Safety in Numbers

Last updated: Sep 21, 2021

Recommendations for event organizers to reduce transmission of Covid-19

1. Act with an abundance of caution, patience, and kindness.

We are living through a global health pandemic unlike anything we have seen for over 100 years. Millions of families have mourned the death of their loved ones, millions of jobs have been lost, and a countless number of relationships have been torn apart. Making gatherings absolutely safe is the greatest challenge event organizers face today.

2. Virtual events reduce transmission down to zero.

Start with a serious discussion with your team to determine the need for an in-person event. Are you prepared for the worst case scenario? Offer a virtual option regardless of your commitment to an in-person event as your active plan B.

3. Hybrid productions with less than 20 people onsite is your next safest bet.

Limiting the number of cast and crew allows for greater adherence to sanitary and social distancing guidelines, as well as regulation and enforcement of Covid-19 safety policies for vaccination and testing.

4. Minimize duration and contact density of the onsite event.

Longer events and higher guest counts increase the risk of exposure. A trip to the grocery store lasts 60 minutes and your interactions with others is very limited. On the other hand, a three-day event where you'll have face-to-face conversations with dozens of people puts you at a much higher risk.

5. Gather locally to reduce spread across cities.

Event organizers consider the entire journey of the participant experience, right from the moment they decide to register. A failure to consider the risk of travel to and from the event lacks responsibility.

6. Vaccinations AND testing are to be required to attend an onsite gathering.

Fully vaccinated individuals (two weeks after a second dose) greatly reduce transmission, but do not fully eliminate the possibility of carrying and passing on Covid-19 to others. Therefore, testing is required for both vaccinated and unvaccinated participants.

7. Masks to be worn by ALL participants when indoors and outdoors.

As vaccines do not fully eliminate the possibility of getting or spreading Covid-19, and masks do reduce the likelihood of transmission, we recommend combining both strategies. Masks are to be worn at all times when indoors and outdoors when guests are less than 6' apart. This is required for both vaccinated and unvaccinated participants.

8. Normalize post-event testing and transparent, anonymized reporting.

Ask attendees to take a Covid-19 test at least 3-7 days before and after your event. It can take up to a week for Covid-19 to show up positive in a test. Fellow attendees and team members deserve to know whether or not they have been in contact with someone who has tested positive so that they can conduct self-health checks.

9. Maximize ventilation.

Covid-19 is an airborne disease, so ventilation is very important. An outdoor event is safer than an indoor event. An indoor event with a high number of outdoor air exchanges per hour is safer than small, enclosed spaces with no acceess to outdoor air exchange.

10. No more bunking up.

For destination events: guests or crew members from different households should not share a hotel room.

References

The above recommendations are derived from the latest evidence-based scientific research across the world. Below is a list of articles that we used. These are all either primary source or compilations of peer-reviewed research, where any findings or contributions must be evaluated by other qualified and competent members within their scientific or medical community. Any claims must be validated by open data and clear disclosure of assumptions, interests, and limitations.