With restrictions easing on face-to-face gatherings…


Industry Observer


Industry Observer


With restrictions easing on face-to-face gatherings, here are some of the emerging best practices event planners can follow to ensure a healthy event space.

Timelines back may vary, but we’re all looking forward to gathering with our tribes again. As hotels and venues reopen, some organizers are preparing now to resume face-to-face gatherings in the next few months. While new standards for healthy meetings are still a work in progress, everyone agrees that future events will look different.

New health considerations when selecting and preparing an event space are one of the first changes planners need to address moving forward. Here are some of the emerging best practices you’ll need to know to reduce the risk of a health crisis and accommodate the new expectations for health and safety.

Choose a venue partner you trust

Planners can expect to see a range of new venue provisions addressing health and safety. Choosing a venue partner you can trust to attend to the cleanliness and health of their facility should be a top priority moving forward. Some venues are going to offer more health amenities than others. It will be incumbent on planners to assess the differences and budget as needed for incremental precautions necessary to meet the needs of your attendees.
Marriott International is one example of venue leadership in preparing for healthy gathering spaces. Their properties recently reopened with an extensive set of new health safety measures in place. They are moving from high-touch to touch-less through technology, space design, meeting set-up and food & beverage offering. We are introducing deeper and more frequent cleaning with extra attention given to high-traffic areas.

Plan on new occupancy limitations

Current public health guidance indicates that to limit the spread of illness in a group setting, people should maintain a distance of 1.5m from others at all times. Venues and planners will need to work together to calculate acceptable occupancy rates for each event.
The space requirements to hold your event at a particular venue will also have new calculations for considerations such as queueing locations, traffic flow, restroom access, and the quantity of ingress/egress points available.

Consider outdoor spaces

Venues are also putting plans in place to offset new occupancy limitations by expanding the space they make available for events. Look for creative and functional new options that utilize patios, breezeways, and even parking lots.
Outdoor event spaces are uniquely appealing in locations where weather is mild, however tenting and portable heating/cooling elements can make these non-traditional spaces inviting even in inclement weather. While it’s still mandatory to maintain social distancing in outdoor spaces, an outdoor setting also brings the assurance that your gathering will be well-ventilated. Attendees may in turn feel safer meeting face-to-face outdoors.

Embrace new seating arrangements

Experts are converting social distancing requirements into creative new seating arrangements that rethink everything from the bar to the ballroom. Don’t be surprised to see six foot rounds that used to seat ten replaced by six foot squares to seat four. Shoulder to shoulder theater seating is gone, replaced by rows of two chairs buffered by six foot aisles and accommodating no more than 250 in a single space.

Monitor emerging “safe gatherings” guidance

Expect that the guidance on safe gatherings will continue to evolve. Organizers will need to regularly check national, state, and local guidance for safe gatherings and adjust to any changes leading up to a face-to-face event.

If you are feeling uncertain about the safety of planning any event, a knowledgeable events agency such as Events Beyond can assist with the risk assessment and contingency planning that will help ensure healthy return to gathering face-to-face.


For more information, simply leave us a note in the form below, or CALL US to discuss your specific requirements.

We’d love to hear from you.


How did you hear about us?
I would like to subscribe to the Events Beyond monthly newsletter subscribe

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With restrictions easing on face-to-face gatherings…

With restrictions easing on face-to-face gatherings, here are some of the emerging best practices event planners can follow to ensure a healthy event space.

Timelines back may vary, but we’re all looking forward to gathering with our tribes again. As hotels and venues reopen, some organizers are preparing now to resume face-to-face gatherings in the next few months. While new standards for healthy meetings are still a work in progress, everyone agrees that future events will look different.

New health considerations when selecting and preparing an event space are one of the first changes planners need to address moving forward. Here are some of the emerging best practices you’ll need to know to reduce the risk of a health crisis and accommodate the new expectations for health and safety.

Choose a venue partner you trust

Planners can expect to see a range of new venue provisions addressing health and safety. Choosing a venue partner you can trust to attend to the cleanliness and health of their facility should be a top priority moving forward. Some venues are going to offer more health amenities than others. It will be incumbent on planners to assess the differences and budget as needed for incremental precautions necessary to meet the needs of your attendees.
Marriott International is one example of venue leadership in preparing for healthy gathering spaces. Their properties recently reopened with an extensive set of new health safety measures in place. They are moving from high-touch to touch-less through technology, space design, meeting set-up and food & beverage offering. We are introducing deeper and more frequent cleaning with extra attention given to high-traffic areas.

Plan on new occupancy limitations

Current public health guidance indicates that to limit the spread of illness in a group setting, people should maintain a distance of 1.5m from others at all times. Venues and planners will need to work together to calculate acceptable occupancy rates for each event.
The space requirements to hold your event at a particular venue will also have new calculations for considerations such as queueing locations, traffic flow, restroom access, and the quantity of ingress/egress points available.

Consider outdoor spaces

Venues are also putting plans in place to offset new occupancy limitations by expanding the space they make available for events. Look for creative and functional new options that utilize patios, breezeways, and even parking lots.
Outdoor event spaces are uniquely appealing in locations where weather is mild, however tenting and portable heating/cooling elements can make these non-traditional spaces inviting even in inclement weather. While it’s still mandatory to maintain social distancing in outdoor spaces, an outdoor setting also brings the assurance that your gathering will be well-ventilated. Attendees may in turn feel safer meeting face-to-face outdoors.

Embrace new seating arrangements

Experts are converting social distancing requirements into creative new seating arrangements that rethink everything from the bar to the ballroom. Don’t be surprised to see six foot rounds that used to seat ten replaced by six foot squares to seat four. Shoulder to shoulder theater seating is gone, replaced by rows of two chairs buffered by six foot aisles and accommodating no more than 250 in a single space.

Monitor emerging “safe gatherings” guidance

Expect that the guidance on safe gatherings will continue to evolve. Organizers will need to regularly check national, state, and local guidance for safe gatherings and adjust to any changes leading up to a face-to-face event.

If you are feeling uncertain about the safety of planning any event, a knowledgeable events agency such as Events Beyond can assist with the risk assessment and contingency planning that will help ensure healthy return to gathering face-to-face.


For more information, simply leave us a note in the form below, or CALL US to discuss your specific requirements.

We’d love to hear from you.


How did you hear about us?
I would like to subscribe to the Events Beyond monthly newsletter subscribe

You may also like

7 July 2020
Qantas announces post-COVID recovery plan
7 July 2020
12 Ideas for Virtual Events
6 July 2020
With restrictions easing on face-to-face gatherings…
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