5 precautions to take while organizing events during a pandemic
The COVID-19 pandemic has significantly altered all of our lives, as we are required to adhere to strict social distancing measures and remain indoors. Conducting an event when there are such rigid measures is challenging but not impossible.
Organizing events during a pandemic is something that needs to be dealt with, with utmost vigilance and responsibility. Although the events cannot be conducted with the same zeal as before due to the restrictions, following these precautions would still make a viable event.
1) Limit the Number Of Attendees
It is essential to note that with an active pandemic, the people should maintain social distancing. Therefore, the ideal number of individuals should be chosen so that they can maintain a distance of 6 feet from each other. Fewer guests mean that it’s also easy to keep a track of their travel history to curtail the spread of the disease. Limiting and scaling down the number of people prevents crowding. The duration of the meetings also needs to be kept in mind and they need to be kept short.
2) Make Sanitary Equipment Compulsory
The guests and organizers, both need to have access to sanitary equipment at all times. The guests need to be provided with alcohol-based hand sanitizers immediately after registration. The event should also have appointed sanitation sites that have access to sanitizers, disinfectant wipes, tissues, gloves, and masks. Wearing gloves and masks should also be made compulsory. Technological equipment used to present such as microphones, tablets, and iPads also need to be disinfected after each use. Thermal scanning equipment can be installed at entry points to check for symptoms.
3) Sanitize the Venue
The venue determines the outcome of the event, to prevent crowding and contagion, a large venue is ideal so that the individuals can maintain 6 feet distance. Outdoor space or a place with several windows is also beneficial for airflow. A spacious venue ensures that there’s ample distance between each guest. Strict guidelines laid down by the CDC and WHO need to be followed. It should also be ensured that enclosed spaces such as lavatories which are a haven for the spread of the virus are sanitized. The venue should also have closed dustbins to dispose of the waste.
4) Create a Precaution Plan
To have a successful event during a pandemic, there needs to be diligent planning. Establishing efficient communication channels is extremely important to keep track of all the guests and individuals in the event. If the monitoring is successful the information can also be shared with health officials. Creating a health policy before the event and mailing it to the attendees is also resourceful so that they are aware of the various rules and regulations in the event, for example, specifying before the event that the attendees should not shake hands or hug to greet is more helpful than letting them know during the event. Think about setting up a contact tracing log to examine if the guest has come in contact with the virus.
5) Consult Public Health Officials
No matter how systematically things are planned, some things are beyond control and it is imperative to have medical professionals on board before planning an event. The local public officials must be consulted. Every individual attending the event must provide their contact details so they can be relayed to the health officials in case of emergencies. The attendees must also be provided with the contact details of the health officials and other health hotline numbers. It is resourceful to have an onsite crisis response team as well.
Physical events are advisable only if they are necessary, otherwise, people can migrate to virtual events or hybrid events. Hybrid events are the best of both worlds since the attendees can choose to attend remotely or virtually. The advantage of this approach is that it ensures more coverage. Hybrid events make in-person events safer as one can provide multiple options for the attendees to choose from to access the event remotely reducing in-person attendance.
Webmobi.com has a hybrid event platform where the events can be conducted with extreme simplicity, with a priority given to safety. Whilst planning and preparing events, the health, and wellbeing of individuals must be prioritized and hybrid events make sure that’s the case. To learn more about hybrid events and the best practices surrounding them click here. If you want to learn more about us, please visit our facebook page.