Covid Connection: Key Components When Executing a Live Event

By: Gabby Gamad, COVID Compliance Officer & contributor

After almost a year of separation, people are longing to find ways to reconnect with each other. We can start to navigate how to hold safe events by following the guidance of health professionals and the blueprint created by event experts. With a vaccine on the horizons, in-person events should be determined on a case-by-case basis. The health and safety of guests, vendors, client, staff and crew is always the top priority when producing an event – even before COVID-19.

Normalcy will return, but the events industry is forever impacted. While we are still treading in the unknown, many questions on how to execute in-person events have been answered. Through the use of technology, creative design and health & safety guidelines, we can continue to find new ways to safely connect with each other. After working on several hybrid events and becoming a certified COVID Compliance Officer, I believe these key components must be a focus when planning safe in-person events.

Accountability

It starts with holding yourself and your team accountable. Follow local and state government guidelines, along with recommendations by the CDC, to write up a COVID compliance memo to share with those who will be onsite. The memo should include information regarding daily health screenings, mask mandates, necessary personal protective equipment and sanitation standards. By setting expectations at the top of an event, you can then hold your vendors and venues accountable and address any issues that may arise onsite.

It is crucial to provide similar language to your guests. This can be done in a more creative way that aligns with your event’s design and vision.

Be intentional and thoughtful with your signage. Set up signage for social distancing, one-way foot-traffic, hand sanitizing reminders, mask mandates and venue regulations to better control the flow of the crowd. Put these signs on display throughout your event so they are visible to guests. Attendees should always be aware of the rules & regulations while navigating the space. If you’re looking for event signage templates check out these templates from Earthlings At Play.

Signage

Creative Catering

Food & beverage services face the most challenges when accommodating guests and adhering to safety guidelines. For now, it’s time to rethink how food can be served in a way that is not a shared food station or a buffet. According to CDC recommendations, it is safer to have one person in PPE distributing food versus guests helping themselves. Too many cooks in the kitchen increases the risk for exposure – literally. The future of catering options include chef attended stations, bento boxes, individually packaged meals and small pre-made plates. Although it is a challenge, this can also be an opportunity for more creative catering designs. Consider utilizing walls to display pre-prepared food or packaging designs that are more personally branded. As restaurants continue to struggle, always consider working with local small businesses.

Virtual Accessibility

Hybrid events are the future of the events industry. In due time, event producers will continue to plan events in a safe way, but the virtual aspect will not cease to exist even after the vaccine is widely distributed. Companies and clients have already invested in virtual events and see the benefits. Depending on the virtual event, many companies have found that they can reach a wider audience, have lower cost implications and better track guest analytics.

By providing a virtual option, guests facing travel restrictions and health concerns have an opportunity to still be a part of the moment. Explore the options of livestreaming and pre-recording segments of events to share with invitees.

Quick Tips:

  • Utilize signage on tables and in small spaces

  • Have a plan for how you want people to move within an area

  • Clearly state house rules and expectations at entry ways

  • Play outside as must as you can

  • Keep sanitizer handy or offer extra hand washing stations

  • Use paper towel in bathrooms

  • Stay vigilant, keep your numbers small