Event planning involves a lot of tasks and activities for the management team, including safety precautions for the guests. The recent widespread pandemic has affected the event planning industry in Canada and overseas, and is mostly arranged digitally. In fact, in Canada, the market revenue of the event planning industry and trade shows is expected to grow to $2.4 billion in 2021.

This revenue includes both live and virtual events, and event planners have to deal with multiple aspects to ensure that the events occur securely. However, with the recent weekly average of 2,917 cases, and the instability in safety guarantee, clients have multiple concerns about event safety plans. The following includes a guide on the common concerns event planners would hear and the respective answers to the questions.

Is overcrowding a possibility?

During events on location, the professionals ensure that the event capacity is maintained as per the local restrictions. The event planner would inform the visitors of the specified venue occupancy list beforehand. Also, they manage the overall customer traffic on the day of the event as well.

Who would handle the event at the location?

The team of professionals handling the event on location includes event designers, event planners, and event managers. They are responsible for handling the arrangements of the venue design and planning process. For accurate health security, the number of workers is kept at a minimum, and each member undergoes compulsory health checkups.

The minimum number of workers in 43% of event management teams is lower than 5. All of these professionals monitor the event on the specified date of the occasion.

Is it safe for children to attend?

During the pandemic period, it is best for children to not attend big events for their safety. However, for events intended towards the younger audience, the event planners assess and sanitize the play areas on site carefully.

Moreover, the areas designated for activities are closely monitored, and proper local legislative measures are taken into account. The staff also perform background checks on the professionals working on site for the utmost child safety.

Is there medical personnel available?

Event planners need to take accurate medical assistance measures for the safe treatment of all attendants. The on-site medical staff are equipped with sanitary equipment and temperature checkers. Each of the attendees would undergo a temperature inspection and quick general assessment before entering the event space.

Other than that, the medical staff deal with injuries or accidents on-site, with immediate emergency assistance for severe cases. Many event management professionals organize ambulance services to stand guard near the premises for speedy hospital transport. Having all of the state or local regulated medications and equipment on-site is crucial. Moreover, the event planners keep a note of the closest hospitals as well for quick transport of patients in case of emergency. '

There is a clear line of information exchange between the event coordinator and the medical staff on the event conditions and venue health checks. They assess and follow the legal regulations for group gatherings during the planning process. Furthermore, capable event managers suggest the staff employees and visitors with Covid-19 proximity over the last 14 days to stay at home. Also, the safety precaution of clothed face masks for all attendees is a top-priority rule.

Would the event team take measures to contact family members in case of emergency?

One of the security factors reliable management teams take is keeping a record of the contact information of all attendees. Thus, in the case of emergencies, it is possible to get in touch with the secondary contact person.

What are the security measures for venues?

The venue officials and event managers look into the facility conditions for the safety of all the participants, staff members, and attendees. Approximately 52% of event management professionals state that choosing and renting a facility is a major part of the event planning budget. Consequently, the venue officials ensure that they provide adequate security vantage points in case of an outdoor event.

For indoor events, professionals choose a venue with well-ventilated open spaces and mark the escape routes.

Moreover, the venue officials coordinate with the event planning team about all available security vulnerabilities. Plus, the professionals keep a note of the non-human threats as well, like wild animal sightings in the areas and the potentiality of flooding.

It is necessary to keep a note of the road plans in the area, specifically nearby highways. Doing proper security, maintenance, and health safety checks is also important.

What kind of information is relayed to the attendees and when?

One of the security tasks event planners handle is preparing and notifying the attendees on the important health and safety data beforehand. They place signage in particular event spots, post a notification on the official website, or hold a pre-event announcement.

Are the staff members well-informed about the safety rules?

The event planners inform the staff members of the event safety precautions and medical emergency rules before the event timing. They provide data about the site and the safety rules at the time of site induction. Each team in the planning and decoration process, including suppliers, gets prepared information regarding the safety precautionary guidelines. These include data like site hazards, parking and speed limits, medical team and facility area, space and facilities for disabled individuals like wheelchairs, emergency exits, toilets, and wash facilities.

How is the technical equipment management at the event? Are there any trip hazards?

The professionals on-site ensure that there are no ropes or cables placed in areas near the audience. Other risky items like glass and electrical equipment like generators are kept in a separate section.

What are the food and beverage precautions at the venue?

Event professionals ensure that the refreshments and food they provide are from verified top-quality vendors. They confirm the licenses of the suppliers and check if the staff have healthy body temperatures. Those who show any health issues symptoms are not allowed on the premises during the event.

Also, the ingredients are preserved at optimal temperature conditions and the kitchen area is well ventilated and sanitized.

Bottomline

Attendees and participants have these questions regarding safety conditions in live events beforehand. The measures mentioned here are the main precautions that event professionals take.