COVID-19 Considerations when Planning an Event
2020 has been quite the year!
We understand how difficult it is to constantly reimagine, pivot or change your event depending on circumstances beyond your control.
We’re committed to providing innovative solutions on event practices to protect guests and staff.
COVID-19 Considerations
With safety and health being top of mind in 2020, hosting any event can be challenging, and creative solutions have been developed in order to allow events to continue. Over the past months, venues across Calgary have become extremely mindful of those impacted by Coronavirus and have implemented measures to keep guests, staff and vendors safe, and the community healthy.
At The Commons, we have accumulated a lot of knowledge and experience this year to help guide our clients through adapting their event to ever-changing circumstances. We have collected the top things we consider when preparing for an event in 2020. Intentional planning and safety of everyone involved is extremely important to us.
Event Planning
We work with our clients to customize an event design and room layout that works best for their event style while keeping within Alberta Health Services (AHS) guidelines.
We are intentional with our design and decor elements that allow for additional physical distancing, while maintaining a warm and inviting atmosphere.
Wherever possible, we seat cohorts together, with a maximum of six guests per table and consider special features such as a head table for wedding receptions, or a designated location for speeches with microphones disinfection between uses, to name a few options. Seated events are another way to manage the flow of guests throughout the space, choosing a seating dinner service or theater-style seating are great alternatives.
Other creative solutions might include multiple dance floors, guests attending via Zoom from another venue or having multiple small events within one day.
Safety Precautions
Our event staff and vendors conduct a Self-Screen before entering the space, as well as wear masks and practice social distancing with all guests.
We recommend that all guests wear masks throughout the event – although this is not required we ask guests to be cautious when moving through the space and interacting with other guests.
We suggest that guests limit exposure prior to the event if at all possible. We also ask guests to view our waiver and agree to standard COVID - 19 screening questions prior to the event.
We are in the business of creating incredible experiences and do not wish for our clients to have concerns on the day of their event.
Following AHS Cleaning Guidelines, our professional cleaners complete a deep clean of the space before and after all events. During events our staff discretely wipe down high traffic areas including common areas, washrooms and kitchens. We will also provide complimentary hand sanitizer and disinfectant spray for guests and place signage throughout the space to ensure physical distancing.
Food and Beverage
We have a curated list of exceptional caterers who have meticulous COVID protocols in place, focusing on contactless service and safe food-service practices.
Food and beverage service during this time can be hard to navigate. We work together with our clients and their vendors to ensure the event is as seamless as possible. There are lots of ways to be creative during this time while maintaining a balance of health and safety while remaining true to the intentional and feeling of your event.
During COVID, self-serve buffets, family style food service, charcuterie boards and self-serve appetizer stations are not permitted. However, seated plated meals, buffet options with a server or individually plated hors d’oeuvres are a great option and our catering teams have creative ways to serve your guests safely during this time. See some examples here.
During all of our events we have dedicated bartending staff. At this time self-serve beverage stations are not suggested but you may opt instead for having table wine, table service or individually packaged drinks.
Looking to increase your capacity?
At The Commons, we are following AHS guidelines, reducing our capacity of attendees per room to abide with government restrictions.
However, this doesn’t always mean you can’t have the number of guests you were planning. Adding another room or venue to an event can increase the capacity while upholding government guidelines.
This may be in the same building or across venues in the city connected virtually. There are lots of ways to make this work and still create an exceptional experience for your guests! We have a growing collection of rooms and partner venues capable of hosting multiple events at the same time with the technology to connect them.
Contact our events team to learn more about increasing your capacity.
Photos and videos
Capturing moments via photography and videography last a lifetime. When choosing a photographer or planning your photoshoot, consider COVID - 19 precautions to maintain social distancing between set cohorts. If this feels daunting, we are happy to coordinate recommended photographers who are experienced with COVID - 19 events.
Virtual elements
In order to modify your guestlist, we understand not everyone will be able to attend. We can advise on options available to adjust your guest list, such as creating a few versions of your list allowing you to modify with ease - understanding that as government event capacity restriction shift, so too does your guest list. As well, we can provide the technology to accommodate “Zoom” celebrations if this is of interest to you. We have A/V capabilities in many of our venues allowing guests to join, no matter where they are in the world.
Navigating COVID Cancellations and Postponements
During these uncertain times, it may feel impossible to plan an event with any assurance. Cancellations and postponements are the reality right now and we encourage all of our clients to create a “Plan B”. We recommend looking at all aspects of the events, understanding what is most important. For some clients, the specific date is a non-negotiable; for others, it may be the guestlist or room layout.
We encourage clients to understand their “must haves” and where there can be compromise due to any potential restrictions. We also suggest determining a deadline to make these big decisions. It helps reduce stress overall and we work with all clients to support them in the path forward they have chosen.
Interested in hosting a memorable event? Have some questions on how to navigate this new world while planning the event you envision? We’d love to hear from you. Book a meeting with our event team and learn how we can inspire an incredible experience!