Priorities for Gathering Safely - Venues and Party Rental Companies

Priorities for Gathering Safely - Venues and Party Rental Companies
By Larah Winn
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Priorities for Gathering Safely - Venues and Party Rental Companies

We all know the toll Covid-19 has taken on the event industry. With restrictions on the number of people that can gather, and how close they can stand together, venue and party rental companies are faced with the challenge of holding events safely.

While the task seems nearly impossible, the event industry is showing major resiliency. The party must go on and can do so with the proper safety precautions.

We here at Eventstable do our utmost to offer our customers sound advice, but be sure to look up CDC guidelines and check with your local government to make sure your business is adhering to the latest regulations. 

As we begin to gather again, please take into consideration these priorities to make sure your employees and customers are holding events safely.

Social Distancing

Social distancing means that guests should be at least six feet apart from each other at all times. As the gathering restrictions loosen state by state, expect these guidelines to still be in place to reduce risk to those who attend events. 

Prepare alternative floor plans to keep guest tables six feet apart.

For ceremonies, wedding chairs can be arranged in groups of five to maintain the regulated social distancing requirement. You can also reduce the number of people seated at each table as an extra precaution. 

Another way to help guests maintain physical distance is by providing sign markers on the floor. The markers are an easy way to prevent guests from getting too close while waiting at the bar for example.


Cleanliness and sanitation should also be a top safety priority for gatherings. Your venue or party rental company should enforce stricter cleaning procedures and with increased frequency of sanitation of tables and chairs

It may be helpful to designate an employee as sanitation leader who can be dedicated to maintaining a high level of disinfection.

Whether setting up event furniture or working during the event, all employees must wear masks and gloves as directed by local ordinances. 

During the event, you can also provide a small folding table with sanitizer that guests can have easy access to.

Guest Count

While not ideal, you should advise your clients to consider keeping their guest counts low. As a venue, you already have to consider capacity guidelines so that guests can safely maintain social distance. That being said, an alternative suggestion you can offer your clients is staggering the arrival time of guests. 

Staggering arrival times, maximizes their guest count and takes into consideration the needs of older guests.

For example, at a wedding, immediate family members and at-risk elderly guests can attend the ceremony and exit afterwards. The reception can welcome young guests and allow for the celebration to continue on at the proper guest capacity.

It just may be impossible for all guests to attend a gathering amidst Covid-19. Make sure you can provide your customers with virtual gathering options for those who can’t attend.

This can mean screens so guests can watch a wedding ceremony. It can even mean having a sound system that provides amplification for guests spaced further away at the actual event.

These creative options ensure that your clients feel those who are most important to them can still celebrate. 

With these priorities in mind, you can still hold gatherings safely and effectively. Again be sure to adhere to proper guidelines and provide signage to remind customers safety is a priority.

Author: Larah Winn

Larah is the creative and marketing specialist here at EventStable. She lives in the old axe factory town of Collinsville, Connecticut with her husband and dog Baya. In her free time you can find her helping her husband restore their 1860's cottage.

June 24, 2020