Poptop’s Health & Safety Event Guide

At Poptop, we want to provide all of our clients and suppliers with the tools to create amazing events but to also be able to carry them out as safely as possible. In light of the pandemic, and knowledge of how we should approach events going forward, we have created these Health & Safety guidelines to ensure that you know you have a safe booking with our suppliers.

We’ve also provided guidelines for you as the event planner or party hosts, to ensure you have the information you need to stay safe, whilst keeping the party going. 

What to Expect From Your Supplier

Our suppliers are in the process of attaining their ‘Poptop Health & Safety Verified’ certificate. This will mean that they have agreed to do everything within their power to ensure they approach your booking with a high level of cleanliness and general health and safety points. The full terms they have agreed to can be found here. Some highlights:

• Sanitising areas of contact
• High level of communication
• Following governmental precautions

Every event is different, and varies depending on what kind of event it is, which suppliers are attending and what kind of venue it is. Because of this, we recommend that contact is made with each of your suppliers to discuss this, and ask any questions relating to the health and safety of your event that you may have.

In This Guide

• Suggestions for your event
• Tools to use for your event
• References & other guidance

Suggestions For Your Event

1. Review your event itinerary
2. Provide transparent communication
3. Review your guest list
4. Follow Precautionary Advice
5. Ensure social distancing is in place
6. Provide cleanliness stations
7. Take your event outside
8. After the event

1. Review Your Event Itinerary

Look at your original event plans and think of ways you can minimise any risk here. For example, a drinks reception may be better off built into the core event rather than as a separate section, to ensure guests are not forced to mingle in a space where social distancing measures are hard to upkeep.

Also, any meet and greet parts of the event should take the focus off any handshaking or hugs that otherwise may have happened here.

2. Provide Transparent Communication

 Firstly, let your guests know that the event is still happening, but make sure that you provide them with enough information to ensure they can attend in a safe manner.

Attendee guidance –  this could include recommendations such as discouraging handshakes, staying home if you feel unwell, and washing your hands often and for 20 seconds. Encourage the use of hand sanitiser at every opportunity. Also, please make use of the attendee tool later on in the pack.

3. Review Your Guest List

You may need to review your event guest list. We advise to firstly remove any guests who are at risk (i.e still shielding or isolating because of health conditions). 

We would also advise re-evaluating some of your guests who may live further away and take a medium to a long journey in order to attend your event.

4. Follow Precautionary Advice

The best way to safeguard your event is to make sure that all of the current precautionary advice is being taken. 

Whilst we have broken some of these down for you in following points, we recommend research from our recommended sources (in the references section) to best educate you and your guests on what these precautions include. 

5. Ensure Social Distancing is in Place

Provide advice and tools at your event to ensure the guests can social distance easily. This includes holding the event somewhere with plenty of space so that you can guarantee a two-meter distance can be kept in between clients attending from different households.

You may also want to provide disposable face masks that cover the mouth area for guests who wish to have an extra step of protection.

6. Provide Cleanliness Stations

Provide advice and tools at your event to ensure cleanliness is a priority throughout. This should include a hand wash station and the provision of hand sanitiser. 

You can also provide assurances to your guests about the cleanliness and health & safety of any suppliers that are booked. This information is provided to you later on in this pack.

7. Take Your Event Outside

Plan the event to take place outdoors. The virus spreads a lot less outdoors, so if your event is taking place, make sure it’s outside, providing as much space as possible. After the event, if someone contacts you after your event to say that they have fallen ill, we would advise that you then contact other attendees to inform them of this. 

If needed, people may choose to self isolate following this to ensure that the virus is not spread further.

8. After The Event

If someone contacts you after your event to say that they have fallen ill, we would advise that you then contact other attendees to inform them of this. 

If needed, people may choose to self isolate following this to ensure that the virus is not spread further.

Tools For Your Event

Attendee Guidance

We suggest sending this short guide to your attendees, either via email or by including it in your invitations. It’ll help them get on board with any guidance and restrictions that are in place during your event in order to ensure the ongoing health and safety of every guest.

References & Other Guidance

Please, use these links as a guide for further research into relevant guidance and advice. 

• Gov.uk
• National Health Service
• (WHO) World Health Organisation
• CDC (Centers for Disease Control and Prevention)
• PHE (Public Health England)
• PCMA
• Association of Event Organisers (AEO)
• MPI

Laurel Pymm

Event Expert & Client Success Manager.

Passions: Dance, food, dogs, Marvel Cinematic Universe, travelling, climate change, R’n’B music.