How to plan a Covid-proof event

Understandably, you might be nervous about planning an event in the midst of a pandemic. Even the most mundane events can be stressful. We see risk teams in the internal sector pulling their hair out when a pandemic or Lockdown is possible. It doesn’t need to be like this if you plan your event well and make it Covid-proof.

Any successful event requires planning. This is especially true when planning an event in the midst of a pandemic. You should ideally have three plans: Plan A (the normal event), Plan B (the same event with additional restrictions or partial lockdowns), and Plan C (the full lockdown event). Plan to ensure that your event is Covid-proof.

Plan B – Event running as usual

This option is pretty straightforward. Plan your event just as you would if you had known nothing about Covid-19. There are many areas and rooms to choose from, as well as unrestricted catering options. Don’t get excited about this. Even if there are no lockdowns, health restrictions will be in place.


We ask our clients to do so for a number of reasons. First, clients find it easier to dictate how they imagine the event. Some clients may be trying to replicate a successful event held in the past. It also allows us to identify the key elements that the client is looking for. It may be that some elements are important, but they don’t match the health restrictions of today and need to be reimagined.


Plan B: The event will run with additional restrictions or partial Lockdown

In 2020/2021, this option will be the most popular. There are rarely any health restrictions. The popular ” hybrid ” events fit into this category. This plan will assist you in reimagining your event to be Covid-Safe. Some attendees may not be able to make it to the event. A hybrid event is a great option in this case. Visit our blog for more tips on how to make your Hybrid Event engaging. The event can also be run as per Plan A, with a few minor changes. For example, you can use QR codes to check in and masks/sanitizers to ensure there is no crowding. All aspects of the event must be considered.

Check if any changes are needed to meet the Public Health Orders. It is also important to complete a Covid Safe Plan. It is important to do this in addition to your normal risk assessment.


Plan B – The event is still running, but all staff and attendees have been put on Lockdown

The word Lockdown is a frightening one for most Australians, especially in VIC. The word Lockdown was used to describe events that were canceled by the thousands at the start of the pandemic. Businesses are starting to realize that the pandemic is not going anywhere anytime soon. Enterprises are slowly working to find ways to continue despite lockdowns.


Negotiate with your suppliers as soon as you start planning your event. Together, create a plan of action in case there are border closures or lockdowns. We are planning an event that will involve attendees from every state in Australia. One or more states may have border closures or lockdowns at the time the event takes place. We have, therefore, negotiated that we are able to reduce our numbers without any penalty in the event of a state closing. We also asked for the option of transferring the funds to another event in the next 12 months. If we decide to move from an in-person to an online event, this option will be available. We have planned and discussed the online version of the event during the planning stage. What platform would we choose? What would need to be changed to make it work in an online environment? How can we make sure that the most important elements of the event are still powerful? How will we measure the success of this event?


The conclusion of the article is:

A good event planner can help you plan your events and will ensure that they are consistent & flowing. Great event planners will make sure you are prepared for any situation. The planner will work with you to develop all of the plans and make sure that your event is successful – regardless of how it’s presented. Please get in touch with Events Outsourced to discuss the possibilities for your next event. We are happy to help you make your next event Covid Proof.

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