Event Planning and COVID-19: Questions and Answers

Q: What are things to consider when determining if an event needs to be postponed or canceled?

A: Submit an email to your event or catering project manager no later than 30 business days prior to your event, staying that you would like postponed your event. Once the notification is received, you'll be sent Amendment with a TBD (which can be used up to 12 months from your original event date. 

Any payment arrangements left on the existing contract can be deferred up to  21 business days of your new event date, or remain as-is. Please let us know in your email how you would like to proceed with your payment arrangements.    

 

We would also recommend that you consult with local public health officials and continually assess, based on current conditions, whether to postpone, cancel, or significantly reduce the number of attendees (if possible) at an event or gathering.

 

When determining if you should postpone or cancel a large gathering or event, consider the:

  • Overall number of attendees or crowd size.

  • Number of attendees who are at higher risk of developing serious illness from COVID-19. This includes older adults and people with underlying health problems such as lung or heart disease and diabetes.

  • How close together attendees will be at the event.

  • Amount of spread in local community and the communities from where your attendees are likely to travel.

  • Needs and capacity of the locality where you plan to host your event.

Q: Is there any information that I can share with my guest attendees prior to my scheduled event?

A: Share these resources to help people understand COVID-19 and steps they can take to help protect themselves:

 

Q: What steps should I take if any guest attendee(s) develope symptons of COVID-19 while at the event?

 

A:  If a staff member or attendee becomes sick at your event, separate them from others as soon as possible and until they can go home. Provide them with clean, disposable facemaskspdf iconpdf icon to wear, if available. If not available, provide them with a tissue or some other way to cover their coughs and sneezes. If needed, contact emergency services for those who need emergency care.

Public transportation, shared rides, and taxis should be avoided for sick persons. Be sure to contact local public health officials regarding the possible case of COVID-19 at your event and how to communicate with staff and attendees about possible exposure to the virus. Read more about preventing the spread of COVID-19 if someone is sick.

Q: What is the best way to clean and disinfect the event space after a confirmed case of COVID-19 at my event?

 

A: CDC has guidance for cleaning and disinfecting rooms and areas where a person with suspected or confirmed COVID-19 has visited. See Environmental Cleaning and Disinfection Recommendations.

Tel: (571) 222-6470

Fax: (571) 921-4158