Hosting Events During the COVID-19 Pandemic
The infectious disease experts at the UH Roe Green Center for Travel Medicine and Global Health are often sought after for advice regarding the COVID-19 pandemic and event hosting. As a result, Roe Green Center has put together a mini-playbook to help individuals and organizations safely return to hosting events.
Do you or your organization need travel guidance or interested in corporate services? Email Mike Solarz, Roe Green Program Manager, with questions.
Last Updated: December 6, 2021
CDC Guidance states that fully vaccinated individuals (defined as having a final vaccination dose for at least two weeks) can resume many of the activities that they did prior to the pandemic. Although data shows that vaccinated individuals are at a significantly lower risk of hospitalization as compared to unvaccinated individuals, CDC still recommends that fully vaccinated people continue to wear a mask indoors if they are in an area of high transmission. In late November 2021, the CDC recommended that all individuals over age 18 get a COVID-19 vaccine booster.
CDC recommends vaccinated individuals wear masks in the following circumstances:
- If you are in public indoor settings in an area of high transmission
- In areas of high transmission, consider wearing a mask in crowded outdoor areas and when participating in activities that result in close contact with others who are not fully vaccinated
- If you are at increased risk for severe disease regardless of transmission rate in your area
- If someone in your household has a weakened immune system, is at increased risk for severe disease, or is unvaccinated regardless of transmission rate in your area
New and highly transmissible variants combined with a low vaccination rate across the state of Ohio are driving a need for caution. As of early December of 2021, only 58.6% of eligible Ohioans (age 5+) are fully vaccinated.
Given that many individuals still aren’t vaccinated, the general recommendation from the CDC is to avoid large events and gatherings. However, if you do hold a large-scale event, consider the risks involved and take the appropriate precautions.
Risk Factors:
Number of COVID-19 cases in your community
High or increasing levels of COVID-19 cases in the event location or the locations from which attendees are traveling increase the risk of infection and spread among attendees.
Exposure during travel
Airports, airplanes, bus stations, buses, train stations, trains, public transport, gas stations and rest stops are all places where physical distancing may be challenging and ventilation poor.
Setting of the event
Indoor events, especially in places with poor ventilation, pose more risk than outdoor events.
Length of the event
The longer the event, the greater the risk. Being within 6 feet of a COVID-19-positive individual for 15 minutes or more (over a 24-hour period) greatly increases the risk of infection and requires quarantine.
Number and crowding of people at the event
Events with more people increase the likelihood of exposure. The size of the event should be determined based on whether attendees from different households can stay at least 6 feet (2 arm lengths) apart.
Behavior of attendees during an event
People engaging in behaviors such as interacting with others from outside their own household, singing, shouting, not distancing, or not wearing masks consistently and correctly, can increase risk.
Implement Strategies to Reduce the Spread
If possible, develop flexible refund policies for attendees in anticipation of possible COVID-19-related cancellations. Also, consider implementing the following strategies to encourage behaviors that reduce the spread of COVID-19 among staff and attendees:
Create stay-at-home policies
Advise staff and attendees to stay home if they have tested positive, are awaiting test results, have symptoms, or have had close contact with a COVID-19-positive or symptomatic person.
Promote social distancing and discourage physical contact
Require masks
Require frequent hand washing (for at least 20 seconds) or use of sanitizer
Ensure adequate supplies
Supplies include soap, water, hand sanitizer containing at least 60% alcohol, paper towels or other hand drying supplies, tissues, disinfectant wipes, masks (as feasible) and no-touch trash cans.
Signs and messages
- Post signs in highly visible locations that promote everyday protective measures to stop the spread of germs.
- Broadcast regular announcements on reducing the spread of COVID-19 on public address systems.
Have a Plan in Place for Sickness:
- Let sick staff members know that they should not return to work until they have met the CDC’s criteria to discontinue home isolation.
- Isolate and transport those who are sick.
- Close off areas used by a sick person and do not use these areas until after cleaning and disinfecting them.
- In accordance with state and local regulations, event planners should notify local health officials of any case of COVID-19. Consider keeping a list of attendees and their contact information.
Key Takeaways:
- Avoid large events and gatherings when possible.
- Consider the level of risk when deciding to host an event.
- Promote healthy behaviors and maintain healthy environments to reduce risk when large events and gatherings are held.
- Be prepared if someone gets sick during or after the event.
- As new variants are introduced and more research is conducted, the guidance is changing rapidly, so continue to monitor.
Next Steps:
Encourage your family, friends and colleagues to get vaccinated to prevent the spread of COVID-19.
Monitor University Hospitals’ and CDC guidance regularly for updates as the COVID-19 situation evolves.
UH offers consultative and advisory services to help your organization navigate re-opening during the COVID-19 pandemic. Reach out to Mike Solarz, UH Roe Green Program Manager, with any questions.
This information is intended for informational and educational purposes only. This information should not be used as a replacement for medical or legal advice. Employers and individuals are solely responsible for complying with all applicable legal requirements and making decisions regarding themselves, their operations, and employees based upon their individual circumstances. What each individual and employer does is specific to its needs and facts and circumstances. Please contact us directly if you are looking for specific advice.
Adherence to any recommendations included on this webpage will not ensure successful results in every situation. Furthermore, the recommendations contained on this website should not be interpreted as setting a standard of care or be deemed inclusive of all proper methods of operations. There is no guarantee that following all these recommendations will prevent or reduce transmission of COVID-19.
As understanding of COVID-19 and applicable guidelines are changing quickly, the information on this webpage is current as of the last update. Although this content was reviewed and approved by healthcare professionals, UH does not guarantee the accuracy or completeness of any of this information or that it represents the most up-to-date information and UH is not responsible for any errors or omissions or actions taken in reliance or from use of such information. By accessing this information, you understand and acknowledge that use of the information within involves certain inherent risks, and that University Hospitals does not warrant the accuracy or completeness of the information within and assumes no responsibility or liability for any illness, injury, or damage to persons or property, including death, arising out of or related to any use of this information. You agree to hold University Health System, Inc. and any of its affiliates or subsidiaries, its directors, officers, partners, agents, representatives, employees, organizers, and sponsors (“Parties”), harmless from and against all liabilities, suits, damages, losses, and charges arising from or in connection to your use or your business’s use of the information within.