It is difficult to be unaware of the ways in which Covid-19 has impacted our daily lives and events are definitely not an exception to this. As event planners, we are being led to completely re-think the way in which events are held and look forward to the future of events. It has encouraged us to be creative around how we can best balance the public health orders with the overall attendee experience.
In “Planning events post Covid-19” we looked at the ways in which we need to rethink the planning process for events. We delved into the main areas for concern and how to ensure these were covered in the planning stages. Part Two is all about practical ways to implement the public health orders at your next event.
When planning your event consider the following:
1. Entry & Exit
Create a one-way entry and exit – this limits the face to face contact of your attendees.
2. Temperature Checks
Consider running temperature checks on entry – whilst not failsafe, it will help remove any unwell participants before the event.
3. Hand Sanitiser
Provide hand sanitiser and rubbish bins at multiple locations within your event.
4. Branded Items
Another option is to provide individual branded hand sanitiser bottles to attendees and branded masks as this minimises the touch points during an event and ensures that they have access to hand sanitiser wherever they go. Make sure you double check the alcohol percentage with the manufacturer before you order to ensure it has the correct safe levels. We love Sanify who can provide small branded bottles which have the safe levels of alcohol.
5. Catering
Consider offering individually packaged catering – buffets are pretty much off limits so consider handing out individually packaged catering either on arrival or at scheduled times during the event. Ensure this is done in such a way that it doesn’t create crowds.
6. Designated Room
Allocate a room or space at the event for anyone who may begin feeling unwell whilst at the event. The aim would be to get that person home or to a medical facility as soon as possible but allocating an area for them ensures they are not mixing with the remainder of the attendees/public while waiting for someone to collect them etc. We also recommend having someone from Colbrow Medics or similar company onsite to monitor attendees and assist with medical care.
7. Venue Size
Ensure that the space you select for your event is adequately sized for your requirements. The benchmark on this seems to keep changing however it is likely you will need a larger space than you would have allocated pre-Covid. It is best to check what the local public health orders specify for your event location to determine what you need to plan for.
8. Airflow
When selecting a venue, aim for one with good airflow as this will keep things fresh and make your attendees feel more comfortable attending.
9. Controlling Event Access
If you are holding an outdoor event, ensure you are able to monitor entry and exit points to ensure capacity limits are not being breached. This can be done with temporary fencing which you are able to brand to provide further brand recognition.
10. Regular Cleaning
Ensure that the venue you select is conducting regular cleaning – before during and after the event, especially high traffic areas.
Planning your event re-introduction doesn’t need to be a stressful or scary process. Consider it an opportunity to creatively look at ways in which to improve the safety of your attendees. The future of events is a rapidly evolving area and constantly seeking ways to improve your events will keep your events fresh and ahead of the competition.
This two-part series provides some key areas for consideration and some ideas on how to get started on planning your next event. If you would like further information or someone to bounce some ideas off please reach out – Events Outsourced info@eventsoutsourced.com.au
PS. When researching for this blog we found a great resource to assist with the current regulations: Australian Health Protection Principal Committee (AHPPC) statement on the safe return of crowds to stadiums, arenas and large theatres
Events Outsourced are the trusted event management company in Sydney for growing Australian businesses looking to achieve strategic event outcomes. Based in Sydney, NSW, we provide a national service to our clients.
