Frustration. How would you handle this if you were an event organizer (re COVID)

[Liberty Belle]

Our nonprofit held a community event and awards presentations at an outdoor venue.

All of the invitations stated we required proof of a COVID vaccination or a negative COVID test within 3 days.

Despite this, we had several guests who didn't follow directions. How would you have handled each of these situations, bearing in mind that each of these people had purchased a pricey ticket and we were sold out?

1. A liberal civil rights leader and award winner who said he didn't want to share his vaccination status. (I happened to know he recently recovered from COVID).

2. An elected official and award winner who had been traveling, showed proof he'd taken a COVID test but his result didn't come bcak in time

3. Two elderly couples where one partner had proof of vaccination and the other had forgotten to bring it, but said they were vaccinated. They seemed sincere.

4. One arts leader who insisted she shouldn't have to share vaccination status; she is prominent in the community and would no doubt cause trouble if turned away.


5. One who claimed she didn't see the vaccination requirement, but insisted she is vaccinated.

(Note, I did seat the handful of known conservatives on the list at a table together in case unvaxxed folks might still have COVID even with a negative test. Surprisingly it wasn't just conservatives who balked at sharing vaccination status or a negative test.)

In our state events of our size are not required to have these rules, only larger events, but we were trying hard not to expose guests to COVID. This was out of around 120 attendees; the rest managed to comply. Our county has a low rate of COVID currently, among the best in the nation, though there is a surge even here despite our high vaccination rates locally.

I won't say which decisions we made for each of these folks, but am curious how others would have handled this....do you refuse them entry and refund money? Refuse entry and keep the money? Admit them anyhow especially award winners being honored? Admit them but ask them to wear a mask when not at their table? Admit them and seat them as far away from anyone vulnerable as possible? Other ideas?

I really hate being put in this position, and my volunteers hate being "COVID police." But I don't want people getting COVID from an event I'm in charge of. I set the rules, but it's really frustrating. Thoughts for how to handle this for future events?

[mcar]

1. You set the rules. You cannot make exceptions

They knew the rules. They chose not to follow them. I would not have given them admittance.

I've been in PR and event planning for years, mostly for nonprofits. That said, I've never, of course, encountered this particular issue. Still, you set the rules.

How would you feel if you broke or relaxed the rules for any of the above and one of your other guests contracted and died from Covid?

[bottomofthehill]

2. If they don't comply, don't let them in.

Your event, you set the rules to attend, you have to have them comply. If they don’t want to comply, they don’t have to attend

[Sherman A1]

4. Yup,

That is exactly what should happen.

[Skittles]

3. deny them entry

of course, I think it is seriously stupid having these "events" during a pandemic

[Liberty Belle]

7. Our nonprofit had no events for a year and a half.

Nonprofits cannot survive forever without funds and our major source of funds is from events.

We had one small event about half this size a couple of months ago and everyone complied with the rules, though the invitation list for it was more limited.

In this case, we had a generous offer from a supporter to donate the venue and food, to help us climb out of the financial hole we wer in.

This event was small compared to those that other nonprofits and community groups here are back to holding - some with hundreds or even thousands. Some had no COVID protocols in place. We tried to be more prudent in staying with half capacity for the venue and taking steps to assure guests were vaccinated or tested negative.

Thankfully our state has the lowest COVID rate in the nation and our County is even better, with 1/3 the rate of the state. We held the event in a part of the county that has an even lower rate than the more urban areas, and had hand sanitizers in everyone's goodie bag given out at the door, too.

[SidDithers]

22. +1...

especially that last part.

Sid

[riversedge]

5. Hard on you but they should not be let in.

[LunaSea]

6. Isolate them

Behind clear plastic curtains.
Don't call it the "box of shame", but that's what it will be.
If one exits the screened area, have everyone else immediately mask up.
Perhaps explaining such a plan beforehand might encourage them to rethink
the situation.

[Liberty Belle]

10. Creative idea, thanks.

Some stadiums have sections for vaccinated folks vs. unvaxxed.

But I don't really want to advertise that there could be exceptions-- maybe bolder warnings at the top of the invitation in red stating no refunds will be issued if you forget your vaccination card or COVID test result. And we're really not demanding vaccination status. If you don't want to tell us if you are vaccinated, just get tested.

The alternative would be to state that anyone who forgets will be seated at a table in the back of the room far away from others, after a temperature check, and require them to wear masks if they get up from their seat. They might be prohibited from participating in certain activities such as if there were dancing. Make it as umcomfortable as possible.

Also of note, we did try earlier to suggest people send proof of vaccination status ahead of time for us to keep on file for all future events (at our last event) but only a couple of people did that. At least if we have it on file and someone who is vaccinated forgets their phone or whatever, we could still admit them.

[LakeArenal]

8. If there's an actual entrance point and not a fair ground openess,

I d find a security service that might volunteer services. Or an off duty cop. At least a rather large individual checking. He is placed to stop anyone arguing with you.

Let “prominent in the community” be surely stopped. Nothing turns people off more than a hissy-fit by prominent persons crying over not being able to break the rules.

