Hosting events in the time of the Coronavirus: the newest best practices for any celebration

Here’s our advice on how to keep your cherished festivities alive and gather safely with friends and family during the pandemic.

Whether it’s weddings, corporate meetings, brand launches or backyard barbecues,  events and celebrations on every scale are evolving in light of the Coronavirus pandemic and the need for social distancing.

How can you keep your festivities alive and still get together with friends, family, and colleagues?

Well, as a modern event planning company in 2020 that’s evolving and dreaming up new ways for people to celebrate, we’re here to help you make unforgettable events still happen in the age of the Coronavirus. The government has placed some new guidelines around event numbers. For example, there is a 50 guest limit for all gatherings.

To begin, we want to help you with the most up-to-date guidance and a helpful list of best practices for creating safe and special events while also following guidelines around social distancing.

Susanna’s tips and tricks for safe events and gatherings

Consider hosting your event outdoors

Take advantage of the summer warmth and sunshine by hosting your celebration outdoors. Open-air is definitely safest. We love the idea of an intimate backyard wedding, a baby shower in the park, and a brand launch in a lush, greenery-filled courtyard.

Space things out more thoughtfully

If you opt to keep the event indoors, make sure you check for options for good airflow. Large, open windows and doors can help immensely.

Also, take extra care to space tables well apart, with limited seating per table of no more than 6 guests. Pre-assigned seating is essential. It’s a good idea to encourage family bubbles and couples to be seated together. 

Event planners can help immensely, with advice and expertise on spacing and creative layout ideas, and will make sure you optimize seating, proper distancing, and sight lines.  For lineups, you can use taped lines on the floor to demarcate direction and flow, like what we’re seeing in grocery stores.

Face masks and hand sanitization

All staff should always wear face masks, and it’s a good idea to provide hand sanitizers and masks for all guests in case anyone wishes to wear a mask and clean their hands.

On the invites, brief guests on safety measures

Reassure your guests that proper measures are being put into place to protect them and others during the celebration. Depending on the event, you may even want to list the specific safety measures that will be in place. It’s a wise idea to let guests know what to expect and put any worries to rest.

You might also consider having guests sign a ‘Covid waiver’ that  outlines the rules and regulations and makes sure they understand some of the risks associated with gathering in groups. Make sure to have everyone sign it before the event.

You can also consider including visual cues at the event venue, such as signage or floor markings that encourage guests to sanitize their hands on arrival, maintain distance, and more.

Safety measures for food prep and serving

For food and beverages, you can consider using individually wrapped food instead of serving up food in an open buffet. While the bagged or pre-packaged meals aren’t always as eco-friendly, it may be the option that guests are most comfortable with in terms of health and safety.

It’s also safe to opt for a buffet and food stations, just make sure you have an attendee present to keep everything clean and safely handled.  In addition, make sure that there are splash guards, plus general food safety around serving with utensils, not hands. Temperature checks for the food are essential, too.

One food trend for 2020 is serving delicious little plates of individual charcuterie or canapes, so that guests can pick up a pre-prepared plate to nibble from.

We also recommend including sanitization stations and having staff regularly disinfect all the key touch points and high-traffic areas.

Put away your dancing shoes for now

For many celebrations, particularly weddings, dancing is a classic feature. That said, it’s not recommended as a safe activity during the current pandemic. When you add alcohol, dancing, and general merriment together, the result can be far too many opportunities for too-close contact. You can still arrange something special for the bride and groom’s first dance, though, so not all dancing hope is lost!

How Susanna helped create a magic wedding in Whistler, BC, during the Coronavirus

Like many couples planning their wedding in 2020, our couple had to postpone their big plans but still wanted to get married on their intended date. After scoping out a few outdoor spaces, we eventually decided on holding the ceremony at a gorgeous lakeside property in Whistler, offered by a contact of the couple. 

The beautiful outdoor space allowed for optimal airflow, distancing, and it even included a covered area for backup in case of rain. The day started off cloudy with light rain, but the sun came out just in time to shine on our gorgeous couple.

After the ceremony, guests enjoyed an elegant dinner reception at the Four Seasons in Whistler.  This was the first event to take place at the Four Seasons after Covid began. As always, they provided top-notch service to our team and our clients.

The hotel staff wore face masks and hand sanitization was visibly on hand throughout the event.

We spaced tables well apart, had limited seating per table of no more than six guests, and pre-assigned seating. We also encouraged families and couples to be seated together. 

Are you planning a major event in the next year? Wondering how and where you can do it safely?

If you’d like Susanna’s one-on-one guidance to create an unforgettable (and safe) event or just have a few questions, reach out anytime.