Introduction
The pandemic affected many industries, especially those that host public gatherings, introducing new requirements and limitations. Cookies Meets Cream’s case, a family shelter, is an example of such an event, which hosts around 500 persons annually for the occasion of Founders Day. Its fundraising efforts were under threat when COVID-19 began, as it was based in New York during the outbreak.
Consequently, the main issue is the threat to participants’ well-being and the potential cessation of the organization’s activities due to financial cancellations. However, specific strategies and a clear plan could prevent luncheon annulment and avoid risks to attendees’ health.
Organizing a Mass Event During the Pandemic
The regulatory bodies introduced multiple rules that limit the number of guests who can gather for such assemblies at that time. The trust agency was not allowed to exceed the set seating capacity to provide social distancing (Centers for Disease Control and Prevention, 2020). People were also prohibited from being within 6 feet of each other (Centers for Disease Control and Prevention, 2020).
The first major problem in this case is that the institution had to allocate more budget to secure the right place and comply with all directives. It was important to invite fewer people or find a much larger space to accommodate 500 people. Secondly, physical barriers were required inside the room, which required additional expenditures.
In this situation, a possible alternative might be an online/virtual conference organized by a group, allowing other participants to participate through the organization’s web platform. Another option could be to postpone the gathering for 2 months and hold it outdoors. The first choice is less practical than the second, since online meetings are less productive than in-person meetings. Moreover, viability can decrease as individuals become more involved in life, especially in finances.
The second variant is more feasible because it is a win-win, as the fundraiser does not lose the event’s image even though the term is changed. At the same time, people are not at risk of infection. The reason for rejecting such alternatives is the risk of missing attendees in the first instance and the higher investment required in the second.
The following statement describes the realistic solution the family shelter of Cookies Meets Cream had to consider. It could be advantageous to divide the forum into several periods to cover the planned fundraising and to invite all members, giving them sufficient attention and reducing the risk of infection. This solution also had to be considered because the organizers could save all the resources with minimal losses.
It is a time-saving option because it does not require additional regulatory efforts or agreements with the local government, as all the rules are already in place. Such an approach’s expediency is demonstrated by the case of MEX-DART, which conducted so-called “in-person” conferences with appropriate measures in Mexico in 2021, during which none of 166 participants tested positive (Ehteshami et al., 2022). Eventually, dividing the number of guests and spreading it over several days of meetings is justified.
The solution could be implemented through the following strategies: establishing communication channels with both people and the government to address regulatory issues and attendees’ concerns. Planning a strategy could help improve decision-making about additional actions at the event location, such as barriers, respiratory protection measures, sanitizers, and other measures.
Conclusion
In conclusion, managers of fundraising events during the pandemic should consider key recommendations. Names should mark the places of guests to avoid crowding. Clear procedures must be posted in visible, reachable areas of the room. Before the meeting starts, all health and safety aids and additional supplies should be reserved. The managers must announce the agenda and implement everything within reduced timeframes. All of these aspects can prevent luncheon cancellation and avoid risks to attendees’ well-being.
References
Centers for Disease Control and Prevention (2020). Considerations for events and gatherings.
Ehteshami, M., Edgar, C. L., Delgado Ayala, L. Y., Hagan, M., Martin, G. S., Lam, W., & Schinazi, R. F. (2022). Lessons learned from in-person conferences in the times of COVID-19. International journal of environmental research and public health, 20(1).