COVID-19 Event Checklist for Vendors and Party Hosts

There is no doubt that vendors want to be able to perform again and party planners are eager to celebrate special occasions, but the most important thing is to ensure events are safe and adhere to local and government regulations.

If you are unsure of how to navigate the uncharted territory of events during the COVID-19 pandemic, read on for 8 must-dos for both party hosts and vendors right now.

Checklist for party hosts and vendors to follow for events happening during COVID-19.

1. Check local and federal government regulations.

It is important that any upcoming event adheres to regulations from local and federal governments, as well the Center for Disease Control (CDC) and World Health Organization (WHO). Guidelines are changing every day and vary greatly by state so make sure to double check your local government website for what regulations apply at the time of the event.

2. Make any pre-event meetings virtual instead of in-person.

We are all used to virtual meetings these days through Zoom, FaceTime, and other online platforms, so a virtual call between the vendor and party host before the booking or event day should be an easy and smooth transition.

3. Share your safety plans with each other ahead of the event date.

Vendors should share what safety precautions they will be implementing at the event and if there are any requirements they have for guests at the event (i.e., wear a mask when approaching me, remain 6 feet away, etc.). It is just as important for the party host to share their safety plan for their event. Ensure there is two-way communication about all safety protocols that will be enforced prior to the event so there are no surprises on the day of.

4. Be in constant communication.

Leading up to the event, there should be multiple check-ins between both parties to ensure the event is not impacted by new regulations. The safety of the vendor, party host, and guests is the most important and should remain the priority throughout the planning and booking process.

5. Enforce appropriate safety measures.

This may differ depending on many circumstances like the type of the event, the location, current regulations, and more. However, we are most commonly seeing vendors and guests implementing the use of masks and/or face shields, using hand sanitizer and following proper hand washing techniques, and adhering to the 6-feet social distancing rule during the entire event.

6. Consider adding clear signage at the event.

To help enforce safety measures and to remind guests of any guidelines, putting up some signage at the event is a great option. This could be the vendor bringing signs to inform guests of their rules before being approached or this could be the host having signs at the entryway upon arrival informing guests about seating, social distancing, mask wearing, and more!

7. Remain flexible and be understanding.

It is an extremely difficult and stressful time for everyone. Vendors want to begin performing and making money again while party hosts want to be able to celebrate their special occasion that they may have been planning for months or even years. Remember that these are unprecedented times and to try and remain flexible and understanding throughout the process.