Safe meetings during covid is a top concern for event professionals is how to return to face-to-face meetings in the era of Covid-19 safely.
CDC offers the following guidelines to help prevent the spread of COVID-19. Event planners should work with state and local health officials to implement this guidance.
Guidance for Organizing Large Events and Gatherings (CDC)
Full document here
This guidance is meant to supplement—not replace—any state, local, territorial, or tribal health and safety laws, rules, and regulations with which gatherings must comply.
Risk Factors to Consider
- The number of COVID-19 cases in your community—High or increasing levels of COVID-19 cases in the event location or the locations the attendees are coming from increase the risk of infection and spread among attendees. Relevant data can often be found on the local health department website or on CDC’s COVID Data Tracker County View.
- Exposure during travel—Airports, airplanes, bus stations, buses, train stations, trains, public transport, gas stations, and rest stops are all places where physical distancing may be challenging, and ventilation may be poor.
- The setting of the event—Indoor events, especially in places with poor ventilation, pose more risk than outdoor events.
- Length of the event—Events that last longer pose more risk than shorter events. Being within 6 feet of someone who has COVID-19 for a total of 15 minutes or more (over 24 hours) dramatically increases the risk of becoming infected and requires quarantine.
- Number and crowding of people at the event – Events with more people increase the likelihood of being exposed. The size of the event should be determined based on whether attendees from different households can stay at least 6 feet (2 arm lengths). Physical distancing at events can reduce transmission risk—for example, blocking off seats or modifying room layouts.
- The behavior of attendees during an event— Events where people engage in behaviors such as interacting with others from outside their household, singing, shouting, not maintaining physical distancing, or not wearing masks consistently and correctly can increase risk.
Maintaining Healthy Environments
Event planners should consider implementing these strategies to maintain healthy environments.
- When to Clean
- When to Disinfect
- Use Disinfectants Safely
- Restrooms
- Ventilation
- Water Systems
- Modified Layouts
- Physical Barriers and Guides
- Communal Spaces
- Food Service
- Shared Objects
Maintaining Healthy Operations
Event organizers and staff may consider implementing several strategies to maintain healthy operations.
- Regulatory Awareness
- Protections for Event Staff and Attendees who are at Higher Risk of Severe Illness from COVID-19
- Limited, Staggered, or Rotated Shifts and Attendance Times
- Travel & Transit
- Designated COVID-19 Point of Contact
- Communication Systems
- Leave (Time Off) Policies
- Back-Up Staffing Plan
- Staff Training
- Recognize Signs and Symptoms
- Sharing Facilities
- Support Coping and Resilience
- Lessons Learned After the Event
In Case Someone Gets Sick
Event planners should consider several strategies to implement in case someone gets sick.
- Advise Sick People of Home Isolation Criteria
- Isolate and Transport Those Who are Sick
- Clean and Disinfect
- Notify Health Officials and Close Contacts
What to do if anyone becomes sick after hosting or attending a gathering or event
- If a staff member or an attendee develops symptoms consistent with COVID-19, such as fever, cough, or shortness of breath, follow steps to prevent the spread of COVID-19 and the Public Health Recommendations for community-related Exposure. Collaboration with the local health department is essential to facilitate case investigation and contact tracing for event attendees. Also, immediately contact and notify the people they were in close contact with, the event organizers, and the local health department.
- If a staff member or an attendee is waiting for COVID-19 test results, follow these crucial steps pdf icon[223 KB, two pages] to help stop the spread of COVID-19.
If you are a staff member or an attendee who has been diagnosed with COVID-19, a public health worker may contact you to check on your health and ask you who you have been in contact with and where you’ve spent your time. Your information will be confidential. Learn more about what to expect with the contact tracing pdf icon[1.8 MB, two pages].
