Covid-19 event planning

Coronavirus has changed the world. The phrase "the new normal" is being repeated by politicians and business owners in every country as they tell people to get used to social distancing, new working patterns and changes to schooling. Australia is no exception. The government is following its Pandemic Health Intelligence Plan in an attempt to prevent a second wave of the virus, and while many restrictions have been relaxed there will still be many restrictions on the events industry.

If you're planning a major meeting or event in the next few weeks or months, it's crucial that you plan to make it COVID-safe.

Social Distancing Isn't Over

The Australian government set out a three-step plan for reducing the spread of the virus. Encouraging individuals to work from home and to avoid public gatherings for recreational purposes was a major part of that plan. A return to work, following safe working principles, is a part of phase 3 of the government's plan. The gradual return of the workforce, however, does not mean that people can afford to get complacent. Social distancing and good hygiene must be at the core of any strategy to get the economy moving again.

Building a COVID-Safe Environment

For the last several months, the government has emphasized a few key points for controlling the virus:

  • Social distancing - keep people 1.5m away from each other whenever possible
  • Regular hand washing
  • No large gatherings
  • Control the flow of foot traffic
  • Clean shared spaces regularly

At each stage of the COVIDSafe framework, the government relaxes certain restrictions. For example, in Phase 1 most entertainment venues were required to remain shut, and those that were allowed to open were restricted to just 10 patrons at a time with social distancing in place. Under Phase 2, the limit was increased to 20 and the list of venues that were allowed to open was increased. Phase 3 sees the return of large outdoor events, with attendance restrictions, and a change to the rules for bars and restaurants, with venues asked to allow a certain area of space per patron, rather than being limited to a fixed number of customers.

The challenge, for event and meeting organisers is to run events that comply with those new restrictions and still offer a pleasant experience for the attendees.

Crowd Control and Cleaning for Safe Events

The most important factors for running any form of public gathering as the social distancing restrictions are relaxed will be crowd control and cleanliness. Maintaining a safe environment will mean planning your events carefully:

1) Lay Out Your Spaces Carefully

Whether you are running a meeting for people at your office, or a screening of a new movie, you will need to consider social distancing when you lay out the event space. In some venues, this may mean removing tables and chairs or taping off areas that you do not want patrons to use. For small meetings, consider having nameplates laid out so there is no confusion about where to sit.

2) Use Signage to Control the Flow of People

Use markers on the floor, clear signs, arrows and reminders to direct people. Patrons who have been able to go shopping regularly during the pandemic and those who kept working during the strictest of the isolation periods may be quite familiar with the one way systems that many stores and recreation venues are using. There are still a lot of people who are not accustomed to those changes. Be patient with those who have spent several months in isolation or working from home. Make your systems easy to understand and follow.

3) Track the Number of Attendees on Your Property

The government recommends that outdoor events run at 25% of their usual capacity during Phase 3 to allow for social distancing. This may mean that organisers will have to run events on a pre-ticketed only basis.  Posting out wristbands to attendees could make life easier for security guards, and has the added benefit of providing attendees with a nice memento.

4) Provide Ample Cleaning Supplies

One of the most important things that an individual can do to fight the spread of coronavirus is to wash or sanitize their hands regularly. As a venue manager or event organiser, erecting hand sanitizing stations at entry and exit points can make it easier for attendees to practice good hygiene. Supply staff members with wipes to clean surfaces that are frequently touched by visitors.

5) Remind Patrons of the New Restrictions

Take every opportunity that you can to remind people of the steps you are taking to keep the space safe. If you send out emails about meetings, explain seating arrangements in those emails. If you are running a show, make it clear that capacity is reduced and that entering or exiting the venue may take longer than it normally does.

If you have other restrictions, such as requiring customers to order in advance or to pay with a card instead of cash, highlight that on your social media. If you are not permitting people to borrow equipment such as projectors or laptops, make sure that they know to bring their own. Communication is key, and will help to reduce the number of frustrated visitors, making life easier for everyone.

Take This Chance to Experiment

Do your best to work with other businesses in the area. The COVID-19 situation has affected everyone equally, and this could be a chance for you to form some partnerships, explore new options such as streaming events or running delivery services, and improve your infrastructure for the future.

The people who innovate today are the ones who are going to be most likely to recover from the challenges that 2020 has brought us. Some reporters fear that the aftermath of the pandemic may still be felt in the early months of 2021. If they are correct, then it's clear that we can't simply cancel events and wait for things to return to normal. It's crucial that we find safe ways to continue putting on the gatherings that our audiences love so much.