[Liberty Belle]

13. Good idea, so that my volunteers and I don't have to deal with these folks next time.

We'll just have Bruno the enforcer escort them out.

And state clearly in the rules that no refunds will be given if you fail to comply with the COVID requirements.

[Bev54]

9. I worked a large function last night of over 5,000 people

and had the same guidelines, vaccinated at least 2 weeks before, or a negative test and had a handful of people myself with all of those explanations and more. None were allowed in, I had to deal with a few irate people but just called over the head of security and they were escorted out. These people prepaid for their tickets on line $50-$75 and it was all outlined on the website. It is not my fault if they did not read it. I had a woman in tears but just said sorry, you cannot come in.

[AleksS]

11. I'd be concerned about potential liability if those folks infected others...

Not to mention my own conscience if someone got COVID and had extreme problems or even died from it.

But I know how hard it is to look someone in the eye and tell them "No."

I would have tried to have a virtual option available maybe? Especially for the award winner, if that person had a speech I'd slap a laptop at the podium and let the person deliver it via facetime, etc.

[Liberty Belle]

14. Virtual participation is a good idea.

[Farmer-Rick]

12. I find it interesting that there is no question about the cost

What do you do if they show up without a ticket? Or a partially paid-for ticket or only one ticket for 2 people? You would not hesitate.The cost is the cost. No ticket no entry.

You wouldn't let them in if they hadn't paid, why break a rule about a function in the middle of a pandemic? It's just another cost for the participants. Get vaccinated, get a test, dress appropriately and oh buy a ticket. Doesn't seem to be all that difficult.

[Liberty Belle]

16. An issue was that some bought tables for 10 and their guests didn't all see the invitation.

They were all supposed to notify their guests, but at least one didn't. Hence the two older couples who didn't get the word.

The others bought their own tickets and knew or should have known.

Next time we plan to require email addresses for all guests so that we can notify them directly of the COVID rules and other event details.

I posted this thread in part to give ideas to other event organizers on how to have things flow smoothly without these hassles.

If I had my way, I'd require vaccinated only, no exceptions, but the law requires exemptions generally if someone either has a medical reason (such as allergy to a vaccine ingredient) or religious exemption (a joke, since no religion that I know of disallows vaccines) , so we allowed the option of negative test. At our earlier event, 59 people brought proof of vaccination and just 1 opted for showing test results. So I really didn't expect these hassles.

[Farmer-Rick]

30. Oh, still a very interesting post.

And a good idea.

I use to plan all sorts of events. But I never did it in a pandemic. A specialized skill set I would think.

[Mr.Bill]

15. Absolutely don't let them in.

As far as the money, you could have a waiting list after selling out and invited them to be on the premises to purchase the ticket of anyone who is denied entry. That way you could refund the money to people being denied. Admittedly cumbersome, but fair.

[Liberty Belle]

17. I did resell a couple of the tickets, thankfully, as we did have a waiting list

and two lived near the venue.

[Dorian Gray]

18. If I held the event

in NYC now, I would only require vaccination if it were indoors. An outdoor event, I'm not sure it's worth the hassle. (JMO.)

Having said that, if people are unwilling to comply, I'd have to uphold the rule. It stinks and becomes complicated when you're a nonprofit who depends on deep pockets and those deep pockets insist on behaving in ways you wouldn't.

[Shellback Squid]

19. they should not have been allowed to attend

you let them know ahead of time, they did not follow the rules

[joetheman]

20. If i could afford it, I would move to another community. These folks seem ...

[bullwinkle428]

21. Lots of "DO YOU KNOW WHO I AM??" syndrome going on. Utterly frustrating.

[lindysalsagal]

23. Operate a zoom camera to include those who aren't in compliance

And send them home.

[Ms. Toad]

24. COVID doesn't care.

1. A liberal civil rights leader and award winner who said he didn't want to share his vaccination status. (I happened to know he recently recovered from COVID).

Too bad, so sad. We'll mail you your award. COVID doesn't care if you are a liberal or a civil rights leader.

2. An elected official and award winner who had been traveling, showed proof he'd taken a COVID test but his result didn't come bcak in time.

Too bad, so sad. We'll mail you your award. COVID doesn't care if you are an elected official and travel makes it worse.

3. Two elderly couples where one partner had proof of vaccination and the other had forgotten to bring it, but said they were vaccinated. They seemed sincere.

Too bad, so sad. Too many people are pretending they are vaccinated (or not required to wear masks) - if we let you in, we also have to let in the ones we know are lying.

4. One arts leader who insisted she shouldn't have to share vaccination status; she is prominent in the community and would no doubt cause trouble if turned away.

Too bad, so sad. COVID doesn't care if you are an arts leader. It's a matter of public health.

5. One who claimed she didn't see the vaccination requirement, but insisted she is vaccinated.

Too bad, so sad. Too many people are lying about it.

For all of them, however, I might have invested in a supply of test kits and allowed them to take an instant test on the site so there were no excuses.

