August 13, 2020

Germ-Free Event: How to Prepare an Event During COVID-19

How to prepare for a germ-free event? This question you may ask yourself planning an event that comes with a great deal of responsibility. Organizers need to take all possible measures to ensure the attendees, vendors, and staff members’ safety. As coronavirus cases continue to increase, there’s a higher risk that people with symptoms will put everyone else’s health in danger at the event.

Red COVID-19 virus illustrations with the text "COVID-19" prominently displayed, symbolizing the importance of health safety measures during events.

COVID-19 is a mild, infectious disease for most people. But it can cause severe health issues for weaker immune systems.

If you’re tasked with organizing an event in these uncertain times, keep the following tips in mind to make sure your event is germ-free.

1. Develop a Plan for a Germ-Free Event

Seek advice from the authorities and take all the steps necessary to create a safe environment for the attendees. Develop a preparedness plan and consider replacing the event with a teleconference or live event so people can tune in remotely.

Ask yourself if you can scale down the event so only a few people can attend. This way, it’ll be a lot easier to manage everything and make sure no one with flu-like symptoms can attend the event.

Young professional businessman strategizing on tablet, preparing for a germ-free event. — Event planner developing a strategy to organize a germ-free event

2. AdviseParticipants to Stay Home If They Feel Unwell

It’s also important to tell all the participants, organizers, and caterers in advance that they should stay at home if they have symptoms.

Get everyone’s contact details, including their telephone number and address of their stay. Tell them that their details may be sharedwith local health authorities if someone attending the event becomes ill.

Lightbox sign displaying "STAY HOME STAY SAFE" with wooden house decorations, emphasizing safety measures for events during the COVID-19 pandemic. — Guests should stay at home if they have symptoms

3. Set Up Hand-Sanitizing Stations in Prominent Places

Set up hand sanitizing stations in all the prominent places around the venue where people are most likely to gather. Ensure everyone’s seated at a safe distance from each other to reduce the risk of spreading the infection.

Get event staff members to check the dispensers every few minutes and refill them as needed. It’s also essential to make sure everyone has access to places where they can wash their hands with water and soap. Washing will help kill the germs and reduce the risk of spreading the infection.

Person dispensing hand sanitizer from a bottle, emphasizing hygiene practices for safe events during the COVID-19 pandemic. — Reduce the risk of spreading the infection

4. Display Posters That Promote Good Hygiene

Setting up hand sanitizing stations is not enough. It would be best if you also displayed posters that promote respiratory hygiene. It’s a great way to remind the attendees and staff members to maintain good hygiene and keep six feet between themselves and others.

Homemade black face masks, sewing tools including scissors, measuring tape, thread, and pins, promoting safety and hygiene at events. — Promote respiratory hygiene during the event

5. Rethink Seating Arrangements and Style of Food Service

Try to hold the ceremony and reception outdoors if possible. Make sure no food items are servedthat many people can touch. Avoid having a buffet-style dinner. The last thing you’d want is for people to be in proximity when they’re trying to get the food.

Dining chairs should also be spacedseveral feet apart. People belonging to the same household should be groupedat every table.

Covid-19 wedding safety sign with "Spread love, not germs" message, featuring guidelines to wear masks, wash hands, limit contact, and maintain social distance, decorated with flowers. — Covid-19 CoronaVirus Wedding Sign – Provided by Tiffany Foronda of Tiffany Kay Events. – Spread the love and not germs!

Final Thoughts

Keep all five tips in mind to create a safe environment for your attendees at your next event. Consult your local public health department to understand the level of community transmission. Learn about the safety measures you need to take to reduce the risk of infection.

Take a look at the guidance the CDC has provided for organizers of mass gatherings and large community events.

Professional Wisdom

Here below are some powerful insights given by some of the industry top leaders.

Tiffany Foronda, Owner & Event Planner of Tiffany Kay Events

Living in a different world with the Coronavirus, we have to rethink celebrating special occasions these days. As an event planner, it is my responsibility to make sure my clients, guests, vendors, and myself are kept safe. Nowadays, smaller and more intimate events are becoming part of the new norm.
Things I have added to my checklist and to keep in mind when planning these events are:
1. Keeping gatherings outdoors as much as possible. Making sure tables are set apart with the appropriate distance (6ft or more if possible).
2. Communicating the importance of seating assignments for each household/family and having items pre-set at each table to avoid cross-contamination.
3. Take the temperature of guests as they arrive.
4. Keeping masks on whenever possible. Having hand sanitizers present at each table and in prominent areas where guests may touch items.
5. Provide signage as a reminder to maintaining proper distance and hygiene throughout the event.
Most importantly, all parties involved in planning and attendance should communicate and be completely honest about their health conditions before attending the event and on the day of.
As information about Covid-19 is continuously changing, we are learning more and more about how to protect ourselves and others yet still safely celebrate these special moments.
~ Tiffany Foronda, Owner / Event Planner of Tiffany a Events