PANDEMIC RESTRICTIONS VARY
Guidelines on hosting events during the pandemic will vary greatly by country, city and state, so you’ve got to be up to date on policies and procedures at the particular location you’re activating within.
Make sure that you’re in line with the orders and that you have a plan ready to go in place for how you’re going to make sure they’re all adhered to.”
PROGRAMMING NEEDS TO BE AIR TIGHT.
Before reviewing potential event venues, make sure you’ve got a solid plan in place. The years of changing plans at the last minute belong to the pre-Covid-19 era. That means solidifying what activities you’ll be conducting on-site, how many people will be in attendance and what time of day the event will take place.
When event organizers haven’t solidified event details before reviewing venue options, disappointments and surprises are more likely to occur.
EXPONENTIALLY MORE SPACE IS NEEDED
You will need ample space in order to adhere to social distancing orders. Pre-COVID personal space totaled around 10 to 15 square feet per person. Post-COVID, that number expands to 140 square feet per person (or six feet between individuals). And for groups of three, the number swells even further to 200 square feet, and 67 square feet per individual.
PERMITTING DEPENDS ON A VARIETY OF FACTORS
Outdoor events require permits, but the requirements vary greatly depending on what type of event is being produced.
Will it be in a park or on a street? Will food and alcohol be served? Is the event free or ticketed? Is it a stationary event or one that spans many city blocks, like a parade or race? Will generators be needed?
HAVING CONTINGENCY PLANS IS CRUCIAL
The pleasure of experiencing the great outdoors can often be dampened by the unique challenges of hosting an outdoor event (think: extreme weather, finding power sources and the need for a more robust security plan), so having contingency plans is crucial.
In Malaysia, we used to have quite predictable weather eg rainy season in certain months. Thanks to global warming, our weather can change from a scorching hot Chinese New Year to a rainy one. You can try and plan your event during the safer hot weather months, but you never really know what will happen. It’s good to think though contingency plans and how different types of weather will affect your event.