How to plan and execute COVID-19 safe events

How to plan and execute COVID-19 safe events

Good news! The time has come where we can finally start planning and attending the physical events that we have missed so much. However, due to post COVID-19 restrictions, there are now more steps that you need to keep in mind whilst planning and executing events in order to keep you, your staff, and attendees safe. 

Risk assessment 

Under current COVID-19 regulations, if planning an indoor event of more than 15 people or an outdoor gathering of more than 30 people you must carry out a risk assessment. The purpose of which is to identify any risks and reduce the transmission of COVID-19 onsite. 

A risk assessment will vary due to the size and type of event, however, every risk assessment must include a number of things:

• The risk of coronavirus transmission and how it may be easily spread 
• What steps can be taken in order to avoid, reduce or prevent the spread.
• As well as this, thought will need to be taken on protective measures and how to best control the event.

Find a Risk Assessment template for event organisers here.

Admittance to event

As well as a risk assessment, you will need to have procedures in place when admitting attendees to ensure the safety of all at the event. 

Under current COVID-19 regulations you can only be admitted into an event if you have one of the following:

• A negative Lateral Flow Test result (taken within 48 hours of the event)
• Two doses of the COVID-19 vaccine at least 14 days before attending
• Evidence of a positive test result within the past 6 months (providing you are no longer self-isolating)

If someone is displaying any COVID-19 symptoms, is self-isolating, or has recently been in contact with anyone who is displaying COVID-19 symptoms you will have to respectfully ask them NOT to attend your event.

Enhanced hygiene practices

When organising your event you will need to be aware of the need for an advanced cleaning schedule, which will most likely be provided and implemented by the venue you choose. In many cases, cleanliness and disinfection programmes have already been upgraded and protocols and standards are already in place to ensure an even cleaner and safer environment for staff and guests. 

It’s important to ensure that extra care is taken to key touchpoints that all attendees are likely to interact with, for example, door handles or push areas. Guests should also be encouraged to make full use of hand sanitising stations provided upon arrival and throughout the venue at different stages during the day.

Social distancing measures will also need to be implemented in the venue. This may mean reducing the number of people attending the event, as well as reducing capacity in enclosed spaces such as meeting rooms, restaurants, masterclass rooms and toilet facilities. 

Protective equipment

Protective equipment includes face coverings, gloves, aprons, goggles and perspex screens. It’s important to ensure venue staff are provided with appropriate protective equipment based on their role to make those attending your event feel most at ease. 

Although face masks are no longer mandatory at events, be sure to make people feel comfortable if they still wish to wear them. You can do this by offering face masks and gloves on arrival. If you can get custom masks with your company logo on then this is also a great way to mix brand promotion with inclusivity and making attendees feel comfortable and safe. 

However you go about planning your upcoming event, it’s important to think about the processes behind each step and how you are going to most effectively implement these in order to make sure your day runs smoothly and that all in attendance are safe and comfortable.