Event Hygiene Management - Planning and Producing a Hygienic Wedding
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.
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.
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photo credit Nick Graham Photography<br />
EVENT HYGIENE MANAGEMENT<br />
<strong>Planning</strong> <strong>and</strong> <strong>Producing</strong> a <strong>Hygienic</strong> <strong>Wedding</strong><br />
An increase in awareness of our social behaviors around hygiene is a paradigm shift<br />
in the right direction. We have to be willing to adapt to new norms to function<br />
socially <strong>and</strong> economically post-p<strong>and</strong>emic. We have to work together.<br />
Tan <strong>Wedding</strong>s & <strong>Event</strong>s has created this proposal as a living document<br />
that will continue to evolve as we respond to new information <strong>and</strong> regulations.<br />
TWE offers guidelines in event management that aims to mitigate risks of<br />
disease occurrence. Strategies reduce modes of transmission -<br />
decrease in guest count <strong>and</strong> points of contact, increase in spacing <strong>and</strong><br />
sanitization of surfaces, <strong>and</strong> planning/design of event interactions, accounting<br />
for both guests <strong>and</strong> vendors.<br />
Tan <strong>Wedding</strong>s & <strong>Event</strong>s | Rick <strong>and</strong> Jennifer Tan | www.tanweddings<strong>and</strong>events.com | info@tanweddings<strong>and</strong>events.com | 2020
EVENT HYGIENE MANAGEMENT<br />
Guidelines for <strong>Planning</strong> & <strong>Producing</strong> a <strong>Wedding</strong><br />
Tan <strong>Wedding</strong>s & <strong>Event</strong>s offers these guidelines in event managemet that aim<br />
to mitigate risks of disease transmission among guests <strong>and</strong> event staff.<br />
Ceremony <strong>Planning</strong><br />
Guest List<br />
Guest Count - 50 or less is advisable, allowing venues to accommodate social distancing<br />
needs, improving flow, minimizing contact moments<br />
Guest Type - advise not to invite at-risk individuals (elderly, chronic illnesses, toddlers<br />
<strong>and</strong> babies) <strong>and</strong> members from high-risk geographical communities<br />
Timeline <strong>and</strong> Flow<br />
Pre-Ceremony - encourage guests to arrive onsite no more than 15 minutes prior to the<br />
start of the ceremony<br />
Ceremony - limit ceremony to no more than 20 minutes in length<br />
Cocktail - limit to no more than 30 minutes (advise couple <strong>and</strong> photographer to capture<br />
most photos prior to the ceremony)<br />
Gr<strong>and</strong> Entrance of Newlyweds & <strong>Wedding</strong> Party - eliminate to reduce guests’ seating<br />
time <strong>and</strong> clapping/yelling that spread droplets<br />
Reception Dinner - limit to 2 courses, seated for no more than a total of 1.5 hours, to<br />
include speeches limited to 2<br />
Dancing & Dessert - dessert is point-<strong>and</strong>-plate, dancing is optional, at client’s discretion<br />
Design <strong>and</strong> Decor<br />
Service Tables <strong>and</strong> Plexiglass - service tables such as dessert, beverages, buffet, <strong>and</strong><br />
bar must have a plexiglass barrier setup<br />
Ceremony Seating <strong>and</strong> Reception Layout - design with social distancing measures,<br />
see diagrams<br />
Guest Sign In - encourage to eliminate, opt for a digital alternative<br />
Photobooth - touchless screens or attendant-managed, no shared props<br />
H<strong>and</strong> Sanitizers - create h<strong>and</strong> sanitizer stations or give personal sanitizers as favors<br />
Masks - client’s discretion for guests, offer idea for personalized masks as favors<br />
Venue <strong>and</strong> Vendors<br />
Venue - outdoors ideal; all contact surfaces should be properly washed <strong>and</strong> sanitized<br />
Rentals - set up delivery/pick up time to minimized contact, wash <strong>and</strong> sanitize all items<br />
Caterer - all food-h<strong>and</strong>ling protocols are followed<br />
Photographer/Videographer - consult with client regarding comfort levels with how<br />
to pose/direct guests regarding safe distancing<br />
DJ - consult with client regarding comfort levels with dancing<br />
Staff - any staff on site with venue, caterer, or planner should follow precautions set forth<br />
by their employer such as the wearing of masks, gloves, face shields, <strong>and</strong> the points of<br />
interaction with event guests<br />
Vendor Meals - sanitized space, eating in shifts, boxed meal or pre-plated<br />
Planner - tasked with the job of coordinating all the moving pieces of an event, they<br />
work with the client to distill expectations, responsibilties, <strong>and</strong> liabilities.<br />
Tan <strong>Wedding</strong>s & <strong>Event</strong>s | Rick <strong>and</strong> Jennifer Tan | www.tanweddings<strong>and</strong>events.com | info@tanweddings<strong>and</strong>events.com | 2020
EVENT HYGIENE MANAGEMENT<br />
Guidelines for <strong>Planning</strong> & <strong>Producing</strong> a <strong>Wedding</strong><br />
. Tan <strong>Wedding</strong>s & <strong>Event</strong>s offers these guidelines in event managemet that aim<br />
to mitigate risks of disease transmission among guests <strong>and</strong> event staff.<br />
Ceremony<br />
<strong>Hygiene</strong> Measures for the Ceremony<br />
Pre-Ceremony Etiquette - guests maintain 3’ safe circle (social distancing) upon arrival<br />
