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Let’s manage COVID-19 risks when organizing meetings and events

Updated: Jul 22, 2020


Now the time has arrived to prepare for COVID-19. But the risk is still there. So it is time to prevent the spread of COVID-19 in your workplace, manage COVID-19 risk when organizing meetings and events and actively contribute to preventing the spread of COVID – 19 risks while the meeting or the event going on and after the meeting or the event.


Why do employers and organizers need to think about COVID-19?


Organizers of meetings and events need to think about the potential risk from COVID-19 because there is a risk that people attending your meeting or event might unwittingly bring the COVID-19 virus to the meeting so that others might be unknowingly exposed to COVID-19.


Although COVID-19 is a mild disease for most people, it can make some very ill. Around 1 in every 5 people who catch COVID-19 needs hospital treatment. So, simple precautions and planning can make a big difference. Action now will help protect your employees and your business.


Let's see how to manage COVID-19 risks when organizing meetings and events.


BEFORE the meeting or event

Develop and agree on a preparedness plan


  • Consider about,


Essentiality of a face-to-face meeting or event

Replacement of teleconference or online event or the meeting. Scaling down to fewer people attend.


  • Pre-order sufficient supplies and materials (tissues and hand sanitizer) for all participants and surgical masks for anyone who develops respiratory symptoms.




  • Advise participants not to attend the event, if they have any symptoms of COVID – 19 or feel unwell.

  • Make sure everybody (organizers, participants, caterers, and visitors) at the event provide contact details.

  • State clearly that their details will be shared with local public health authorities if any participant becomes ill with suspected infectious disease.


Develop and agree on a response plan ( if someone at the meeting becomes ill with symptoms of COVID-19 (dry cough, fever).


  • Prepare an isolated room for someone who is feeling unwell or has symptoms.

  • Plan for safely transferring from there to a health facility.

  • Know what to do if someone tests positive during or just after the meeting


DURING the meeting or event

  • Provide information or a briefing (orally and in writing), on COVID-19 and the measures, organizers have taken to make the event safe.

  • Build trust.

  • Practice ways to say hello without touching.

  • Encourage regular hand-washing or use of an alcohol rub to all participants at the meeting or event.

  • Encourage participants to cover the face with the bend of the elbow or tissue if cough or sneeze.

  • Supply tissues and closed bins for disposal.

  • Display dispensers of alcohol based hand rub prominently around the venue.

  • If there is space, arrange seats at least 1 meter apart.

  • Open windows and doors to make sure the venue is well ventilated.

  • If anyone starts to feel unwell, follow preparedness plan or call the hotline.


AFTER the meeting

  • Get the names and contact details of all participants to trace people who may have been exposed to COVID-19 ( if one or more participants become ill shortly after the event. )

  • If someone at the meeting or event was isolated as a suspected COVID-19 case, participants should be informed and advised to monitor themselves for symptoms for 14 days

  • If the participants develop even a mild cough or fever they should stay at home and self-isolate


Ashinsani Fernando



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