Communicating Your COVID Safety Protocol to Your Guests
In-person events are back! Over the last several weeks, we’ve been re-entering the world of physical events, and we’re happy to report that it’s going very well so far! This certainly isn’t a coincidence, however. We’ve allocated extensive time toward creating safety frameworks to ensure we can keep the party going while keeping everyone safe at the same time. If you’d like some tips on creating your own safety protocol, our most recent blog post provides some excellent advice.
Once you have a safety protocol in place, you’ll want to ensure that each guest and vendor fully understands the rules and regulations that you’ve worked to establish. Here is checklist you can use as a guide when the time comes to communicate your safety protocol to everyone involved in your upcoming physical event.
You should be prepared to enforce these points if needed, and handle the questions as your guests ask them:
How will you communicate your safety protocol to your vendors and guests?
Will (and how will) you share the test statuses of others?
If you are holding your event indoors, does your venue have effective cleaning processes and filtration systems?
Will you require staff and guests to wear masks?
Use these tips to establish your safety protocols as early as possible in your invitations and promotional material:
Address your safety protocol early to minimize any vendor or staff concerns.
Dedicate space in your initial invitation to state your COVID protocol.
Consider creating an event page to address everyone’s concerns. Link to it for more information.
If you are hosting a series of events, guests may have more concerns about safety. As their host, you may have more safety measures you’re planning to take.
Dedicate an email to show them how you plan on keeping them healthy and safe.
In follow-up emails, include safety information as a recurring reminder. This can be as simple as a short sentence statement or a link to your event page for more information.
At this point, you’ll just have to decide whether you want your guests to agree to your safety protocol before the day of the party, and how you plan to enforce your safety protocol:
When your invitees have decided to attend, you may want them to agree to your COVID-19 safety protocol.
Have a conversation with each vendor to discuss their COVID-19 policies, terms and conditions of working.
Consider if you want to require everyone attending to indicate they’ve read, understood, and agreed to the health and safety protocol you’ve set for the event.
If you are uncomfortable determining and enforcing your safety protocol, hire a COVID Safety Compliance Officer to oversee everyone’s safety.
Create an Effective Safety Protocol with Help From Innovative Party Planners
Innovative Party Planners is your resource for event design and planning in Maryland, Washington, D.C., Pennsylvania and Virginia. To learn more about our event planning services and how we can help make your event one of a kind, contact us by clicking here or call (410) 998-9999.
