Read: How to effectively plan your outdoor event during a pandemic

How to effectively plan your outdoor event during a pandemic

Outdoor events have become more common as a result of the emergence of the 2020 coronavirus pandemic. After a long halt in all events worldwide, event organization specialists finally began exploring the idea of reorganizing events in open spaces. However, planning an outdoor event has considerations and complexities that differ from planning an indoor event. Therefore, in this article, we will explain the steps you need to take when planning an outdoor event in the COVID-19 world. We will also highlight the safety precautions you need to take to ensure your event runs as smoothly and safely as possible.

Steps to Take When Organizing a Successful Event During the Spread of Any Disease Pandemic - God Forbid

Choosing the Appropriate Outdoor Event Venue 

When planning an outdoor event, finding a suitable venue or space for the event is essential. There are many things you need to consider, including logistics, comfort, and safety in the COVID-19 world.

Logistics of the Outdoor Venue

Your outdoor venue should be easily accessible and reachable. First, this is important from your guests' perspective, who need to be able to reach your venue easily. But accessibility is also important when it comes to arranging catering services, entertainment, or equipment rentals. Securing an outdoor venue that is easy to locate and enter should be a high priority. Ease of parking and public transportation, along with access to power, outlets, and running water, should also be considered. For outdoor events, these aspects are often more complex, so it's important to consider this when booking your venue. Outdoor venues do not necessarily have to be in the middle of nowhere. There are many outdoor venues located in central locations, which are easily accessible and contain a wide range of amenities.

Creating Comfortable Seating Areas 

Seating should be available and considerate of a variety of physical needs. Choose items like high stools, rattan sofas, or even giant fabric beanbags. Each of these will cater to different abilities, ensuring that everyone has the opportunity to be comfortable when seated.

Providing Beverages

You must ensure that an adequate amount of water and other refreshments are available throughout the event. Outdoor events can lead to thirst more quickly, especially when held on hot summer days.
Be aware that during COVID-19 times, hygiene and sanitation must be ensured throughout the event, especially when handling utensils and glassware.

Ensuring Easy Access to Restrooms and Handwashing Facilities 

Access to restrooms and handwashing facilities is always important at outdoor events, but it is especially crucial when planning an outdoor event during the coronavirus pandemic. Depending on the outdoor venue, you may need to provide restrooms.

You will also need to take extra precautions to ensure all your guests remain safe. 

Establishing Boundaries and Sufficient Distance Around the Cafeteria or Buffet

• Ensure guests maintain a safe distance from each other when queuing at bars, buffets, or restrooms. Provide floor markings to ensure distancing.
• Ensure your event is filled to a lower capacity to allow extra space for social distancing 
• Event venues should advise you of their social distancing capacities when booking, but it's important to ask about this if they don't. The number of people allowed in any venue should be significantly reduced.

Highlight That Mask Usage is Required to Attend Your Event 

Mask usage has become the norm and can be an important safety tool when social distancing cannot be maintained. Suggest that they be used during your event as an additional precautionary measure to keep all guests safe.

Providing Sanitizers and Disinfectants Throughout the Venue 

Ensure plenty of bottles are available throughout your outdoor venue, especially near food or beverages and at entry and exit points. 

Creating a Backup Plan for Your Event

• In the presence of COVID-19, event regulations can change overnight. This means you need to be ready for anything thrown your way - including cancellation or rescheduling.
• Be aware that guests expect there to be opportunities to back out of events without fear of financial loss - so if possible, try to make attendance as flexible as possible, or provide clear guidelines about your rescheduling policies. 
• You may also want to offer an online version of your event, allowing you to reach more people, or even allow guests to choose their preferred method of attending the event.