My parents' retirement community now has 9 cases of COVID - virtually all residents are vaccinated. I haven't confirmed, yet, but I believe the wife of one of my professors (same community) is one of the 9 - and died. They have had 1 from March 2020 through about a month ago, and no deaths. My employee's entire family (5 of them - 2 vaccinated, 3 too young) just had COVID. I also just saw a note from a friend about COVID deaths hitting too close to home - and I'm waiting for that shoe to drop. I have zero tolerance for people who treat COVID as trivial and/or a political game.

[Liberty Belle]

25. I like your idea of instant tests best of all. Where do you buy those?

For next time I'll have a few on hand and insist people either take the test onsite or leave; at least that also gives them a fair chance if someone made an honest mistake such as missing the announcement or having a test not come back, but will keep out the riff-raff that simply don't want to get vaxxed or take a test.

Anybody know how much the tests cost and how long their shelf life is?

[phylny]

29. I purchased some from CVS.com

I think it was under $25 for two tests. You’re supposed to use them a few days apart. My understanding is that they have them in stock on the sleeves but are sold out quickly.

[cadoman]

26. if you have refined guests who bought high price tickets I'd be making exceptions left and right

1) A civil rights leader deserves respect. If he recently recovered from COVID take him aside, let him know that strictly speaking you're not supposed to let him in, but you're making just one exception because he recently recovered and to not let anyone else know. You'll have a friend in high places for life there.

2) An elected official should be trusted on their word, particularly if they were a member of the Democratic Party. If they're asymptomatic, take them aside and let them know that strictly speaking you're not supposed to let them in, but you're making just one exception because they seem like a very respectable official who is refined enough to not get sick.

3) I'd boot the elderly people out because you want to have as many young, attractive people at a fundraiser as possible. They probably got tired on the drive over and would be happy to have the excuse to leave early. Do it with some drama so they have a good story to tell.

4) Definitely let the arts leader in. Come on, an "arts leader"? Of course they're vaccinated, and just being dramatic because that's their unwritten job. They'll create plenty of drama and excitement for your event. Let them know you're making just one exception because without them the party will be no fun.

5) Ok you've made enough exemptions for the night, time to tighten things up and see this boring person to the door. They probably would not have been a regular donor anyway.

Please let me know how many I guessed correctly.

And yeah, anything you do here would have gotten you in trouble. I don't envy event organizers right now. Kudos to you for making the effort.

[Liberty Belle]

31. In the end...

I booted some drama queens who were just being jerks but let in the award-winners. The national civil rights leader who'd recovered from COVID I seated next to myself with an empty seat thankfully on the other side; he agreed to wear a mask when not eating. The other winner was sitting with unvaxxed friends who'd brought their test results; they all hang out together anyway and i doubted they cared, but did ask him to wear a mask if not at the table. Their table was away from everyone else's on an end next to the stage.

I also let in one couple where she didn't know about the requirements (guests of a table host who forgot to tell them); she was able to tell me the month she'd been vaxxed, where, and the type of vaccine she got when i took her aside, and it matched her husband's card. I know this couple personally and they're honest folks; I was pretty sure I'd seen her vaccine card at our prior event, too.

Maybe I didn't make the right decisions on the spot, but I used my best judgment.

It was outdoors with tables far apart, so the risk of spreading COVID to anyone not seated near you was low, and our city has one of the lowest COVID rates in the nation.

I was told it's probably not legal to require vaccinations only, since it doesn't make allowances for people who have medical exemptions or religious ones, though that would've been my preference. We didn't need lawsuits.

Somehow our region's COVID rate is still low despite many street fairs and festivals that have resumed with thousands of people packed in, thanks to something like an 88% vaccination rate of those over age 12 locally. Thank God we're in a county run by progressives who've done everything possible to get people vaxxed.

Thankfully nobody got COVID, but I'm still mulling over how to handle it better next time to make sure everyone coming is aware of the rules and warned that no refunds will be given if someone forgets or fails to bring their documentation.

[MoonlitKnight]

27. Deny entry and no refunds

It’s what would be done if a ticket holder violated any other rules of an event or venue.

With COVID, it’s more unfair to the people attending because they felt more secure due to the rules and expectations that they would be enforced. You violated their trust and possibly their health or that of a loved one if your event did not uphold the rules.

[orleans]

28. i was just thinking what moonlit knight (above) posted

1. some people might not have gone if they thought whoever was working the door was going to play fast and loose with vaccine requirement.

2. delta is a real spreader--even for those who are vaxxed. everyone should have had a mask on. even at their tables because the virus can circulate. and even vaxxed folks can still get pretty fucking sick if they catch it

3. don't do in person events during a pandemic

i know part of the problem with turning people away when they are being assholes (ie: my vaccine status is my own personal, private, precious business -- yeah, we know what that means: no vax!) is that they won't donate or come back again. but like i said, you let the assholes slide and you betray the trust of everyone else.

wasn't there an award show that was done virtually and they had people by the houses of the winners to hand them their awards? people could be linked up and ready to say a few words from their living room.

4. no proof of vaccine or proof of a NEGATIVE test (i'd say fuck that test, it's either vax or get out) and they don't get in--no refunds

5. those quickie tests do false positives and false negatives.

6. no religious exemption. no medical exemption.

i wouldn't have gone. 120 people i don't know in a room without masks? no thank you.