Event creators around the US are celebrating the reopening of venues and communities nationwide. But in this new climate, creators aren’t just on the hook for planning great events — they’re also responsible for the safety of attendees. In support of our COVID-19 Safety Playbook, we’ve collected answers to some of the most common questions on event creators’ minds, as well as links to related content from the CDC and our blog. As always, rules and regulations are continuing to rapidly change, so make sure you’re checking your local and state guidelines as well as our Event Industry Report.
Am I able to require attendees and staff to be vaccinated prior to my event?
While it might be permitted to require vaccinations for attendees, it’s important to check your state laws and regulations before your next event. Some states such as Florida, Alabama, Montana, and Texas have executive orders in place that prevent private businesses from requiring vaccinations for customers or event-goers. Other states are more open to this idea, but there isn’t currently any sign that mandatory COVID-19 vaccination will be widespread in the US. Private businesses may be able to require vaccinations for employees and customers, depending on their state mandates, but that decision should be made by the event businesses.
If you are able to require attendees and staff to be vaccinated prior to your event, determine how you want to verify vaccine status. You can ask people at the door if they’re vaccinated, trusting that they are answering the question honestly. Or, you can rely on a smartphone app, such as CommonPass or Excelsior Pass, that creates scannable vaccine passes based on vaccination records. You can also require proof of vaccination, such as the CDC vaccine card, at the door.
Consider the venue and the activities you’re hosting as you’re determining whether or not to require vaccines. The CDC has advised that outdoor, open air events are safer than indoor events for unvaccinated individuals. When an event is less conducive to social distancing, or when attendees will be eating and drinking, requiring vaccines for all attendees might help keep everyone safer. If you need further guidance on whether or not your venue meets safety requirements, use our COVID-19 risk assessment tool.
The CDC’s guidelines for fully vaccinated people is another helpful resource when making decisions on required vaccinations.
How do I learn more about the safety precautions and methods available?
Planning for social distancing, sanitizing, and disinfecting during your event is easier with the right resources to guide you. Learn more about safety precautions in our COVID-19 Safety Playbook and checklist for planning a grand reopening event after COVID-19. It’ll help you identify safety risks and requirements, from hand sanitizer safety precautions to mask requirements. We also walk you through choosing your event type, designing a budget, selling tickets, and enforcing safety measures at the event.
How do I let my attendees know about the safety steps being used at my event?
Communicating with attendees about safety precautions prior to your event is essential. Share safety protocols on your event website, Eventbrite listing, or social pages. When attendees purchase a ticket, be sure to include safety guidelines in the ticket confirmation email.
At the event, signage can help you spread the word about social distancing and masking. Consider posting “Mask required” signs or setting up the space to allow for social distancing.
Check out this template for communicating your event’s COVID-19 safety procedures.
What can I do if people don’t follow safety procedures?
Establishing safety procedures for your event is important, but so is enforcing them. Maximize event-goers’ safety and comfort by conducting a risk assessment before and during your event to identify necessary safety procedures. Then, train your event staff to monitor attendees and enforce event guidelines. Staff will request that the people not following these guidelines either adhere to them or leave the event. For larger events, hire event security to enforce safety and social distancing guidelines.
Follow these steps to identify, measure, and reduce COVID-19 risks at your event.
Where can I find the most up-to-date information on regulations, restrictions, and vaccine numbers?
You have several resources to help you find up-to-date information on COVID-19 statistics. Local health departments and state governments put regular, often daily, updates on current vaccine numbers at your disposal. You can search COVID-19 rules by state to find regulations and restrictions specific to your area. Check out the CDC and Eventbrite Industry Report to stay up to date on COVID-19 trends, see a COVID-19 risk map, and read about industry trends.
What cleaning products/PPE should I provide to attendees/staff?
A variety of personal protective equipment (PPE) for COVID-19 is available, and stocking up on key items before your event is a smart choice. Consider purchasing hand sanitizer, disposable masks, and disinfectant for easy cleaning. Contact PPE distributors and brush up on PPE training before your event. For more information, read through our event safety requirement glossary.
If you require PPE at your event, make it clear that proper use is expected of all attendees and staff. Before the event, host a brief PPE training for staff so that they understand how to put on PPE and use hand sanitizer and disinfectant. Signage at your event can instruct attendees on what type of PPE is required and how to wear or use it properly.
How can I cancel/postpone my event if it becomes necessary?
If you have a coronavirus-related event cancellation, inform your attendees promptly. An event cancellation email or announcement on your social channels can spread the word quickly to your attendees. Be sure to share information on rescheduling the event, reimbursing ticket sales, or switching to a virtual format.
What do I do if I find out there was a confirmed COVID-19 case at my event?
Contact tracing is necessary after a confirmed case of COVID-19 at your event. Collect your attendees’ contact information so you can alert people if they were exposed to a confirmed case. Gather this information ahead of time, either when tickets are purchased or at the door. A contact tracing form should include the name, phone number, and email address of every attendee so that you can perform COVID-19 contact tracing with the help of your local health department.
How should I lay out my venue space to make the best use of space?
Depending on regulations, you may need to put social distancing measures in place at your event. Effective strategies include seating guests six feet apart, creating distinct sections reserved for families or groups who attend together, and maintaining distancing in lines. Major sporting events and other venues have also had great success setting up “vaccinated only” sections to keep attendees safer. Make sure your layout is clearly marked so that guests can abide by any distancing requirements at your venue.
How can event planners prepare for restrictions being lifted in the future?
COVID-19 case counts and vaccination rates are ever-changing, which means that states are lifting COVID-19 restrictions differently. While the US has seen mask restrictions lifted by the CDC for fully vaccinated individuals, state, local, and private business guidelines may vary. Event planners should have COVID-19 safety precautions in place for the short term and remain flexible to lift or lighten restrictions due to rising vaccinations and lower case counts.
Stay informed by checking out our Event Industry Report. Once you get your first event on the books, find a helpful summary of the next steps in the reopening checklist.
What screening questions should I ask guests when they arrive at my event?
COVID-19 screening questions can help you identify any attendees who might be infected with COVID-19 or at a higher risk of contracting it. Follow this list of screening questions developed by the CDC, and customize it for your event.
Ready to jump back into event planning? See how Eventbrite helps you sell more tickets.
