Determine how big your event will be to assess how great the risk of spreading Covid-19 will be
There’s nothing worse than to plan your event so carefully in advance only to encounter unexpected situations at the last moment. Since the pandemic, there are many more items to assess and prepare for when creating a large event to help keep people safe from the spread of Covid-19. By working with local and state officials in the initial planning stages and developing strategies for your event from beginning to end, you will ensure the health and safety of onsite staff and volunteers, your speakers and your audience.
Follow our top 4 list of some of the guideline requirements that you will need to identify and prepare for in your next event. For the full, comprehensive list please download the CDC Readiness and Planning Tool.
TOP 4 COVID ASSESSMENT TOOLS FOR LARGE EVENTS:
- General Readiness Assessment
- Prepare For if Someone Gets Sick
- Daily/Weekly Readiness Assessment
- End of Day Actions and Other Resources
GENERAL READINESS ASSESSMENTS:
Determining how big your event is going to be will help you assess how great the risk of spreading Covid-19 will be. Coordinate with local officials to determine the laws and regulations of the area.
Make initial preparations to plan for healthy behaviors, environments and operations, such as:
- Review all relevant local/state regulatory agency policies and orders, such as those related to events, gatherings, and travel
- Consult local health officials about recommended Covid-19 testing policies for events
- Consult with Venue for staff policies around Covid
- Develop plans or partner with venue staff for social distancing measures for before, during and after the event
- Ensure there is a flexible refund policy
- Designate a staff person who handles all Covid-19 related situations and concerns
- Plan for sanitation stations and key entry/exit points and provide no-touch items such as trash cans, soap and hand sanitizer dispensers
- Provide masks, tissues and proper ventilation
- Use touchless payment options
- Plan seating to ensure people stay 6 ft apart
- Bring multiple mics and designate someone who wipes things down throughout the event
- Create proper signage and multiple visual cues for people to properly distance themselves and follow safe protocols
- Consider multiple entrances and exits to avoid overcrowding
- Ensure food and beverage vendors use safety protocols
PREPARE FOR IF SOMEONE GETS SICK:
Develop procedures on what to do when someone gets sick, such as:
- Designate a person who handles all Covid-19 situations or concerns
- Create an isolated space for people who are sick with Covid-19 and identify nearby hospitals and contact numbers
- Create a plan to educate staff and attendees not to attend the event if they get sick with Covid-19
- If someone gets sick at the event, they should notify the designated Covid-19 contact and go to an area or room that is isolated until they can be safely transported to a healthcare facility
- Sanitize room where sick person stayed and areas they would have touched
- Advise sick individuals to stay home and follow CDC’s criteria to discontinue home isolation
- In accordance with state and local laws and regulations, notify the sick person’s family, local health officials and staff of the situation
- Advise those who had close contact to self-monitor for symptoms and considering staying home
DAILY/WEEKLY READINESS ASSESSMENT:
Monitor and maintain healthy behaviors, environments and operations to reduce the spread of Covid-19:
- Maintain regular contact with local health authorities or follow local guidelines
- Ensure an on-duty staff person is assigned to be responsible for responding to Covid-19 concerns
- Ensure that all staff and attendees are receiving consistent communications about Covid-19 related policies
- Ensure attendees have received communication about refund policies if they get sick and cannot attend the event
- Ensure protocols are being followed for social distancing
- Ensure sanitation supplies are routinely stocked and all items are consistently being wiped down at event, especially high-touch areas
- Ensure masks and gloves are available
- Ensure communications have been made to staff and attendees not to attend work or event if they become sick with Covid-19 symptoms
- Confirm that there is proper ventilation during event
- Confirm and maintain that venue staff are educated on relevant Covid-19 safety protocols
- Ensure there are signs placed in highly visible locations that promote everyday protective measures at:
- Entrances
- Dining areas
- Restrooms
- Other highly visible locations
END-OF-DAY ACTIONS AND OTHER RESOURCES
Address any additional considerations specific to your event:
- Identify and document lessons learned at the end of your event
- Determine ways to improve planning and implementation processes if the event will happen again
- Update your plans regularly according to the state and local situation and orders
It is essential to help keep people safe from the spread of Covid-19 as we return to in-person events.
The pandemic brought so many more processes and policies to consider but, with careful planning and following these health guidelines, you will ensure that everyone at your event is safe. And, as always, remain calm and kind in all situations and your event should be a success.