PLAN IN A PANDEMIC: Risk Awareness for Small Gatherings

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.

DON’T STAND SO CLOSE TO ME: Unique Layouts and Decor for Physical Distancing

In our second week of discussions around the future of events and live music, we decided to discuss the hard reality of physical distancing inside venues. For spaces like Swedish American Hall and Cafe du Nord, which already have small capacities (350 and 360, respectively),  the economics of operating at reduced capacities are at the forefront of our minds. So how do we make the most of capacity limitations and distanced seating? The answer lies in attractive, well-designed layouts that create an elevated experience. 

Let’s start with best practices for physical distanced seating, as laid out in CA state guidelines and operationalized at live events in other parts of the world. Groups of 4-6 are recommended, and preferably contained to those who share a household. It’s clear that venues cannot guarantee a shared household grouping, but we can focus on keeping seating arrangements to pairs of 2 (since many folks attend live events on dates or as a pair) and/or groups of 4 for concepts like “dinner and a show” or for private events. 

Once you’ve established the best grouping options for your venue or event, consider flow and service needs. A 4ft clearance between groups  and clear paths to all egresses is required by our local Fire Dept, and referring to your local FD requirements should be the first consideration in formulating a layout.  Further considerations include speed of service for food and beverage staff, ease of pathfinding for guests when being seated, and unobtrusive paths to restrooms, merch areas, etc. Every venue, and every event is different; no one layout will work for everyone. Starting the process early and using any of the many free online CAD tools to begin formulating your new floor plans will be key to successful events as soon as they are able to happen. 

With all practical considerations in mind and your initial plans mapped out - now comes the fun part: using structural decor to create attractive, experiential “pods” for your groups. Rounding back to the economics of producing live events with lower capacity, and the higher ticket prices that will come with these requirements, we look at our plans with the idea of an elevated experience in mind. This could mean everything from custom plexiglass barriers between pods with lasered designs, to artificial hedges or plants surrounding seating groups, or even tiered platforms to ensure a great line of sight for all guests. By incorporating decorative elements into your physically distanced layouts, you can curate a new, immersive experience for guests that provides safety and follows protocol without shouting “we’re in a pandemic!” and reminding the crowd of the difficult realities we are facing. Creating an opportunity for guests to suspend those realities and enjoy themselves while keeping the highest levels of safety will strike the balance necessary to fill those seats and operate successfully. 

PLEASE DRINK RESPONSIBLY: Creative Bar and Beverage Service in a Covid-Safe Environment

In our first article - we thought it might be best to speak to what we know: making great drinks, and giving great service. But what does it mean to give great service amidst a global pandemic? We’ve narrowed it down to these key elements: guest experiences with unique & creative service styles, in a safe environment for both guests and staff.

For many businesses, when we begin to think about the best ways to create new experiences in this context, many of us feel the need to appeal to the client experience first. As our team discussed our path forward, we knew one thing for certain: our staff is our lifeblood, and their safety is an unmatched priority. So how do you keep your team safe and still provide excellent service to your guests? 

The most obvious measures for staff safety are some that we’ve seen go into effect in many bars and restaurants across the world: plexiglass barriers at guest contact points, additional PPE such as gloves and masks, and increased frequency of sanitation on high contact surfaces. But we know we can do more. Our planned best practices include staff support for accessing biweekly free covid testing, and an innovative new scheduling technique that includes a scheduled on-call role to cover any short notice call outs, allowing the staff to more confidently call out if they begin to experience symptoms the day of a shift. We also intend to implement “compassionate isolation” protocol, a system that allows for testing and tracing to be effective, by creating a secure opportunity for staff to take a 2 week quarantine without a change in employment status or significant financial hardship. 

By taking this concept of staff safety a step further, and combining it with a focus on guest experience, venues can create unique service styles that facilitate minimal contact between the staff and the guest, while still offering high quality beverage service. These service styles can vary: think everything from small format, 1-2 serving bottled cocktails set at each guests place setting, to larger format “bottle service” style cocktail kits for small groups within a larger event setting. This new wave of service affords the guest a curated beverage experience while also protecting them from unnecessary contact with individuals outside of their direct social bubble. We are also exploring self-bussing of drinkware and single use rental items to avoid staff contact with potentially contaminated items, something that has become increasingly popular in the outdoor dining phase of re-opening here in San Francisco. 

With these thoughts in mind, Swedish American Hall is prepared to be at the forefront of innovative bar service for private events, as soon as it is safe for our guests and staff to gather. We’d love to hear from you, our colleagues and clients, on how you envision new styles of service at your events.