Organizing an event today is everything it was in pre-Covid times along with a whole new set of rules. In a jumpy post-virus world, organizers are expected to manage not just health and safety issues, but also anxiety levels of participants and guests who are apprehensive gathering in a large group. Justifiably so. Read on for 9 ways to make your event safe and keep your guests happy.
Select your venue wisely
Selecting the venue, considering current circumstances, is the first step to organizing a safe event. You will need to do a quick calculation of the number of people allowed in the given area according to current guidelines. If possible, organize the event in an open to sky venue. More space inspires trust.
Have your supplies ready
Keep a backup stock of face masks and shields, set up sanitizer and hand wash stations and even a temperature check kiosk at the entry. If you choose to hold rapid COVID tests or check for proof of vaccination, make sure you inform the attendees before they reach the venue. This will not only ensure safety but also help instil confidence in your guests and participants.
Disinfection is the name of the game
Hire professionals to disinfect the venue before you open it to guests. It would also help to announce the disinfection measures taken. Get high contact surfaces wiped down frequently with disinfectant during the event. Visible hygiene gives people confidence.
You may be geared up with all the supplies, but if your guests don’t know about it, it’s as good as absent. Put up signs of available hand wash and sanitizer stations, and even arrow signs pointing them out. Advise participants, in writing, about cough and sneeze etiquette, and also about tissue and used face mask disposal.
As far as possible, minimize person to person contact. With all the tech options available today, this can be quite simple. From self-check-in methods and glass screens separating areas to online payments where required, this is easily one of the most important safety tips. Distance is the new bonding.
Multiple points for beverages and meals
If your event is offering a meal or beverages, consider multiple serving points to prevent people getting together at the same place. Also, pre-packaged meals that can be picked up and taken to another place would help disperse the crowd. Another option is to have boxed meals placed at the attendees’ seats. If you have the space, organize a sit down with necessary spacing.
Create a hybrid event
Technology to the rescue again. Venues are increasingly gearing up to accommodate events that are hybrid, in-person and online at the same time. Given available audio/visual aids and connectivity, a hybrid event makes a strong case in the post-virus world. Giving people the option to attend the event remotely will thin down your guest list and make it more comfortable for those attending in-person.
Communicating with your guests before the event is a much required confidence building exercise. According to event organizing experts at Hafla , online flyers about disease symptoms and how you intend to implement health safety at the event will serve two purposes. One, it will discourage potentially sick people from attending if they recognize a symptom; and two, it will encourage guests to confirm attendance.
Address concerns of guests and participants not just as a pre-event exercise but during the event as well. You can put up signage, or send messages, that encourage people to report onsite situations that make them uncomfortable. This will help enforce guidelines and keep the venue safe.