THE RETURN OF GATHERINGS – SAFE MEETINGS IN 2021
By: Allison Pulikowski
As a Gathering Producer, the idea of in-person gatherings starting to come back makes me more excited than Stanley Hudson on Pretzel Day (any Office fans out there…?)
In anticipation of this (and with the Ember team starting to plan some hybrid events for the Fall), I had the pleasure of taking the Event Leadership Institute’s Pandemic On-Site Protocol Training course. The course covered everything from the science behind the virus, safe + thoughtful event design, new nuances to managing teams, security, and logistics. After several hours of content and a final exam, it was a lot of great stuff to take in as we navigate these new waters as an industry.
Of course, not all events are the same, and a lot of the guidance will come from the location of the event (city + specific venue), but here are a few things Ember will be implementing when applicable/possible:
EVENT DESIGN
When designing the event, the following (4) items should be kept top of mind to keep everyone safe:
How closely will attendees be gathered together / How many attendees are experiencing a certain space at a given time?
How much physical exertion is happening / Being mindful to limit physical exertion while indoors (we all know COVID-19 is a respiratory virus)
The physical location where the activity is happening:
Outdoors is always best
If indoor, how narrow are the hallways? What air systems are in place?
The amount of time an attendee spends in a given space
Signage
Take a note of what you see in grocery stores! Signage is imperative to dictating the flow of attendee foot traffic: whether it’s one-way directional signs, floor clings to indicate where to stand in lines to maintain a safe 6’ social distance, or reminders to wear masks at all times. Over-communicating and keeping attendees as informed as possible will allow all attendees to understand the expectations to keep everyone safe!
Hire an Enforcer!
As mentioned above, there will be safety standards and requirements that will need to be enforced to ensure the safety of attendees. If the staffing plan allows, hire an Enforcer whose sole responsibility is to oversee the event from a health and safety perspective, to ensure attendees are following all guidelines, and address/correct any circumstances of these core guidelines not being followed.
Schedule Mask Breaks
We all know by now, spending long hours under a mask isn’t necessarily the most comfortable thing. Proactively schedule mask breaks as part of the agenda! Whether it’s encouraging attendees to find some private space outdoors or head back to their hotel guest room – giving attendees a break will be appreciated, and help with the mask fatigue that comes with a long day of wear.
In all, we need to shift our mindset from tradition to the “new” ways as we come back to the gathering – limiting time spent in a given area, limiting in-person interaction, new-grade air filtration systems…the list goes on, and this is just the tip of the iceberg. Exciting to think where things will be 6 months from now as the vaccine comes into play!
If you’re a planner and haven’t taken this course, I highly recommend it!