During these unique times of managing what is - or is not - allowed for safety reasons and health regulations, we encounter the repeated question in whether live events are safe and possible yet with Covid-19.

After months of closures and rescheduling face-to-face events, we are now slowing seeing companies ready to return to live events.  People are missing the in-person connection even with a number of states opening up more and loosening on the initial restrictions. 

However, to ensure the safety of all attendees a number of factors have to be considered and in place to make it happen.  Live events will look and need to be different then pre-covid. 

Sure, it may take some extra work – but safeguarding your attendees is crucial while allowing face-to-face events to make its way back. 

To provide insight on what you may need to change and have in place, below are some procedures that you could expect and need to plan.

·        Facility space and layout – adequate space and options for all function areas for social distancing and safety standards

·        Limited seating per table for spacing – resulting in less in-person attendance capability

·        Thermal imaging cameras for temperature checks upon arrival

·        Requirements of mask wearing – along with providing new masks for those who may have forgotten theirs and discarding areas for used masks

·        Increased restroom and function space sanitization – including all high-touch areas (doors, chairs, tables, microphones, etc.)

·        Venue staff dividers from attendees for concierge or check-in needs

·        Contactless check-in through personal digital device

·        Plexiglass dividers for any food stations and removing of linens on tables

·        Offering prepackaged meals and drinks

·        Hand sanitizer stations at entrance points and individual bottles for each attendee

·        Dividing up meal time slots to minimize crowding and proper seating for social distancing

·        Provide labeled clean pens on tables and dirty pen dispensers for discarding or cleaning

·        Floor markers and directional arrows in hallways to keep traffic moving in same direction

·        Attendee health check questionnaire prior to entry and liability waiver with registration

·        Ample social distancing signs throughout venue as reminders

·        Implement outdoor breaks with direct access from meeting rooms (if possible)

·        Incorporate virtual attendance via live webcasting throughout function space(s)

Make sure to check with your venue property on their specific requirements.  Every location is different, and these are a few suggestions to be better prepared and to consider.