Smart and Creative COVID Safety Planning for Corporate Events
At Bash Creative, we’ve seen it all during the past two years of the pandemic with regard to how to gather together safely. We’ve monitored local, regional and national mandates and developed plans to meet the health & safety needs of our clients. We have been fortunate to produce virtual, hybrid, and in-person events over the past two years during all stages of COVID mandates. Today, we’ve rounded up our top considerations that can be incorporated into bringing people together safely at your next live or hybrid event.
Testing & Vaccine Verification:
While COVID-19 testing is not mandated by any local, state, or national health order, we’ve outlined various ways to incorporate testing and vaccine verification for our clients and their guests. We feel this is an additional precaution for the safety of all.
The highest level of testing and verification would be requiring all guests, staff and vendors to provide proof of vaccination and booster as well as have daily testing on-site administered by a qualified third party.
If these measures are too cumbersome, the next level down would be to require proof of vaccine and booster, and allow guests, staff and vendors to provide proof of negative COVID-19 test no longer than 72 hours before arrival at the event venue.
Event Activation:
There are numerous ways you can make your event safer by considering the following:
Ventilation: When possible, have windows and or doors open to increase ventilation. If that is not possible, place portable HEPA filters throughout the venue to help with air filtration.
Sanitation: Ensure that there aredaily cleanings of the facility and more frequent disinfecting of high traffic areas like restrooms, registration areas, and all hands-on activities. It’s also recommended to have hand sanitizing stations throughout the venue.
Masks: Depending on the location and risk level, for an indoor event,, we recommend guests, staff and vendors wear well-fitting disposable surgical masks or KN95s when not actively eating or drinking. In addition, it’s always advisable to have plenty of masks on-site to hand out should anyone need one. Space Allocations: We encourage our clients to follow CDC recommendations for distancing with six feet where possible. This includes limiting the number of chairs at tables when inside and providing enough space so that lines don’t form.
Designated Zones: It’s important to have different zones in case someone becomes symptomatic at your event. Here are three zones to consider when planning your event:
Respite Zone: Identify an area where guests who need a break from their masks can go. If there isn’t a suitable area with appropriate ventilation, you can always direct them outside.
Isolation Zone: Create a location on-site where anyone who is feeling ill can be isolated until they can be transported to a quarantine zone, a medical facility or get additional medical attention.
Quarantine Zone: This should be your guest’s hotel room or home and should it be within driving distance.
Signage: Get creative with your event branding! Add fun graphics to communicate COVID-19 safety protocols and best practices,, where respite and isolation zones are located, and how to find the help desk.
COVID Compliance Officers (CCOs): t Consider having CCOs at your event to help manage the COVID-19 health and safety plan. They can assist with verifying that guests have followed the outlined protocols for event entry, disinfecting high touch areas, monitoring masks, and more.
Communications:
We strongly advise our clients to have a full pre, during, and post event communications plan to get information in the hands of guests, staff, and vendors, early and often. The plan should include:
Pre-event emails outlining the COVID plan and process.
A FAQ section on the event website.
Positive case announcement verbiage at the ready should someone test positive.
There should also be a communications plan for the planning and production team, on how to activate and who to inform when someone tests positive so a chain of command is followed in an orderly fashion.
Hotel & Transportation:
Hotel: If guests are traveling and staying in an event room block, select a hotel that has a COVID safety plan that aligns with your company’s policies. Get clarification on quarantine measures and the hotel’s protocol for guests staying on property if they do test positive.
Transportation: If your event has hosted transportation, we recommend that guests wear mask and social distance with space in between each seat during transport. If group transportation is not provided, consider setting up a discount code for any rideshare app so guests can travel safely and comfortably to the event.
Record Keeping:
It’s not only important to have a plan, but also to keep records of what the plan was and how it was executed. Items worth holding on to for up to five years are any incident reports, COVID-19 positive cases, the full COVID-19 safety plan and all post event communications.
If you’ve made it this far and are still looking for more on how to plan a COVID safe event, we encourage you to reach out directly to discuss what you have upcoming and how we can help. We’d love to hear from you!
Bash Creative is an event planning company that specializes in incredible gatherings that go beyond just great design. We’re known for teasing out smart goals for your event and serve up a stylish execution that will keep your guests buzzing. Located in San Francisco, but often found in New York, Austin, Chicago, Seattle, and beyond.