Live Events: The Here & Now
Phase 4, Bridge To Phase 5, Phase 5? What does it all mean?
There is no doubt that the COVID-19 Pandemic has shifted people’s expectations of gathering, and for many navigating the regulations and rules is proving to be a challenge. So what does it look like, in reality, to plan and execute an event in 2021? How do you continue to make modifications to your original plans in order to keep guests safe and comfortable, while also keeping in mind your local city and state guidelines and restrictions? Is it possible to include those who cannot make it due to barriers like travel restrictions and financial hardship?
As we help our clients return to in-person events we thought it may help to provide some insights into the conversations we have been having. Ultimately we are interpreting and learning alongside our clients, but strongly believe in the power of community, and encourage you to leave your own insights in the comments below!
It’s not going to be easy, but we will get there.
Current COVID-19 Guidelines
To start, let’s all get a quick refresher on where restrictions are as of today, May 27th, 2021 in Chicago and the state of Illinois. Currently, we are in the Bridge to Phase 5 (quite literally the bridge from Phase 4 to Phase 5). We are anticipating moving to Phase 5 by mid-June, where all restrictions on events and gatherings will be lifted. Currently, the mask mandate for the state of Illinois stipulates that those who are fully vaccinated are not required to wear a mask, and this applies at events as well.
KEY ELEMENTS OF BRIDGE TO PHASE 5:
Indoor Events - up to 250 guests (option to exempt individuals that are fully vaccinated from capacity limit).
Outdoor Events - up to 500 guests
Standing areas can operate at 25% capacity (option to exempt individuals that are fully vaccinated from capacity limit).
Table size limited to no more than 10 people (option to increase table size if all patrons 16+ are fully vaccinated).
Dance floors will be permitted.
Tables (still) need to be spaced at least 6' apart.
Face coverings must be worn at all times, except when seated and actively eating or drinking.
Our best suggestion is to check in with your venue to find out their expectations of clients who are hosting events there. They may still choose to impose further restrictions than what is listed above, so it’s good to know what to expect before your event! These guidelines are updated often lately, and it can be a lot to keep track of!
Insights into Planning an Event for The Summer & Fall of 2021
As planners, it is our role to plan for the contingencies of your day, and while it makes for a bit more thought and logistics, we are entering a space where (just like a rain plan) we need to plan for a “best-case/worse case” scenario. It’s not to take the fun or magic out of the event, and we never plan for only the worst case, but having a plan in place makes crunch-time decisions easier to make. So what does that look like?
Must-haves list: Making a list of your “make or break” items is a great way to help guide decisions that may have to be made due to changing restrictions. If there is a guest of honor or relative that you know must be in attendance, but they are not comfortable traveling, that may impact your decision to move forward with a wedding this year. Having a list of those key items will lighten the burden when making decisions.
Guest capacities: identify a date that you feel comfortable with that you will make the final decision on your guest list. While it may not be ideal, having a tiered guest list that may be an option to consider. If you are planning a fall event, start with the confirmed capacities of today, and as restrictions are lifted, have a secondary invite list sent out. Your guest will be understanding that the restrictions have changed, and you are allowed to add more people to the party.
Budgets, high & low: Understanding variable and fixed costs can be very tricky to navigate when estimating an event of for 50 guests vs. 300. Creating a budget that allows you to see costs at your max capacity and your minimum capacity will allow you to get an idea of how those fixed costs will impact your plans. Unfortunately, events are never a flat guest per person cost, so having that knowledge will allow you to make informed decisions when working with your vendors.
Floor plans: If you are working with a venue, decor partner, or caterer that offers floor-plan renderings, we would recommend coming up with a few approved options for your event. We can expect that as restrictions lighten, the spacing between tables may decrease, and you may even have a table seat up to 12 guests or more. If you’ve had your heart set on feasting tables, or a king’s table, it will be good to make sure your event team has a plan in place to easily adjust.
Communication: We get it, it’s a stressful time to be planning an in-person event, and you are going to be bombarded with questions from family and friends. Now, more than ever, a wedding website is a great tool to ensure that your guests have an outlet to stay up to date on changes. Be sure to add in the date the information may have changed so that guests know what they are reading is the most current.
Re-bookings: The events and hospitality industry has been one of the hardest-hit industries during the pandemic. If your event had to be postponed from 2020 to 2021, and you are considering another move to 2022 your vendor team may not be in a position to offer as much flexibility with re-booking. Understanding your contract, but also entering any negotiations with empathy is a great way to partner with your vendor team to come up with a working solution.
Vaccination monitoring: The vaccine may be a tricky subject for some events to navigate. According to current CDC standards, the honor system is the current standard for checking, however, when it comes to your venue or hotel, business restrictions may differ from current CDC guidelines. Remaining up to date and in communication with your venue team regarding what their current policies are is a great way to stay ahead of any issues.
What does Hybrid Mean? Hybrid means you will be having a group both in attendance at the event, and another attending virtually. This event format is a great solution for not only this time as we come out of the pandemic, but also for more long-term value. If going back to a fully in-person event may not make sense for every one of you, exploring a virtual option may allow you to move forward with some of those must-have items. It’s important to note that having a hybrid event requires additional logistics and planning to create an authentic experience. In many cases, it’s not as simple as setting up an iPad and pointing it at the ceremony.
Share your Own Tips and Insights Below
We’d love to hear your tips and insights as well! Feel free to use the comments below to share anything that has helped you in planning your first in-person event!
