.
Provide Covid-friendly food and beverages
Eating and drinking at an event are high-risk activities as they require people to remove their masks. Mitigate these risks by supplying prepackaged meals and drinks so that people do not need to congregate in lines waiting to get their food and beverages.
Do not allow self-service buffet-style meals. Have staff members on hand to serve guests’ food. Prepackaged meals are ideal to minimize potential touch points. Monitor food preparation processes and what protocols catering staff follows to ensure they cannot become a source of infection.
