Checklist for In-Person Physical Events in the times of the Corona Pandemic
During the ongoing Corona pandemic, we need to plan, in a perhaps new way, regarding physical events. Conferences, events and larger meetings will continue to be replaced by digital meetings. In cases where larger meetings are planned and which cannot be replaced by digital meetings, it is important to limit the number of participants in order to reduce the risk of the spread of infection.
Preventing the spread of infection
To take measures to prevent the spread of infection at physical events, there are a number of aspects that you will need to take into consideration, based on the guidelines issued by governmental authorities:
- A total of 8 persons (including staff, technicians etcetera).
- Encourage participants to stay at home in the event that symptoms of illness arise.
- Set up the space in such a manner so that the participants can keep a distance of at least 1,5 metres.
- Establish easy possibilities for good hand hygiene.
KTH also continues to maintain its position that there should be substitutions for the gathering of a large group of people, for instance conferences, major events and similar situations, such as digital meetings or gatherings in smaller groups.
The County Administrative Board decides on the limit for the number of people who may stay in the same room (including staff, technicians and more). For information in English about the number of participants, we refer to the Public Health Agency's website .
The following checklist contains suggestions for managing the taking efforts to reduce the risk of the spread of infection into consideration.
Premises and furnishings
At KTH there are a wide variety of types of premises, facilities and rooms available for events. Some with fixed furnishings and others where the furnishings can be adapted. We as a governmental entity also have the possibility, via the Swedish Legal, Financial and Administrative Services Agency, Kammarkollegiet, to order off-campus facilities/premises.
- Book a room/facility that allows for sufficient distance between participants to be maintained, both seated and when moving about.
- Also keep in mind that congestion must be able to be avoided during gathering in lobbies, passageways, outside WCs, etc.
- Book several rooms and divide the event into different groupings.
- Use table placement assignments or block-off seating to clarify suitable distances; for assistance with furnishing contact the Room Booking Office .
- Set up information tags that remind people to maintain social distancing.
PDF for printing, Poster – KEEP YOUR DISTANCE (learning environments in English) (pdf 35 kB)
PDF for printing, Poster – HÅLL AVSTÅND (in Swedish) (pdf 33 kB)
- Provide extra hand sanitiser at appropriate locations.
- Add extra cleaning of rooms, contact the Room Booking Office .
Food and drink
KTH’s contracted suppliers must be utilised when ordering food and beverages, as they have secured work processes focusing on efforts to reduce the risk of the spread of infection.
Framework Agreements-Catering , enter the word “catering” in the search box.
- Use portion-packed meals.
- Set up more food stations than usual, or have the vendor serve – this in order to avoid people queuing up.
- Mark the spacing/social distancing on floors – to create reminders.
Structure and arrangements for events
During the spring, it has become clear to many not only that digital events work as a good alternative to meetings in-person, but also that there are times when the event is improved when people can interact with each other in the same physical location; and in addition, that hybrid variants can be an additional reasonable solution.
- Review the possibilities to offer both physical and digital participation, so as to reduce the number of people physically present and increase the possibility of attendance by individuals who would others avoid physical in-person interactions.
- Divide the event participants into groups and book several venues/rooms/facilities.
- Divide up the event over several days, for the purpose of reducing the number of people present at any one time.
- Avoid the sharing of materials such as pens, paper, etcetera
- Conduct events outdoors.
- Review the possibility to provide support to participants with transportation to the premises for the event.
Information for participants
So that your participants will be aware of how you have prepared your physical event taking the risk of infection into account, you should provide information in advance concerning measures plus be clear as to specific requests for e.g. social distancing, and then do this as well as on-site during the event.
Examples of points of information that could be used prior to events
- Encourage those who have symptoms to stay at home.
- Encourage everyone to maintain social distancing.
- Confirm that extra cleaning efforts will be made.
- Confirm that hand sanitiser will be available.
- Clarify that prior registration is required; as is cancellation if necessary.
- Clarify how refreshments will be dealt with.
- Clarify how things will be arranged at the event.
Examples of points of information at the start of and during events
- Remind everyone to maintain social distancing.
- Indicate where the WCs and hand sanitiser can be found.
- Explain how breaks such as coffee breaks and lunch will be dealt with.
- Keep yourself up-to-date on any new Directives and guidance via the Public Health Agency of Sweden .
- If you would like any advice or guidance on planning the event, please contact email@example.com .