Gathering restrictions have put caps on the number of people that can safely gather at one time. Gatherings of 50 or more people are still prohibited in a lot of states across the US. However, this phase won’t last forever, and we need to start thinking about what in-person events will look like in our post-COVID-19 world.
Likely, we’ll see reduced capacity at venues, an increase in social distancing, and masks will most likely be worn in public places for the foreseeable future.
With social distancing being essential in preventing the spread of COVID-19, there has to be a fundamental shift in the layout and inner workings of in-person events across the world in order to support these practices. The days of packing into a crowded stadium with thousands of other fans are over…at least for now. This means you need to prepare yourself and your team for new processes and procedures in order to safely forge ahead with event production. This includes changes in procedures you may not have considered yet. Like implementing a new, structured venue entry system, having stricter crowd management, and even capacity control.
Take a look at the top 4 things you should consider to achieve crucial social distancing at your future events!
1. Venue entry
Put a screening system in place at all venue entrances to facilitate fast and efficient health screenings for each attendee.
Check each attendee’s temperature upon arrival. You can keep direct contact to a minimum with a No-Touch Thermometer. We recommend this one by Braun. Attendees with a temperature of 100.4 degrees Fahrenheit or higher should be denied entry for the safety of others.
Dole out wristbands as visual confirmation that “healthy” attendees have been screened upon entry, meaning a fever was not detected (aka they do not pose a health risk to others).
If applicable to your event, make the wristbands work double-time by assigning green wristbands to people ages 21+ and red wristbands to underage attendees. And voila! You have an easy way to visually confirm that an attendee had their ID checked at the door.
2. Reserved seating blocks
Control social distancing by managing your reserved seating venues. Do this by blocking off seats to create “pods” of seats that allow for a safe distance between groups. Sell single, double and group ticket packs, and allow attendees to select their seats when purchasing their tickets.
Eventgroove can do this for you. They’ll even configure the seating chart for free!
Be sure to use reserved seating tickets so your attendees know exactly where they are sitting when they walk into your event.
3. Health and social distancing reminders
While we know people are ultimately responsible for their own health, it doesn’t hurt to give people gentle reminders. It’s your event. Make a decision ahead of time on how stringent you want to be regarding personal protective equipment (PPE). Will you require attendees to wear masks for the duration of the event? Let them know ahead of time, and consider providing an option to purchase face coverings upon entry.
Share verbal reminders throughout your event and post visual reminders to wash hands and keep a safe distance from others in key areas of your venue. These can be in the form of announcements and friendly posters and stickers strategically placed in high-trafficked areas like entrances, concessions, and restrooms.
4. Add a virtual component
It’s likely that attendance rates will remain lower for some time. Offering an option to attend your fundraiser or event virtually, instead of in-person, is a great way to continue selling tickets and stay relevant to your audience.
The fact is, allowing people to tune in online opens up your potential audience in a huge way! Not only can you reach people who would normally attend your event in person, you also provide accessibility for people that otherwise wouldn’t be able to attend. This includes far-away fans (long-distance travel can be expensive and tedious!) and the physically disabled.
Offer virtual entry to your event for a lower price. Overhead can be almost nothing once you have a good plan to go virtual, so you can still make a profit even with cheaper tickets.
Set up a live stream for the day of the event so they can tune in live. Provide ways for virtual attendees to participate and engage with your event, and consider sending an email with recordings of top sessions to these ticket buyers in the days following.
Don’t know where to start? Here’s what you need to know about organizing a virtual event– we made you a checklist to make sure you hit the high points!
Are you planning an in-person or virtual event? Set yourself, and your event, up for success by using Eventgroove, our in-person and virtual event management platform. Do you have fundraising goals? Eventgroove Fundraising has you covered! Schedule a demo today. We look forward to showing you how simple event management can be!
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