<strong>and</strong> arrive not more than 20 minutes to start of ceremony<br />
Pre-Ceremony Beverages - served by wait staff with mask/gloves from closed dispenser<br />
who is sole operator of the spigot into single use glassware (no refills)<br />
Outdoor Lawn Space - open, outdoor space is preferable to an indoor space<br />
Diagonal Lattice Seating - adjacent seats have a minimum 4’ safe gap, with each row<br />
placed 5’ behind <strong>and</strong> staggered, 8’ center aisle or omit<br />
<strong>Wedding</strong> Party Safe Spacing - officiant is 6’ from couple, wedding party st<strong>and</strong>s 4’ apart<br />
Processional - single line entry, best from the side <strong>and</strong> not center aisle if possible,<br />
recessional is same as entrance, except for newlyweds who can walk side by side<br />
Chairs - sanitized by rental vendor or event staff<br />
Tan <strong>Wedding</strong>s & <strong>Event</strong>s | Rick <strong>and</strong> Jennifer Tan | www.tanweddings<strong>and</strong>events.com | info@tanweddings<strong>and</strong>events.com | 2020
EVENT HYGIENE MANAGEMENT<br />
Guidelines for <strong>Planning</strong> & <strong>Producing</strong> a <strong>Wedding</strong><br />
Tan <strong>Wedding</strong>s & <strong>Event</strong>s offers these guidelines in event managemet that aim<br />
to mitigate risks of disease transmission among guests <strong>and</strong> event staff.<br />
Ceremony Cocktail<br />
Bar<br />
Appetizers<br />
Return Station<br />
H<strong>and</strong> Sanitizer<br />
Station<br />
<strong>Hygiene</strong> Measures for the Cocktail<br />
Bar Service - bartenders serve with masks <strong>and</strong> gloves behind plexiglass barrier on the bar<br />
Appetizers - no passed tray apps, no charcuterie/grazing table apps; wait staff behind<br />
plexiglass serve point-<strong>and</strong>-plate style<br />
Guests - patrons maintain at least a 3’ safe gap while waiting in line <strong>and</strong> asked to observe<br />
personal safe circle of 3’ while “mingling”<br />
Return Station - guests bring their empty plateware <strong>and</strong> glassware to a return station to<br />
be collected by wait staff, instead of wait staff retrieving used items from guests<br />
No Cocktail Tables or Lounge Sets - no cocktail tables (too small for safe distancing),<br />
<strong>and</strong> no lounge furniture, which will be used by various people<br />
H<strong>and</strong> Sanitizer Station - set up for guest ues at various venue spaces<br />
Tan <strong>Wedding</strong>s & <strong>Event</strong>s | Rick <strong>and</strong> Jennifer Tan | www.tanweddings<strong>and</strong>events.com | info@tanweddings<strong>and</strong>events.com | 2020
EVENT HYGIENE MANAGEMENT<br />
Guidelines for <strong>Planning</strong> & <strong>Producing</strong> a <strong>Wedding</strong><br />
Tan <strong>Wedding</strong>s & <strong>Event</strong>s offers these guidelines in event managemet that aim<br />
to mitigate risks of disease transmission among guests <strong>and</strong> event staff.<br />
Ceremony Reception<br />
H<strong>and</strong> Sanitizer<br />
Station<br />
<strong>Hygiene</strong> Measures for the Reception<br />
Pre-COVID<br />
Reduced Guest List - event attendance less than 50 is encouraged to allow for<br />
adequate personal safe circle (social distancing) at the venue site<br />
Reduced Guest Per Table - maximum of 6 guests at 6’ round <strong>and</strong> 8’ banquets tables<br />
Spacious Table Arrangement - maximize distances allowable between tables<br />
Familial/Geographic Grouping - guests assigned to tables are grouped accordingly<br />
by nuclear family, then siblings/spouses, blood relatives, acquantances, <strong>and</strong> when<br />
appropriate, by geography.<br />
Dinner Service - water is pre-poured, wine is bar-served, plated is preferred, two<br />
courses maximum; if buffet, point-<strong>and</strong>-plate behind plexiglass, new plate on seconds<br />
H<strong>and</strong> Sanitizer Station - set up for guest ues at various venue spaces<br />
Tan <strong>Wedding</strong>s & <strong>Event</strong>s | Rick <strong>and</strong> Jennifer Tan | www.tanweddings<strong>and</strong>events.com | info@tanweddings<strong>and</strong>events.com | 2020
EVENT HYGIENE MANAGEMENT<br />
Guidelines for <strong>Planning</strong> & <strong>Producing</strong> a <strong>Wedding</strong><br />
Tan <strong>Wedding</strong>s & <strong>Event</strong>s offers these guidelines in event managemet that aim<br />
to mitigate risks of disease transmission among guests <strong>and</strong> event staff.<br />
Ceremony Dessert <strong>and</strong> Dancing<br />
Dessert<br />
Coffee<br />
H<strong>and</strong> Sanitizer<br />
Station<br />
DJ<br />
<strong>Hygiene</strong> Measures for Dessert <strong>and</strong> Dancing<br />
Dessert Service - cake <strong>and</strong> pastries are served by wait staff behind plexiglass;<br />
point-<strong>and</strong>-plate style<br />
Coffee/Tea Service - coffee <strong>and</strong> tea are served by wait staff behind plexiglass;<br />
point-<strong>and</strong>-plate style<br />
Dancing - DJ announces couples dancing, line dancing, <strong>and</strong> other creative ways<br />
for guests to dance <strong>and</strong> maintain social distancing; limit dancing in the timeline<br />
H<strong>and</strong> Sanitizer Station - set up for guest ues at various venue spaces<br />
Tan <strong>Wedding</strong>s & <strong>Event</strong>s | Rick <strong>and</strong> Jennifer Tan | www.tanweddings<strong>and</strong>events.com | info@tanweddings<strong>and</strong>events.com | 2020
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