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The Events Industry Reopening Checklist

After a long period of time without public events and outdoor entertainment, the gradual return of music festivals, theatre performances, and food and drink markets has been graciously welcomed.

However, it’s still important to remember that, whilst things are on the up, the effects of the pandemic have not completely disappeared and many attendees will still be cautious. In order for this return to event normality to be successful, there must be structural methods in place.

Here, Bunkabin provides some tips and advice to help ensure your event planning following the pandemic goes without a hitch.

Complete a risk assessment

Before conducting any event, it’s important that you complete a risk assessment to see if it’s actually possible and safe to do so. You should consider things such as:

  • Whether the venue is big enough for the event?
  • Are the emergency exits clear and unobstructed?
  • Are your staff trained and capable of handling such an event?
  • Is there disabled access throughout the venue?
  • Is the venue ‘covid safe’ - for example, does it meet the current industry safety regulations regarding distancing and sanitisation?

Be sure to test the alarms and fire exits at the venue multiple times before the actual event in case there is a need for evacuation. You’ll also want to test the acoustics from multiple points throughout the venue to ensure that they can be clearly heard throughout.

Limit the number of attendees

After over a year of not being able to put on events, it might seem counterintuitive to lower the number of attendees you would have previously had at your gatherings, but it plays a vital role in keeping everyone present safe.

As we all know by now, the more people in one location, the more likely they are to spread a virus. By decreasing the number of bodies at any one time, you’ll be allowing your attendees to spread out more, have space and enjoy themselves.

Don’t worry though, this doesn’t mean that fans have to miss out. If you have the time and facilities to do so, you can stagger entrance to events by providing guests with a time slot for their tickets - you can also organise the event so that it takes place over several days rather than one so that you can cater for more numbers.

Minimise contact

Festivals and similar events give people an opportunity to make new friends, but in uncertain times, it’s recommended that attendees remain in their own, small social groups whilst at events.

Contact between attendees and staff should also be minimised where possible. This can be done by encouraging e-tickets that can be presented on a mobile device and scanned, reducing the need for someone to physically hand over their ticket for it to be stubbed

Strengthen your security measures

In times of uncertainty, there can often be requirements for additional security measures - especially if it has been a while since a similar event has happened and you expect more antisocial behaviour than usual.

Having a strong level of security will help both staff and attendees to remain safe and also can act as an important point of call if any help is needed. Remember that security staff must remain professional, helpful, and friendly at all times.

Give plenty of notice

It’s not unusual for last-minute changes to happen at events. Things like set times, performers getting ill, and weather forecasts can all go awry and cause havoc if they have not been carefully planned for beforehand.

Be sure to give your guests plenty of notice if you need to change timings or think that the event is likely to be cancelled due to poor weather or other factors. This will hopefully provide everyone with enough time to accommodate for rescheduling.

Keep spaces clean and safe

With outdoor festivals and events, proper sanitation levels can often go out the window. It’s important that you don’t let this happen, as by letting cleanliness slip you can be putting your staff and guests at risk.

All areas, including food preparation areas, bars, facilities, and seating areas should be meticulously cleaned and maintained throughout the entire event. Make sure that the cleaners you hire are fully trained to meet covid regulations and that you have hired enough cleaning staff to keep up with the demand.

There should be a health and safety area on site for emergencies, should anyone need assistance or require a quiet, safe space whilst they wait for emergency services to arrive.

You should also ensure that the suppliers of your facilities are reliable and trustworthy. You’ll want to rent sturdy, clean, and comfortable toilets, showers and, if necessary, accommodation for the crew and guests at your event.

Bunkabin can provide deluxe sleeper units, toilets, and shower facilities on a rental basis so that your staff and guests can work and enjoy the event in comfort without having to worry about leaving their belongings somewhere that’s unsecure.

Be clear with restrictions

Make sure that you inform all staff and attendees of the restrictions and procedures that are in place. For example, if bag searches will be conducted, and whether or not alcohol is permitted at the event. This will avoid delays in checking in guests or disruption caused by those who were unaware of the limitations before attending.

Be honest and communicate

Communication is key when organising an event and ensuring that it runs as smoothly as can be.

Keep all involved as informed as you can, with written emails or text updates if anything changes. This will reduce the chance of mishaps caused by miscommunication, such as there not being enough seating due to overcrowding from selling too many tickets, and so on.

Expect the unexpected

It’s important to think of a plan B, C, and maybe even plan D when organising an event as not everything always goes swimmingly the first time. You might have suppliers cancel at the last minute, have the weather put a dampener on your day, or the theme of your event might change altogether depending on the current climate. If this does happen, remain calm, revert back to your planning board, and see how you can make the best of the situation.

You might decide to move your event to another day or push it back to the following year - whatever you decide to do, do it with authority and try to give as much notice as possible to all involved so that you can make the event the best it can be when it does go ahead.

If you follow these key steps, then your event is likely to go off without a hitch. For more information about the types of cabins that will be suitable for your outdoor event, click here.

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