EII Case Study
Our industry is going above and beyond to ensure we protect our colleagues, exhibitors, visitors and delegates. We believe when organised business gatherings take place, our program of enhanced measures will provide the assurance and confidence that our industry has health and safety as our number one priority, whilst still delivering exceptional events.
Pillars of Safety
The following fundamental areas are required to be considered for enhanced evaluation under your event plan.
Crowd Density Management
In accordance with government guidance, appropriate physical distancing can occur by managing crowd density. Consideration given to both the number of guests as well as staff required, and appropriate size venue selected. Pinch points analysed to ensure appropriate measures to stop overload in areas such as toilets, elevators, cloakrooms, F&B stations.
Through an increased use of technology, you should provide means to minimise queuing and contact during the registration process. The use of mobile and digital technologies can facilitate seamless and contactless access upon entry and exit. The registration process also allows for contact tracing procedures with guest contact information being gathered. Staggered admission times and egress times to be considered, with enhanced staffing to control flow and explain the event safety rules.
In addition hand sanitising and temperature checks at the pre-registration point, with event protocol clearly displayed e.g. no handshakes, face mask protocol, maintaining physical distancing
Looking at solutions such as one-way visitor traffic can create a logical flow through venues.This can prevent bottlenecks in addition to cross walking, keeping physical distancing guidelines at all times. Event floors can be demarcated to communicate the monitored flow. Aisle widths could also be increased as well as appropriate table/chair spacing. Doors should be constantly open.
Food and Beverage
Venues will look to provide slimmed down menu choices. Where possible, food and beverage should be ordered in advance. Seating areas may be eliminated or sectioned appropriately. Minimise contacts around transactions by using contactless payments. Disposable containers/cutlery used where possible, and all staff to be in appropriate PPE. Staggered service times considered to manage delegate flow.
Setup and Break Down
Contractors in the set up and break down of events to follow physical distancing, hygiene and cleaning guidance, as well as staggered site times. All pre event discussions to be encouraged remotely.
Monitoring and Control
Appoint and train personnel, who will be responsible for ensuring the Physical Distancing Pillar is followed at each event and the latest information and updates are shared with the appropriate teams and stakeholders. This role includes liaise with the venue to confirm that adequate protocols are being adhered to.
Enhanced Venue Cleaning
All venues must be committed to enhanced cleaning procedures, so event spaces cleaned pre set up, pre event and consistently throughout event. This cleaning presence should be visible to attendees. Particular focus on key touchpoints such as toilets, registration area, F&B areas etc where a constant cleaning presence should be encouraged.
Hand Washing and Sanitisers
Enhanced hand washing is encouraged as per government regulations and hand sanitiser units required at key touch points such as registration area, stage area, F&B areas. Their use to be reinforced by signage, staff and PA system if available.
Increased frequency of waste disposal throughout event, especially if disposable containers being used. Specific bins clearly identified for face masks.
Conference Room and Stage Area
Shared equipment within conference rooms should be removed, including stationary/pens and hand-held microphones. All equipment, including audio and visual, should be cleaned between each use, and conference
rooms should have an increased cleaning schedule throughout the day. All stage movements require stagehands
to constantly sanitise hands throughout, and a stageside kit should be provided with sanitizer for clickers etc. No sharing of supplier equipment including during the set up / de-rig phase.
Venue Systems and Controls
Organisers should look to ensure that the proper ventilation, temperature, humidity, UV air purification controls, etc. are in place, as such measures are considered a secondary infection control measure by helping with correct ventilation.
All staff and delegates are encouraged to download the government Contact Tracing App. All delegates must also supply contact data at registration stage which should be kept for 1-month post event. Once a reliable source of onsite instant testing is available it should be considered where possible.
Face Masks and PPE
Whilst not currently mandatory at events, face masks use should be encouraged at events, and especially at indoor events. If a face mask policy is being used these must also be available for guests at registration, and their use clearly communicated pre event and on arrival. All staff must have been adequately trained and instructed on safety procedures and follow HSE guidelines on PPE.
COVID Response Plan
A dedicated isolation room at any venue must be set aside in the event of a person displaying signs of infection. HSE procedures followed if a suspected case.
Where physical distancing cannot be suitably maintained, further increasing the frequency of hand washing and surface cleaning, keeping the activity time involved as short as possible using screens or barriers to separate people from each other using back-to-back or side to-side working (rather than face-to-face) whenever possible. Perspex screening can also assist in key touch points such as registration area and F&B areas.
Government and HSE Advice
It is important to stay informed of up to date government information and guidance. The guidance should be communicated to all stakeholders and strictly adhered to in terms of numbers, sanitisation and physical distancing.
Covid-19 Safety Charter
Event organisers should check if the chosen venue has signed up to the Failte Ireland COVID-19 Safety Charter. This logo demonstrates that recommended safety and cleaning guidelines are being adhered to and that staff members have completed essential hygiene and safety control training.
Website / Apps / Email /SMS
Gathering guest contact info pre event allows effective communication of event protocols and measures, as well as any last-minute changes. Ensuring that event landing pages are kept up to date and show the effective measures being taken as per the 4 Pillars of Safety will allow guests to feel confident that the event they are attending is secure.
Event signage can include common signs and symptoms of COVID-19 as communicated by the appropriate medical and health authorities as well as actions to take if necessary. Signage should also communicate event protocols eg face masks and encourage physical distancing and hand sanitization. The signage can be displayed prominently in all common areas of the event. Directional signage used to direct guest flow and one-way systems.
Public Address Systems
Public address systems can reinforce messages on physical distancing and hand sanitisation.
Clear communication with all involved parties is critical to creating a secure event. Managing client expectations, scheduling suppliers, and managing the venue are all necessary to ensure that all parties are compliant with the necessary measures needed to deliver a safe event. It is important that venues have staff induction programmes to ensure staff are fully aware of procedures and expectations.
Events with Confidence
Event Industry Ireland (EII) is dedicated to achieving best practice in the events industry in Ireland, and these COVID-19 guidelines are intended to assist with the events industry re-opening safely and always in accordance with government advice.
By considering the Safety Pillars we intend for event professionals to deliver safer events for the many clients in Ireland and abroad who are looking forward to live events once more.
As an industry we are committed to safety first.