Safely Returning to Live Events

Updated 7/20/21:

Since this article was published, there has been more and more evidence and data proving that the spread of Covid-19 is mostly from indoor air transmission. 

This means that some of the guidelines we previously laid out aren’t as important, while there are others we want to stress even more so than before.

Below, we provide some updates on our guidelines for safely returning to live events:

• Don’t count out social distancing. In fact, this is one of the most important precautions to take given the data that the greatest risk of Covid transmission occurs when people are within close contact with each other.

• Host events outside as much as possible. The risk of spreading Covid outside is dramatically lower than doing so inside. When possible, host events outside. If you need to have some aspects of the event indoors, we suggest at least creating some outdoor space usage. For the aspects of the event that must be indoors, it is imperative to practice social distancing. 

• Require masks when not eating or drinking. Though many states have lessened or completely gotten rid of their mask mandate, the Delta variant is still a growing issue. To keep everyone as safe as possible, we recommend requiring masks for guests at all times when they are not eating or drinking. We also suggest having the event set up so that when they are eating/drinking, they are in a socially distant setup. 

• Consult with a lawyer. We highly recommend touching base with your attorney about your proposed Covid-19 safety protocols to see if they think you need to add or edit anything. You should also confirm said protocols with the venue and vendors before advertising them on any marketing materials, to ensure everyone is on the same page. 

Originally Published 1/28/21:

After almost a year of living in a world at the mercy of the coronavirus pandemic, it seems like we may finally be able to have some hope for the future. Though cases are higher than ever, the approval and rollout of several Covid-19 vaccines is finally offering a glimpse of the return to normalcy. 

While almost every industry has been affected by this pandemic, the hospitality and events industry was hit especially hard. This is because those of us who specialize in bringing people together and creating experiences were forced to adapt to social distancing and virtual platforms. Though this has caused us to realize the benefits of virtual events and decide to incorporate a virtual aspect into all of our future events, we cannot be more excited for the eventual transition back to live events. However, we know that this transition won’t happen at the snap of a finger, magically turning everything back to the way it was pre-pandemic. Instead, we anticipate a slower transition back to in-person formats, with events having to implement various health precautions. What exactly will that look like? Of course we cannot predict the future, but BLME has some suggestions for safely returning to live events. 

Safely Returning to Live Events

Providing Separate, Individual Meals

In the before times, no one would bat an eye at a buffet lunch at a conference or a self-serve pastry spread at the monthly meeting. Now, after being hyper-vigilant for the better part of a year, many will see these food spreads as unsafe for consumption, at least right away.

We are not saying buffets and food displays will completely become a thing of the past, but as we transition back to gathering and try to heal from Covid-19, BLME suggests serving individualized meals and refreshments. This can either be a formal sit-down meal (ideally presented with lids on each plate) or a more casual vibe, opting for individually wrapped food. For example, in the past a luncheon may have had a deli spread for a make-your-own sandwich station. In this transition period, we would suggest preassembling the sandwiches and individually boxing or wrapping them. In terms of snacks and refreshments, instead of providing a display of soft pretzels, opt for the individually-packaged granola bars. These safety measures will help avoid cross-contamination and the spreading of others’ germs. 

Establish a Vaccine Threshold + Encourage Testing

This vaccine rollout has had its challenges--accessibility, lack of supply, and poor logistics, to name a few. Hopefully within the coming months, the supply and demand will even out and it will be much easier for the masses to get a Covid vaccine. Even then, it would be unrealistic to require every single guest at an in-person event to be vaccinated. This is due to many factors, including some people’s allergies and others’ skepticism of vaccines in general. However, it is plausible to require a certain percentage of your attendees to be vaccinated in order to hold your event in-person.

How could this be enforced? After someone receives a coronavirus vaccine, they receive a vaccination card with their name, date of birth, brand of vaccine they received, and the date they received it. Event hosts could require online pre-registration for their event and include a spot for attendees to upload a copy (phone pictures, scans, etc.) of their vaccination card if they have received one. The hosts would then have to make sure they have a vaccine card for their desired percentage of attendees. Of course, the higher the percentage you are requiring, the safer your event will be. We’d recommend at least requiring the majority of your attendees to be vaccinated. If you don’t meet your desired percentage based on your registration data, we suggest moving your event to a completely virtual format. 

For companies that are looking to have in-house live meetings and/or have a close working relationship with their attendees, it is also possible to coordinate testing and even vaccinations. There are companies and health facilities that allow you to schedule mass testing, meaning you could set up a test for each attendee prior to the event. One of these organizations is the Anti-Aging & Longevity Center of Philadelphia, founded and directed by Dr. Seema Bonney, MD. ““Thanks to new vaccines and compliance with safety protocols, we can start to plan for a return to live events. To do so safely, include testing for any large in-person event. A negative test and following CDC guidelines on wearing a mask and social distancing, can help ensure your safety and the safety of those around you. We can help with on-site testing,” explains Bonney. 

In fact, Marriott recently announced that they are adopting several new “identified health protocol options, including COVID-19 testing, which meeting professionals may select for group meetings at certain Marriott branded hotels in the United States beginning in January 2021.” We expect other organizations to follow suit and introduce these offerings, making it exponentially easier to ensure all of your event attendees have been tested for Covid.

As the vaccine becomes more widely available, we anticipate being able to schedule mass, company-wide vaccinations as well. 

Continue To Practice Social Distancing

Though we long for the days of a packed dance floor or a large crowd watching a featured speaker, we cannot get ahead of ourselves just yet. Like we mentioned before, unfortunately we cannot go back to “normal” in the blink of an eye. As we are in the beginning of this transition back to live events, we suggest continuing to enforce social distancing in some form. 

This doesn’t mean that you need each guest to be six feet apart from each other, but it does entail being mindful of not creating large crowds of people. For example, maybe you skip the dancing at your gala this year or you assign each attendee to a group and only let one group on the dancefloor at a time. You could also split your typically 500 person event into two identical sessions, allowing for much more room in between seating. If your event venue has an outdoor aspect, we recommend utilizing that area as well - both for better ventilation and more event space which allows for greater distancing. 

BLME is extremely excited for the transition back to in-person events, but we know we still have to be diligent and implement safety measures that we wouldn’t have considered pre-pandemic. We hope these tips will help others safely return to live events, as we cannot wait for the triumphant return of this aspect of the industry. For up-to-date information on the CDC’s recommendations and guidelines for live events, look to this page.