Important Factors to Consider
- Venue — location, size, type, crowd density, indoor/outdoor, air flow
- Attendees — age, health status, travel to the event
- Event activities — level of interaction among participants
- Duration — length of the event
- Reasoning —purpose and necessity of the event
- Accomodations for individuals with registered disabilities – how to identify and accommodate participants
If there is substantial risk, planners should conduct the event virtually or in a hybrid of in-person and virtual means.
Communication with Employees, Vendors and Guests
- Communicate in advance of event about event modifications to manage expectations:
- face coverings
- advance or in-person health screenings
- maximum event capacity/RSVP deadlines
- event ticketing
- physical distancing guidelines
- staggered arrival/departure times
- ingress/egress plans
- Employee/vendor pre-shift meetings should be conducted virtually or outdoors to review
event specific details (special needs of guests, event program, etc.)
- establish plan to notify guests of possible exposure post-event
Employee and Vendor Health Screening and Training
- Follow the University’s Return to Work (RTW) daily screening protocol
- Face coverings required for all employees during events; gloves when appropriate and changed frequently per industry standards
- Modified event checklists with extensive cleaning and sanitation protocols and guidelines for modifications to event space and event practices
- Establish plan to alert campus health officials and others if guests or staff get sick to contain and trace as necessary
Modifications to Event Space and Event Practices
- Revised occupancy limits and floor plans to ensure compliance with established social distancing guidelines.
- Removal of high touch, shared items from venue, such as magazines, pens, bowls of mints, etc.
- Touchless event registration is recommended.
- Limit personal belongings brought to event; items remain with guest
- Use only paper/disposable printed materials at events. This includes nametags, table cards, place cards, menu cards and food identifiers.
- Event signage to promote safe guidelines as needed; utilize university links to printable signs
- Monitor event entrances/exits, restrooms, elevators and shared spaces to control safe capacity.
- If possible, adjust air handlers, prop doors open and use outdoor space.
- Increased availability of hand sanitizers.
- Reduce practices — such as group photographs — that reduce social distancing.
- Use of face coverings in concert with social distancing and other risk mitigation guidelines
Food Service Modifications
- The same general/basic food safety guidelines are applicable, with extra safety and sanitation precautions now in effect.
- No buffet or self-serve catering will be allowed; offer served or packaged items.
Ensure alterative meal
selections for individuals with allergies
- Use of sneeze guards and other protective measures are encouraged when appropriate.
- No shared utensils or service vessels; flatware should be rolled up in napkins or individual cutlery packets provided.
- Coffee, beverages and other break items should be attended to by a server unless individual
beverages and snacks are provided for guests.
- Cocktail napkins should be given to the guest with their beverage by a gloved server.
- At served meals, guests should not pass bread baskets, cream/sugar, salt/pepper. Bread will be served and condiments served should be disposable, individual packets or sanitized individual containers
- All linens, clean or soiled, should be wrapped or placed in single use plastic for transport.
Enhanced Cleaning Protocols
- A sanitation plan will be created for each venue prior to an event and should be supervised and documented throughout the event.
- UofSC Facilities can assist with procurement of supplies as needed
- Hand sanitizer dispensers (touchless whenever possible) should be placed at the main entrance and throughout the venue. Handwashing stations should be used if outdoors and appropriate.
- It is highly advised to have trained custodial/facilities staff present to properly clean, although all event staff should be trained to clean and sanitize correctly.
- Specific sanitation consideration should be paid to the following items in the public
areas prior to, during and following events:
- High-touch areas
- Desks, counter tops, tables and chairs
- Phones, AV, electronic equipment and remotes
- Cabinetry, pulls and hardware
- Doors and doorknobs
- Elevator fixtures and handrails
- Restroom vanities/accessories, fixtures and hardware
- Windows, mirrors and frames
- Lights and lighting controls
- Closets, hangers and other amenities