Pandemic Event Best Practices: 7 Ways to Host Safe Professional Gatherings

Events and gatherings aren’t just fun. In business, they can be critical tools for collaboration and networking. 

And as we start moving back towards being able to host them during the pandemic, they can also provide a huge lift in morale and help keep people’s spirits high.

But the key is being able to adapt and host events and gatherings safely—a task that’s easier said than done.

So, how can you go about hosting a COVID-safe event? Here are some best practices to follow.

Follow All CDC Guidelines

This goes without saying but it’s critical to follow any and all CDC guidelines as well as local, county, and state mandates. 

That means enforcing social distancing and making masks mandatory unless eating or drinking as well as eliminating physical contact such as handshakes.

You’ll also want to make sure hand sanitizer is abundantly available to everyone in attendance. 

For more information, visit the CDC online.

Rethink Food and Beverage Service

You’ll need to rethink how food and beverage service works when you have events and gatherings. 

For instance, things like buffets are off the table (no pun intended). 

You could consider seated dining as long as the staff who will be serving guests are trained in sanitation and food-handling measures.

Or, you can consider ordering food from a local restaurant. That’s what we do at The Post when we host community events, like our Monthly Member Luncheon. We either have food delivered or we pick it up, and all takeout food is individually wrapped and labeled

Keep in mind: these new parameters are food and beverage service may tack some additional costs onto your bill so make sure to account for that. 

Host Outdoors Whenever Possible 

Whenever possible, try taking your event or gathering to an outdoor space, if you have it available. 

At The Post, we host many of our events outside on our patio. While it’s not fully outdoor, it’s partially covered but allows for a continual flow of fresh air which has been shown to be effective in reducing the spread of bacteria and viruses.

But, if that’s not possible, do your best to provide an open-air environment or to ensure the room you’re hosting your gathering in has airflow by keeping windows and doors cracked. 

If you’re hosting a meeting, make sure to find out if the meeting space is equipped with fresh air vents as well to ensure adequate ventilation.

Respect Individual Comfort Levels

The reality is that, as things move back towards normal, the level of comfort that people have with being in events and gatherings will vary significantly.

It’s important to respect everybody’s comfort level. That means avoiding hosting gatherings in settings where other people don’t have the ability to avoid them if they’d like to.

It also means not making gatherings mandatory. 

Give people the opportunity to opt-out if they wish.

Invest in Professional Sanitation 

It’s not enough to give your space a once-over clean anymore. If you’re going to host events and gatherings, you’re going to need to enlist professional cleaners who specialize in sanitation.

At The Post, our post-event sanitation measures include:

• Immediate sanitation of every chair, tabletop, remote control, adapted, iPad, and every other piece of furniture and hardware using CDC-recommended sanitizers 
• Closing off the meeting room for 30 minutes after each use so that we can top off our sanitation process with our disinfectant UV lamps that run for 20 minutes
• Utilizing air purifiers that run 24/7
• Using nanoseptic sleeves on all high-touch surfaces

Implement Contact Tracing and Screening Protocols

It’s important to make sure you’re doing the basics, like screening protocols and contact tracing. At The Post, this includes requiring that every guest or visitor sign-in on our GREETLY touchless iPad prior to entering. A photo is taken of each visitor and contact information is logged in as well as they are required to sign a COVID-19 questionnaire. 

Make sure you’re taking temperatures of guests coming into your events and keeping a running tab of who’s in attendance.

That way, if there happens to be a transmission of COVID-19 at your gathering, you can alert everyone who attended immediately so they can take the necessary steps and precautions. 

Communicate Clearly 

Overarchingly, it’s important to communicate what you’re doing to keep people safe as well as what you expect of your event guests, such as mandatory masks, physical distancing, and using hand sanitizer.

Consider posting informative signage or handing out pamphlets that include this information so that everyone is on the same page. 

At The Post, events are a core component of the service we offer and what makes our workspace such a special professional atmosphere. We also offer top-tier event and meeting spaces in a safe and controlled environment.

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To learn more about how The Post hosts COVID-safe community events, or to book an event or meeting of your own, get in touch with us today.

Our team is available to speak with you today!