Socially Distanced Events
How to host a safe socially distanced event
Social distancing regulations have fundamentally changed the way events operate. While events of all nature are currently prohibited, we are anticipating a return to socially distanced events later in the year, and so here are our tips on how to host a safe socially distanced event.
There are a number of ticketing measures you can take to improve the safety of your event.
Sell 100% of your ticket allocation online - you can use Add-ons to sell on-site items such as food, drinks etc. - and use the RA Ticket Scanner for contactless check-ins and transactions.
Implement time slots by creating several ticket tiers with different entry time slots to stagger your ingress and ensure there is sufficient room for social distancing. Instruction guide below.
One ticket per person
Limit ticket quantities to one purchase per order to ensure contact details are available for all attendees and you can easily refund individual attendees if necessary.
If you need to sell group or table tickets make sure the requirements are specified within the ticket titles. Only one barcode is generated per ticket purchase, so it’s always advised to specify that guests must arrive together. Examples of group / table ticket titles below:
- Group ticket (4 people, must arrive together)
- Table ticket (6 people, must arrive together)
Consider charging a flat ticket price for smaller events
Given the often high demand and reduced capacity for these events, we have seen success from promoters who charged a singular ticket price in order to maximise their revenue.
Guest Management Tracking
Track exactly who enters an event with our Guest Management Tracking tool to ensure it is simple to notify all attendees if someone has tested positive for COVID-19.
Automatically refund rejected customers - for instance someone testing positive for COVID-19 at the door or unable to produce a vaccine passport - directly from the RA Ticket Scanner app.
If you need to cancel or postpone an event, give customers the option of either claiming a refund themselves or keeping their ticket for a future date with our self-serve tool.
When it comes to the day of your event, it’s essential you have a plan in place for managing the various risks of transmission that come with hosting a socially distanced event.
On the door testing
It’s possible that you will need to accommodate on the door testing in order to host a socially distanced event in the coming months. While there is currently little government information as to whether this will happen or what it might entail, it’s nonetheless important for you to consider the logistics of implementing testing at your events, and how feasible or possible this might be.
Socially distanced at all times
Social distancing must be maintained before, during and after your event so consider ways to stagger your ingress and egress e.g. using time slots for tickets.
Risk assessments / safety procedures
Given the strict rules and regulations around socially distanced events, both you and your staff — and your customers — need to be fully aware of the safety measures put in place. If something goes wrong at your event, you will need to be prepared to act swiftly and safely.
1. Assess risk
The safety of your guests is paramount and so it’s important to ensure you understand and mitigate the risks associated with putting on a socially distanced event. Identify the risk factors, consider the safety steps you can implement in order to reduce this risk, evaluate the risk that you are unable to mitigate, and how much of this you are willing to accept. You can find out more about risk assessments by checking the guidance from your local government.
Ensure you reduce risk to your customers by implementing all possible safety steps e.g. mandatory face coverings, hand-sanitation stations, two-meter social distancing rules etc.
3. Communicate policies and procedures
Safety steps will not be followed unless they are communicated effectively to customers. Ensure all safety steps are communicated both before the event (e.g. in your event description / marketing communications) and during the event (via signs / posters etc.). You can download the email addresses of all attendees as long as your event is yet to take place.
Finally, use a safety checklist during the event to prepare and respond to risks if and when they occur. Ensure all staff are aware of their responsibilities and be sure to check local regulations on the day in case of any last minute changes. Some tips on how to run an event safely, including an example checklist, can usually be found on your local government website. Be sure to check the website of your local council for region-specific information too.
Some useful resources:
- COVID-19 Guidance for Event Recovery [Association of Event Organisers]
- Mass Gathering COVID-19 Risk Assessment Tool [World Health Organisation]
- Running an Event Safely [Health & Safety Executive, UK]
- Managing Risks & Risk Assessment [Health & Safety Executive, UK]
If you’re an event promoter or event organiser and you still need help, go to RA Pro and login. Then use the “Help” button in the corner to contact us.