Manish Mittal elaborates on how event planners can think out of the box to ensure social distancing in these uncertain times
Picture this — large stage setup, loud music, people waving their hands in the air, flashlights on and the adrenaline rush kicking in... Do you remember such times when you would sneak out of your homes only to attend your favourite singer’s concert? Doesn’t it feel like outdoor concerts and other physical events are something that happened ages ago?
We are, certainly, experiencing a watershed moment in our lives as from now on, we would always talk about life before and after the pandemic. Is it ever going to be the same? Most probably not. However, it seems, with vaccines rolling out and wedding season approaching, the industry is in for a revival. One thing is for sure that the events won’t be like anything we’ve experienced before. Right from planning and organising to the execution stage, physical events will present a new set of challenges. Being prepared will put you in a better position to succeed. So, here are a few out-of-the-box ideas with strict precautions and a renewed perspective for turning your dreams into reality even amid the pandemic:
Check the number of guests on the list
Even though restrictions are easing out in a phased manner, the threat of the novel Coronavirus is still looming large. It’s obvious that the risk of catching the virus is much higher in crowded and inadequately ventilated spaces, where people spend time in proximity. In such an environment, taking precautions is even more crucial. Hence, when organising an event, it’s very important to keep the social distancing factor in mind. One of the best ways to keep it in check is by limiting the number of people attending the event. The fewer the people, the better it is. Only the ones that matter the most should be included. And it doesn’t mean that the occasion has to be compromised. On the contrary, inviting lesser individuals will only increase your budget, providing you with an array of fancy options to choose from.
Need of the moment
While celebrations are important, protecting yourself from the deadly virus is even more crucial. And what can be more effective than getting vaccinated? Hence, keeping it on priority, make a protocol that everybody — right from the event coordinators to employees and guests of the occasion — should be fully vaccinated or at least carry negative RTPCR reports to the venue with them. Remember, that when you get vaccinated, you are protecting yourself as well as helping to protect the whole community. A policy of keeping the touch factor to the minimum can work wonders too.
No entry without masks and gloves
This is one of the basic but equally important guidelines. An event planner should be careful about it. It’s a no-brainer but worth a reminder. Just because things are slowly getting better after a long time, it doesn’t mean people can come out without any protection. Wearing masks as well as gloves must be mandatory at any event, be it a business party, a concert or a wedding. In fact, as a host, set up a separate counter at the entrance for giving out masks and gloves to anyone who requires or forgets to wear them. To make it engaging, it’s a great idea to customise them. Additionally, put hand sanitisers on each and every table so that they are easily accessible. Additionally, don’t forget to position the sanitiser fogging machine at the entrance of the venue.
Safety and sanitisation is mandatory
Having a cleaning protocol in place is quite an essential component of any occasion. Also, not just having the policies play a significant part here but ensuring that you communicate them to the event professionals is necessary.
Hotels and banquets halls should be stringent about observing the safety guidelines. They must convey them before the occasion to every individual attending it. All information should move to the drumbeat of safety first, since building a reputation drives events forward.
In case you’re booking an encased setting, you need to ensure that the washrooms are completely cleaned and disinfected. Washrooms are, perhaps, the most common areas where the infection can be easily contracted. It’s not possible to prevent access to these during the occasion. Instead, you can guarantee that they will be completely disinfected and sanitised, in turn, ensuring the well-being and health of the attendees.
Summing up
Planning and organising an event amid the pandemic can be a bit challenging but ensuring the safety of everyone can magnify the gaiety of the occasion. With the right strategy in place, you can turn your events into memorable stories!
(The author is the founder and MD of Panoramic Episodes, a high-end event planning and entertainment company.)