We’re back at it again with a tough topic this week: Planning a SMALL (And we mean SMALL!) gathering: on the heels of a global pandemic. While Covid-19 is most likely here to stay, at least in the US, there will be a time when our communities become comfortable gathering in small groups for life’s most important celebrations. We’ve thought long and hard about the implications of gathering and want to share our thoughts as hospitality professionals on considerations during planning.
The hardest part of planning a small gathering, especially one that you’d prefer to be much larger, is cutting down your guest list. This is a touchy subject and one that has been covered by countless wedding and event publications even before the pandemic hit. Now in these unprecedented circumstances, the question of who to invite to your event becomes even more important. We recommend making decisions through the lens of your “risk profile”; in this context we’re talking about your specific comfort level around gathering, your contact with high-risk friends and family members, etc.
When considering your risk profile, first make determinations about what types of activities might automatically exclude a potential guest from your list. Does the individual work in a high risk environment (medical field, direct consumer contact, etc)? Are they regularly following social distancing and safety practices? Do they have elderly household members or share a home with folks who have pre-existing conditions? Your specific risk tolerance may vary and you can set these guidelines based on your specific needs. From there, consider the precautionary measures you’d like your guests to take in advance of your event and how you can facilitate through a planner or event producer.
Pre-event precautionary measures are paramount to a low-risk, small gathering. When creating your invitations, consider adding an additional card with these required measures and ask that guests only RSVP to attend if they are able to meet them. Best practices include a minimum 10 day self quarantine from other individuals (including anyone in their “pod”) and pre-event covid testing with a negative result given within 48 hours of the event. Some hosts may even request a full contact tracing log for the week leading up to the event including everything from food delivery handoffs to grocery shopping! Most importantly, be sure to review your guest list and confirm that you feel confident that all RSVP’d attendees will comply with your precautionary measures.
Now that you’ve decided on your risk profile, your required pre-event precautionary measures and your invite list ready - consider the best ways to communicate with your loved ones, both those who are invited and those who are not. Are you prepared to make a personal phone call to follow up on the invite or lack thereof? Are you able to send out a “wish you were here” style note to those who cannot be invited or who do not have a risk profile that matches your own? If possible, consider adding a virtual element to your event that folks can participate in from home - this can limit the FOMO for those who are unable to join in person.
We hope we have offered some food for thought and strategic best practices for future gatherings as we learn to navigate the world through the ongoing pandemic. We cannot stress enough that while we can’t wait to celebrate with you again, it is paramount that safety comes first! Know your risks, and plan accordingly.