Event Hygiene Management - Planning and Producing a Hygienic Wedding

tanweddingsandevents

In response to a new paradigm that demands better hygiene practices at wedding events, Tan Weddings & Events created a document titled "Event Hygiene Management". You will find guidelines for the planning and production of a safe and hygienic event. It is a work-in-progress and as new developments come to the fore regarding the global crisis, we will update as needed.

photo credit Nick Graham Photography

EVENT HYGIENE MANAGEMENT

Planning and Producing a Hygienic Wedding

An increase in awareness of our social behaviors around hygiene is a paradigm shift

in the right direction. We have to be willing to adapt to new norms to function

socially and economically post-pandemic. We have to work together.

Tan Weddings & Events has created this proposal as a living document

that will continue to evolve as we respond to new information and regulations.

TWE offers guidelines in event management that aims to mitigate risks of

disease occurrence. Strategies reduce modes of transmission -

decrease in guest count and points of contact, increase in spacing and

sanitization of surfaces, and planning/design of event interactions, accounting

for both guests and vendors.

Tan Weddings & Events | Rick and Jennifer Tan | www.tanweddingsandevents.com | info@tanweddingsandevents.com | 2020


EVENT HYGIENE MANAGEMENT

Guidelines for Planning & Producing a Wedding

Tan Weddings & Events offers these guidelines in event managemet that aim

to mitigate risks of disease transmission among guests and event staff.

Ceremony Planning

Guest List

Guest Count - 50 or less is advisable, allowing venues to accommodate social distancing

needs, improving flow, minimizing contact moments

Guest Type - advise not to invite at-risk individuals (elderly, chronic illnesses, toddlers

and babies) and members from high-risk geographical communities

Timeline and Flow

Pre-Ceremony - encourage guests to arrive onsite no more than 15 minutes prior to the

start of the ceremony

Ceremony - limit ceremony to no more than 20 minutes in length

Cocktail - limit to no more than 30 minutes (advise couple and photographer to capture

most photos prior to the ceremony)

Grand Entrance of Newlyweds & Wedding Party - eliminate to reduce guests’ seating

time and clapping/yelling that spread droplets

Reception Dinner - limit to 2 courses, seated for no more than a total of 1.5 hours, to

include speeches limited to 2

Dancing & Dessert - dessert is point-and-plate, dancing is optional, at client’s discretion

Design and Decor

Service Tables and Plexiglass - service tables such as dessert, beverages, buffet, and

bar must have a plexiglass barrier setup

Ceremony Seating and Reception Layout - design with social distancing measures,

see diagrams

Guest Sign In - encourage to eliminate, opt for a digital alternative

Photobooth - touchless screens or attendant-managed, no shared props

Hand Sanitizers - create hand sanitizer stations or give personal sanitizers as favors

Masks - client’s discretion for guests, offer idea for personalized masks as favors

Venue and Vendors

Venue - outdoors ideal; all contact surfaces should be properly washed and sanitized

Rentals - set up delivery/pick up time to minimized contact, wash and sanitize all items

Caterer - all food-handling protocols are followed

Photographer/Videographer - consult with client regarding comfort levels with how

to pose/direct guests regarding safe distancing

DJ - consult with client regarding comfort levels with dancing

Staff - any staff on site with venue, caterer, or planner should follow precautions set forth

by their employer such as the wearing of masks, gloves, face shields, and the points of

interaction with event guests

Vendor Meals - sanitized space, eating in shifts, boxed meal or pre-plated

Planner - tasked with the job of coordinating all the moving pieces of an event, they

work with the client to distill expectations, responsibilties, and liabilities.

Tan Weddings & Events | Rick and Jennifer Tan | www.tanweddingsandevents.com | info@tanweddingsandevents.com | 2020


EVENT HYGIENE MANAGEMENT

Guidelines for Planning & Producing a Wedding

. Tan Weddings & Events offers these guidelines in event managemet that aim

to mitigate risks of disease transmission among guests and event staff.

