Over the past few months, countless events have been canceled or postponed due to the worldwide Coronavirus pandemic -- from intimate weddings and graduation ceremonies to annual music festivals and even NBA basketball games. However, as COVID-19 re-openings slowly continue, it is still important that we identify best practices for convening in large groups while social distancing.
Here are our expert tips on how to navigate the new realities of COVID-19 event safety. In addition, we will list the precautions that we are taking at Eventfully Yours Special Events Venue to keep the health of you and your guests our biggest priority.
WHAT WE’RE DOING: HEALTH & SAFETY PROTOCOLS
Since the Center for Disease Prevention and Control released its guidelines for events and gatherings, we have made a number of changes to our practices and procedures to comply with their safety recommendations.Temperature checks
We installed a contactless digital infrared thermometer that will allow guests to take their own temperature upon entry. Guests who have a temperature over 100.4 F will not be permitted to enter our venue. We are also requiring our staff members and any contractors to check their temperature upon entry.
Sanitation & Disinfection
We have increased the frequency of our daily cleaning and sanitizing. We are also regularly disinfecting surfaces and objects that are frequently touched, such as door handles, light switches, and faucets.
Guest Limitations & Event Planning Precautions
We are limiting the number of people who can be in our venue at one time to ensure that everyone can maintain the recommended 6 feet of social distancing. We will also have in-depth discussions with anyone who books our venue to provide them with the proper protocol to share with their guests prior to their event.
WHAT YOU CAN DO: SOCIAL DISTANCING & BEST SAFETY PRACTICES
COMMUNICATE WITH YOUR GUESTS BEFOREHAND
Although your friends, family members, or colleagues may be eager to connect with other people face-to-face at your event, they may still have anxieties about being in large groups for the first time. It’s important that you communicate with them beforehand to alleviate any anxieties they may have and provide them with the information they should know to prepare. When you send your invitation, include a list of COVID-19 safety disclaimers that include best practices for attendees, including maintaining at least 6 feet of distance from other guests and bringing their own masks and gloves. Also be sure to have extra masks, gloves, and ample hand sanitizer available just in case.
MAKE SOCIAL DISTANCING SIMPLE
Prior to your event, do a walk through with the coordinator at your event venue so that you can create an organized system for people to safely travel from their table to high traffic areas such as the bathroom. Confirm with your event coordinator that all tables and seats will be at least 6 feet apart. Also ask if it’s possible to put tape on the ground to help direct your guests, in addition to signage on the walls.
BE INTENTIONAL ABOUT FOOD & BEVERAGE SAFETY
Self-serving buffets and family-style meals are currently not the best option for events. Instead, speak with your caterer about other creative ways to serve your guests, such as pre-packaging each meal.
USE TECHNOLOGY TO EXPAND YOUR GUEST LIST
Although it is not recommended to host events with more than 50 people during this time, you can use live video streaming to expand your guest list. If you are hosting an event that is intended for a guest list of more than 50 people, identify the most essential guests you’d like to have in-person and use a live streaming platform such as Zoom to send a link to your virtual guests.
If you are looking for a venue to host your upcoming event in the D/FW area or if you need additional support with navigating the new realities of event planning amidst COVID-19, please contact us at firstname.lastname@example.org and we’d be happy to help.