Decision Time: What Makes Sense for Your Next Event?

Where do we go from here? Things are changing rapidly every day, and tomorrow is unknown, making it more challenging than ever to plan an event. Yet that doesn’t stop the need for people to connect — now more than ever. Planning doesn’t have to be overwhelming. In fact, you can start planning your next event by analyzing the following considerations.

Event Design Considerations

• Is there a government mandate where you want to have your event that limits the size of gatherings/meetings? Our latest free resource is designed to help people understand gathering and travel restrictions. It also provides a general indicator of how feasible it is to host live events state by state. Click here to request access to this free resource.

• Will you need to adjust the agenda? Stagger the timing to allow for longer restroom breaks, meal service and safe passage?

• Do you need to control the size of the crowd because of a predetermined venue space capacity?

Participant Considerations

Is your industry directly impacted by the pandemic? If so, what are the implications and risks for participants?

Age and health status of invitees 

• Gathering in public is particularly risky for older (as defined by the CDC) or immune-compromised (as defined by the participant) populations.

Travel origin: local, state or international attendance

• How much travel and, therefore, possible participant exposure via airports, trains, ride-share, etc., would be required?

Support for attendance

• Would invitees feel safe in participating?

• Will participants be willing to abide by new safety measures (wearing face masks, social distancing, etc.)?
  • TIP: Survey invitees and/or exhibitors/sponsors to gain attendance perspectives.
  • TIP: Plan for reduced attendance. You may need to develop alternatives for those who cannot attend or do not feel comfortable attending.

Host Responsibilities Considerations

Plan and document/duty of care

• Document how you arrived at — and executed — policies to mitigate risk.

Continuous learning

• Stay abreast of coronavirus-related news and updates, both nationally and in the community where your event will be held.

Choose venues carefully

• Ask venues to provide their latest cleanliness/hygiene procedures and protocols.
• Select venues based on their ability to accommodate social distancing appropriate for the group’s size, to adhere to local public health guidelines and to ensure a safe, sanitary physical environment.

Communicate with participants

• Ensure they are aware of your expectations and provide their personal layer of defense.
• Communicate what steps you are taking to ensure a safe environment.

Staff Considerations

• Audit current processes and procedures to define and analyze possible risks.
• Evaluate the severity of each risk by considering its consequences.
• Develop controls, systems and processes to reduce the possibility of a viral outbreak.
• Create contingency plans.
• Help implement solutions and plans.
• Evaluate employees’ risk awareness and train them when necessary.
• Educate and then enforce the risk policies that have been implemented.

Exploring these considerations should help define your next move. If you would like to learn more or talk about your next event, Special D Events’ subject matter experts are available for hourly consulting sessions at your convenience. Let’s plan together!