Ceremony

Hygiene Measures for the Ceremony

Pre-Ceremony Etiquette - guests maintain 3’ safe circle (social distancing) upon arrival

and arrive not more than 20 minutes to start of ceremony

Pre-Ceremony Beverages - served by wait staff with mask/gloves from closed dispenser

who is sole operator of the spigot into single use glassware (no refills)

Outdoor Lawn Space - open, outdoor space is preferable to an indoor space

Diagonal Lattice Seating - adjacent seats have a minimum 4’ safe gap, with each row

placed 5’ behind and staggered, 8’ center aisle or omit

Wedding Party Safe Spacing - officiant is 6’ from couple, wedding party stands 4’ apart

Processional - single line entry, best from the side and not center aisle if possible,

recessional is same as entrance, except for newlyweds who can walk side by side

Chairs - sanitized by rental vendor or event staff

Tan Weddings & Events | Rick and Jennifer Tan | www.tanweddingsandevents.com | info@tanweddingsandevents.com | 2020


EVENT HYGIENE MANAGEMENT

Guidelines for Planning & Producing a Wedding

Tan Weddings & Events offers these guidelines in event managemet that aim

to mitigate risks of disease transmission among guests and event staff.

Ceremony Cocktail

Bar

Appetizers

Return Station

Hand Sanitizer

Station

Hygiene Measures for the Cocktail

Bar Service - bartenders serve with masks and gloves behind plexiglass barrier on the bar

Appetizers - no passed tray apps, no charcuterie/grazing table apps; wait staff behind

plexiglass serve point-and-plate style

Guests - patrons maintain at least a 3’ safe gap while waiting in line and asked to observe

personal safe circle of 3’ while “mingling”

Return Station - guests bring their empty plateware and glassware to a return station to

be collected by wait staff, instead of wait staff retrieving used items from guests

No Cocktail Tables or Lounge Sets - no cocktail tables (too small for safe distancing),

and no lounge furniture, which will be used by various people

Hand Sanitizer Station - set up for guest ues at various venue spaces

Tan Weddings & Events | Rick and Jennifer Tan | www.tanweddingsandevents.com | info@tanweddingsandevents.com | 2020


EVENT HYGIENE MANAGEMENT

Guidelines for Planning & Producing a Wedding

Tan Weddings & Events offers these guidelines in event managemet that aim

to mitigate risks of disease transmission among guests and event staff.

Ceremony Reception

Hand Sanitizer

Station

Hygiene Measures for the Reception

Pre-COVID

Reduced Guest List - event attendance less than 50 is encouraged to allow for

adequate personal safe circle (social distancing) at the venue site

Reduced Guest Per Table - maximum of 6 guests at 6’ round and 8’ banquets tables

Spacious Table Arrangement - maximize distances allowable between tables

Familial/Geographic Grouping - guests assigned to tables are grouped accordingly

by nuclear family, then siblings/spouses, blood relatives, acquantances, and when

appropriate, by geography.

Dinner Service - water is pre-poured, wine is bar-served, plated is preferred, two

courses maximum; if buffet, point-and-plate behind plexiglass, new plate on seconds

Hand Sanitizer Station - set up for guest ues at various venue spaces

Tan Weddings & Events | Rick and Jennifer Tan | www.tanweddingsandevents.com | info@tanweddingsandevents.com | 2020


EVENT HYGIENE MANAGEMENT

Guidelines for Planning & Producing a Wedding

Tan Weddings & Events offers these guidelines in event managemet that aim

to mitigate risks of disease transmission among guests and event staff.

Ceremony Dessert and Dancing

Dessert

Coffee

Hand Sanitizer

Station

DJ

Hygiene Measures for Dessert and Dancing

Dessert Service - cake and pastries are served by wait staff behind plexiglass;

point-and-plate style

Coffee/Tea Service - coffee and tea are served by wait staff behind plexiglass;

point-and-plate style

Dancing - DJ announces couples dancing, line dancing, and other creative ways

for guests to dance and maintain social distancing; limit dancing in the timeline

Hand Sanitizer Station - set up for guest ues at various venue spaces

Tan Weddings & Events | Rick and Jennifer Tan | www.tanweddingsandevents.com | info@tanweddingsandevents.com | 2020

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