THE WORLD IS OPENING BACK UP AGAIN AND EVENTS ARE HAPPENING (picture me on top of a mountain arms open sing-screaming in a cute yodeler outfit… you’re welcome). Seriously though, it is a very exciting time for all of us in the event world. People are getting vaccinated, restrictions are being lifted and we are able to gather in person again. The light at the end of the tunnel is getting bigger and we are running straight for it. However, as we run, we notice a weight on our back that wasn’t there before. That weight is making sure COVID doesn’t spread at our event! For all of us, this is a new stress and an unavoidable concern (oh joy, a new responsibility).
As event planners, it is our duty to make sure that we are adhering to all safety protocols to ensure this mess (2020) never ever…ever… ever happens again. Therefore, we have created a checklist, compiled from several event resources and our own experiences, as a great base for all events.
- Engage a Pandemic Compliance Advisor and have someone on the team certify themselves to oversee everything pandemic safety-related (refer to the previous blog).
- Confirm with the hotel/ venue their pandemic compliance protocol and how they are monitoring during your event.
- Make attendance expectations clear before and at registration to all attendees (on-site rules and regulations, health protocols, screening information, scheduling and mapping that conforms with social distancing guidelines, policies for refunds, company disclaimers).
- Send attendees a code of conduct before the event. (In many cases a contract is sent that guests must sign, therefore if a guest refuses to cooperate you can just refer to their signed consent).
- Plan of action for guests not complying with the code of conduct.
- Review diagrams and layouts for maximization of social distancing.
- Have a protocol for guests falling ill and allot quarantine and isolation rooms.
- Build PCA supply box (masks, thermometers, gloves, hand sanitizer, disinfectant wipes, tape & tape measure, gowns, goggles, face shields, laminated signs for social distancing).
- Confirm venue elevator use and the maximum number of guests.
- Place traffic & directional signage and social distancing floor decals.
- Assign entrance and exit doors.
- Determine points for health screening procedures, temperature scans and hand sanitization stations.
- Create and keep a sanitization schedule and checklist.
- Collect all negative tests and/ or proof of vaccination for attendees up to 1 week before the event (based on the requirement for your event).
- Assign specific event staff specifically for compliance regulation and enforcement (1 per 100 guests).
- Have a dedicated point of contact for anyone showing symptoms or testing positive up to 10 days after the event.