Hello fellow Covid Zeros! My name is Robin, a retired teacher, and an active member of the Covid Underground. As a firm believer in the importance of maintaining social connections while prioritizing health and safety, I’ve compiled this beginner’s guide to organizing Covid-safe outdoor events. I hope these tips and suggestions help you in creating memorable and secure gatherings for you and your community.
1. Choose an appropriate outdoor venue
Selecting a spacious and well-ventilated outdoor location is crucial for minimizing the risk of virus transmission. Ideal venues include public parks, open fields, or even a large backyard with ample room for guests to maintain a comfortable distance from one another. When scouting for a location, consider how easily accessible it is and whether it offers any essential amenities, such as restrooms and handwashing stations.
2. Plan your event with safety in mind
As you start organizing your gathering, put safety at the forefront of your planning process. Factor the following key elements into your event:
a. Limited attendance
Limiting the number of attendees can help maintain a safe environment. Consider inviting a small, manageable group of individuals and ensure you communicate the size of the gathering to those invited.
b. Timed entry
To avoid unnecessary crowding, designate specific time slots for guests to arrive and depart. This not only helps manage the number of attendees at any given time but also allows for a smoother event flow.
c. Distanced seating
Arrange chairs or seating areas at least six feet apart to promote social distancing among attendees. Encourage households or families to sit together, and inform guests beforehand of these seating arrangements.
3. Communicate safety guidelines to attendees
To ensure that everyone is on the same page, inform guests of your safety protocols well in advance of the event. This may include wearing masks, practicing social distancing, and regularly sanitizing hands. Encourage attendees to cancel their attendance if they feel unwell or have been in close contact with someone who has tested positive for the virus.
4. Provide essential safety gear
Equip your event with items that promote safety, such as:
- Hand sanitizer stations
- Disposable face masks
- Disinfectant wipes
- Tissues
- No-touch trash cans
Make sure these supplies are readily available to guests and at various locations throughout the venue.
5. Consider a bring-your-own (BYO) policy
To minimize potential transmission risks associated with sharing food and drink, implement a “bring-your-own” policy, asking guests to pack their snacks, beverages, utensils, and picnic blankets. This way, guests only handle items they’ve brought themselves, reducing the likelihood of cross-contamination.
6. Organize Covid-safe activities
Opt for activities that can be enjoyed while maintaining a safe distance from others. Some ideas include:
- Outdoor yoga or tai chi classes
- Virtual scavenger hunts (using smartphones or tablets)
- Open-air movie screenings
- Silent discos (using wireless headphones)
Avoid planning activities that involve physical contact or shared equipment.
7. Appoint a safety officer
Designate a responsible individual to act as a safety officer during the event. This person will be responsible for ensuring that safety measures are observed, such as mask-wearing, social distancing, and regular hand sanitizing. The safety officer can also address any concerns or questions from attendees related to these protocols.
8. Have a backup plan
Outdoor events are susceptible to unpredictable factors, such as weather changes. Develop a backup plan in case of rain or unfavorable conditions. This might mean rescheduling the event or moving it to an alternative, covid-safe indoor space.
9. Clean up responsibly
Finally, ensure that the event venue is left in pristine condition. Provide easily accessible trash bins, and after the event, dispose of all waste responsibly. If utilizing a public space, follow all local guidelines and regulations in terms of cleaning up and leaving the area as you found it.
I hope you find these tips helpful in planning and organizing a Covid-safe outdoor event for your community. Remember, we can still build meaningful connections and create memorable experiences with one another while prioritizing the health and well-being of ourselves and those around us. Stay safe, and happy planning!