How to plan safe events during Covid-19
Guaranteeing safety during your event has become one of our main priorities. For this reason, we have decided to share with you a list of safe measures to adopt during events in the era of Covid-19.
The industry has undergone a significant change and one of the elements that seems to have occupied crucial importance is that of safety.
Your safety is important to us and that’s why we’ve decided to share with you this article with the best 10 ways to guarantee the maximum safety during all our upcoming events.
To automate organizational and participatory processes (eg booking system, tickets, filling in forms, printing of recognition systems, entry registration system, feedback, etc.) we recommend using digital technologies.
The use of technology can avoid gatherings, and facilitate organizational and logistical processes.
Today there are so many new apps that can be of great help in circumstances like the one we’re living. The use and support of technology can reduce gatherings and facilitate the planning processes.
The reception area, if not already equipped with physical barriers, must be equipped properly. Only participants who are correctly registered in the system will be able to access the event.
2. ENTRANCE CHECKS
It’s important to manage the entrance point, starting from measuring the temperature to all the controls necessary to ensure total safety of the event. Measuring temperature is the first action to take to make sure people who access the event are in good health.
People who will be above 37 degress will not be able to access the event and they will be asked to do the serological test.
3. EXPLOIT ALL ENTRANCE POINTS
In this historical period, it’s important for a venue to have multiple entry accesses. Usually locations and convention centers have various entrances. Our advice is to take advantage of the different access points to avoid overcrowding the rows in a single entry point.
4. MORE INTIMATE EVENTS
We strongly suggest to organize more intimate events, that allow greater safety and serenity both for guests and for the people involved in the event in question. In addition, today intimate events have become the new trend in the event industry.
5. SANITIZING GEL DISPENSERS AND USE OF THE MASK
We have planned to include several points and corners with sanitizing gel dispensers in order to maintain hygiene and cleanliness within the common areas.
Entrances, exits, meeting rooms, must be equipped with dispenders and it will be the task of the staff and the agency to promote their frequent use. Sanitizing gel dispensers will have to be allocated in different areas, and will have to be available for people at all times.
Reminding participants to use the sanitizing gel is one of our main priorities.
It is also important to remind delegates to wear the mask at all times, especially in the interior spaces.
6. INCREASE OF CLEANING STAFF
Increasing the cleaning staff is a great way to reassure participants about the sanitation of the spaces and toilets. Furthermore, greater attention to the sanitation of all surfaces in contact with people and systems for the protection of operators are two other things that should be paid more attention to.
Equally important will be to prepare periodic sanitisation procedures, and therefore after each event and before each subsequent event.
7. DISTANCE IN CONFERENCE ROOMS AND BIGGER SPACES
The best-case scenario would be to occupy one place every 3 in order to guarantee social distancing. We also recommed to book venues that have big conference rooms, in order to maintain a safe distance at all time.
Also the speakers’ table and the podium for presentations will have to be rearranged in order to allow social distance.
8. AVOID BUFFET SERVICE AND OPT FOR CUSTOMIZED BOXES
The buffet service tends to create gatherings, so we suggest not to use this service in this delicate period.
An alternative solution that we suggest is the use of lunch boxes. You can even get more creative by customizing the boxes with the company’s logo or the theme of the event.
9. BETTER WASTE MANAGEMENT AND CLEAR SIGNAGE
During the event, all waste containers should be checked regularly. It is also essential to ensure that the recycled material is picked up on time.
Correct and easy communication and therefore clear and simple signage helps delegates to understand what is recyclable, where to throw a waste and where to throw another.
13. HIRE A COMPETENT AGENCY
A professional agency is aware of all the new health regulations, so that it can guarantee the total safety during your event. In fact, we expect our team to continuously update on safety and manage the shifts of those who work in the set-ups and dismantlings.
An expert event planning company will take care of your safety and those of your guests, by managing the planning process, logistics, accommodation, security, catering, but most importantly by making sure health rules are respected.
All these measures have been studied specifically to ensure safety and make sure everyone feels comfortable during events. Thanks to these safety measures you won’t need to give up on your next events.
Your safety is crucial to us, so contact our team to plan your event in total safety and make sure to sign up to our newsletter.