The Tea: Events in the Time of COVID-19
Events? Sorry, I don’t know her.
At times it seems like we’re never going to enjoy another concert or go to another movie. And for good reason! The coronavirus isn’t messing around. Wear your mask. Protect the grandparents. Learn from introverts and listen to Fauci.
But just because we’re all trapped in the same self-isolated nightmare, doesn’t mean we need to forgo community or forget the thrill of enjoying sports, live entertainment, and significant life events with a crowd of similarly enthused people. There are ways to share an experience without furthering the public health crisis...
Just look at England! Virgin, a brand defined by Richard Branson’s devotion to partying, tested “the first socially distant music venue” on August 11. Vulture reported the pop-up venue — legitimately named Virgin Money Unity Arena — “took over Gosforth Park in Newcastle with 500 metal platforms, each spaced two meters apart and fitting up to five people. According to the Belfast Telegraph, each platform has a table, chairs, and a fridge.”
If you’re excited about a personal minifridge with your concert ticket, it gets better. At Virgin Money Unity Arena, you can preorder drinks, pick them up at the venue bar, and store them in said fridge to consume at your leisure. To avoid repeat trips to the bar, you can buy four-pint pitchers of beer and bottles of wine by the three-pack. God bless the UK.
Now, I know what you’re thinking. This all sounds fun, but coronavirus!!!! Don’t worry, the venue might be named like a 1970s sex cult, but the good people at Virgin Money Unity Arena work hard to enforce distancing measures. Guests occupying the same platform must arrive in one car and park six feet apart; they’re then escorted to their personal viewing deck. No mosh pit. No tall people blocking your view. No unwanted touching. Just a bunch of legends partying in a safe, pandemic-approved environment, which is more than I can say for those pesky TikTok teens in California.
On a much smaller scale, I spent my summer helping an outdoor amphitheater plan fitness classes, dance recitals, concerts, and several community fundraisers. Here’s what I learned about safe event production during COVID, plus some helpful tips for hosting your own socially distant activities.
(Structural) Safety First
The first thing you need to keep in mind when planning an event in the time of COVID is, obviously, safety. But before you implement any protocols, you must make a couple of structural decisions.
What’s your new capacity? Whether it’s a backyard wedding, a restaurant patio, or in my case, lawn seating that typically accommodates 10,000 people, COVID has forced a significant drop in capacity. In many cases, capacity is state-mandated. The venue I worked with was permitted a quarter occupancy, which meant we could have done 2,500 covers, but with all the safety precautions in place, the decision was made not to exceed 500.
How are you keeping people separate? People try to gather together despite your attempts to corral them; it’s inevitable, plan for it. But don’t worry, if Richard Branson isn’t footing the bill for fridge-adorned platforms, there are plenty of cost-effective options. For us, it was as rudimentary as six-foot circles drawn in white spray paint and spaced fifteen feet apart. Dedicated staff members ensured mask compliance, and wherever possible, single-flow foot traffic was encouraged. Six-foot separations were marked at all entrances and in front of the port-o-lets. The result of these simple measures was a safe, socially distant environment for guests to enjoy.
Beyond Personal Protective Equipment
Now that you’re set-up, it’s time to go on the offensive. The fight against germs might not be the height of glamour, but it is essential to 2020 event planning. Here are my tips for maintaining near-surgical cleanliness.
Masks, always. I mean it. From the moment you arrive until the moment you leave. Even if you’re alone. Even when you’re spraying 250 circles on a lawn in ninety-degree heat. Remember, you set the tone for your guests. Remind them when they're not in their designated personal space, masks are required — this can be accomplished by prominent signage and/or employees tasked with enforcing the “dress-code” at your venue. Keep a box of disposable masks handy in case a guest forgot to bring one.
Check that temp. Those working your event must do a temperature check. Keep a visible log or send text reminders to ensure this happens. If anyone has a temp over 100.4, they go home, no exceptions (even if it’s super inconvenient).
Become a clean machine. I think we’re all compulsive hand washers by now, but when you’re running an event, you must adopt the same level of cleanliness with all surfaces. And yes, that includes trash cans and bathrooms. You can hire someone to do it, or slap on latex gloves and a pair of protective glasses yourself, but whoever cleans must do so like they’re covering up a crime scene.
The new amenities. Forget free samples and swag bags, in 2020 we’re all about readily available hand sanitizer (extra points for branded bottles). If you’re planning a fancy event like a wedding, consider themed face masks. Do what you can to make safety feel fun and boujee!
When in doubt, don’t. Pulled off a couple of events without a hitch? Feeling secure in your safety protocols? Great, don’t push it. There’s no need for food trucks when your guests are happy bringing picnics. Don’t add more tables if the turnover rate is working. Yes, you’re probably losing out on some extra profits, but your customers will appreciate your dedication to their safety and remember it when things return to normal.
Event planning during COVID-19 is intimidating, I get it. But here at Quiet Corner Communications, we have hands-on experience and are ready to help you. Drop us a note or connect with us on social media if you want to chat about careful planning, responsible marketing, and safe production of events during coronavirus. We’d love to hear from you!
