Live Event COVID Protocols

As in-person events begin to make a comeback, we are working with our clients to plan events that are safe and follow state and local COVID protocols. Here are a few considerations:

Vaccination Requirements

Proof of vaccination or a negative COVID test within 48 hours might be mandated by your own organization, the venue, or state or local government. If you require vaccination or a negative COVID test, you need to consider how you will handle registration. At one of our recent events, we had two greeters check vaccination cards and IDs prior to guests entering the venue doors. This mitigated awkward conversations at registration and created a seamless check-in process for guests. It also ensured that the registration team could keep the line flowing smoothly. Some event organizers are offering rapid testing options for guests prior to entering a venue space. Although there are pros to this option, it can have a high price tag.

Guest Indicators and Mask Policies

At the event, there are a couple of options to keep guests feeling safe. One idea is to offer a sticker or bracelet that signifies a guest’s comfort level to other attendees. For example, a green bracelet could signify a guest is comfortable with shaking hands, while a red bracelet indicates a guest prefers no contact. In addition, you can make it a policy that guests wear a mask at all times unless they are seated or actively eating and drinking.

Seating Arrangements

Pre-COVID, we were able to seat 10-12  people per table. Now, we suggest more space between guests, which may mean seating only 5-6  people at each table. Fewer people at each table offers the added benefit  of  intimacy, which is sometimes missing from more crowded spaces.

Paperless Programs

A post pandemic world has also pushed us further into the digital age. Most guests are now familiar with QR codes and digital check-ins. In the past, we provided a paper auction catalog or event program; now, a QR code on the table can take guests to a digital program that they can view on their phone. The digital option is more sustainable for the environment, and organizations are saving on the cost of printing.

Post Event Communication

Once your event is over, consider sending out an email to all your guests similar to the one below that our colleagues at MPI Seattle sent out after a recent in-person event. This helps reassure your supporters that you are prioritizing their safety.

Dear Gazala,

MPIWSC considers safety and security its top priority, especially as it relates to participants at our events, which is why we created a Duty of Care plan for The Hive.

As part of our post-event plan, we will notify you of any attendees who report that have tested positive for COVID-19 in the 14-day period following the event. As of today, no cases have been reported to us as positive.

Should you test positive prior to October 12, please let us know by contacting info@mpiwsc.org. Your identity will be kept confidential, but we will notify attendees of potential exposure.

Thank you for your attention and support.

Sincerely,

The Hive Planning Committee

In-person events are making a comeback and there are ways to make your donors and supporters feel comfortable and safe. If it has been two years since your last in-person event, schedule a consultation with GFS events so we can help you create a safe yet engaging event.