PlumTree Events, LLC

COVID-19 Plan

March 9, 2020


Although we have not had any reported cases in Montana, I do have a plan on what I’m doing should this reach Montana. In this I have created an emergency operations plan with the assistance of the CDC.

  1. Review the existing emergency operations plans for our venues.
    1. Meeting with the venues to determine how they may impact aspects of my events such as personnel, security, services and activities, functions and resources. Developing a contingency plan that addresses various scenarios during this COVID-19 outbreak.
  2. Establish Relationships with key community partners and stakeholders.
    1. Contacting the local public health department, community leaders, faith-based organizations, vendors, suppliers, hospitals, hotels, airlines, transportation companies, and law enforcement. Collaborate and coordinate with them on broader planning efforts. Clearly identify each partner’s role, responsibilities, and decision-making authority. Contact your local public health department for a copy of their outbreak response and mitigation plan for your community. Participate in community-wide emergency preparedness activities.
  3. Address key prevention strategies.
    1. Promote the daily practice of everyday preventive actions by using health messages and materials developed by credible public health sources such as the local public health department and the CDC to encourage good personal health habits such as:
      1. Stay home when you are sick, except to get medical care.
      2. Cover your coughs and sneezes with a tissue, then throw the tissue in the trash.
      3. Wash your hands often with soap and water for at least 20 seconds, especially after going to the bathroom; before eating; and after blowing your nose, coughing, or sneezing.
      4. Avoid touching your eyes, nose, and mouth with unwashed hands.
      5. Clean frequently touched surfaces and objects daily.
    2. Provide COVID-19 prevention supplies at events.
      1. Sinks with soap
      2. Hand sanitizers
      3. Tissues,
      4. Disposable facemasks for anyone who starts having symptoms.
    3. Develop flexible attendance and sick-leave policies. Event staff needs to stay home when they are sick, or they may need to stay home to care for a sick household member or care for their children in the event of school dismissals. Identify critical job functions and positions and plan for alternative coverage by cross-training staff (similar to planning for holiday staffing).
    4. Promote messages that discourage people who are sick from attending events. This should include messages requesting that people leave events if they begin to have symptoms of COVID-19, which include fever, cough, and shortness of breath. They should seek medical advice promptly by calling ahead to a doctor’s office or emergency room to get guidance.
    5. If possible, identify a space that can be used to isolate staff or participants who become ill at the event. Designate a space for staff and participants who may become sick and cannot leave the event immediately. Work with partners, such as local hospitals, to create a plan for treating staff and participants who do not live nearby. Include a plan for separating and caring for vulnerable populations.
    6. Plan ways to limit in-person contact for staff supporting your events. Several ways to do this include offering staff the option to telework if they can perform their job duties off-site, using email, and conducting meetings by phone or video conferencing. Reduce the number of staff needed such as staggering shifts for staff who support essential functions and services during events.
    7. Identify actions to take if you need to postpone or cancel events. Work closely with local public health officials to assess local capacities in the area. During a COVID-19 outbreak, resource limitations among local healthcare systems and/or law enforcement can influence the decision to postpone or cancel your events. If possible, plan alternative ways for participants to enjoy the events by television, radio, or online.
  4. Communication abut COVID-19
      1. Update and distribute timely and accurate emergency communication information. Identify everyone in your chain of communication (for example, event staff, participants, suppliers, vendors, and key community partners and stakeholders) and establish systems for sharing information with them. Maintain up-to-date contact information for everyone in the chain of communication. Identify platforms, such as a hotline, automated text messaging, and a website to help disseminate information.
  5. Should there be an outbreak in Montana
      1. Stay informed about the local COVID-19 situation
      2. Communicate frequently with venues, vendors and clients to share information about how we are responding.
      3. Distribute health messages to event staff and participants.
        1. Continue to promote everyday preventative actions.
        2. Offer resources that provide reliable information
        3. Address the potential fear and anxiety that may result from rumors or misinformation
  6. Provide COVID-19 prevention supplies to event staff and participants.
      1. Will ensure that all events have supplies for event staff and participants such as:
        1. Hand sanitizer that contains at least 60% alcohol
        2. Tissues,
        3. Trash baskets,
        4. Disposable facemasks
        5. Cleaners and disinfectants
        6. Clean frequently touched surfaces and objects with detergent and water prior to disinfection, especially surfaces that are visibly dirty.
      2. Consider an alternative for event staff and participants who are at high risk for complications from COVID-19.
          1. Currently, older adults and persons with underlying health conditions are considered to be at increased risk for severe illness and complications from COVID-19. Event organizers can consider reassigning duties for high-risk staff to have minimal contact with other persons. People in high-risk groups should consult with their healthcare provider about attending large events. Consider providing refunds to event participants who are unable to attend because they are at high risk and/or provide information on alternative viewing options.
      3. Implement flexible staff attendance and sick-leave policies (if possible). Require staff to stay home if they are sick or caring for a sick household member
      4. Separate those who become sick at your event from those who are well. Establish procedures to help sick staff or participants leave the event as soon as possible. If any staff member or participant becomes sick at your event, separate them from others as soon as possible. Provide them with a clean, disposable facemask to wear, if available. Work with the local public health department and nearby hospitals to care for those who become sick. If needed, contact emergency services for those who need emergency care. Public transportation, shared rides, and taxis should be avoided for sick persons, and disposable facemasks should be worn by persons who are sick at all times when in a vehicle.
  1. Determine the need to postpone or cancel your events
    1. Put into action strategies for postponing or canceling your events. Work closely with the vendors for your venues and with local public health officials to discuss the criteria you will use to postpone or cancel your event(s). Immediately alert event staff and participants if your event(s) has been postponed or canceled and inform them of your COVID-19 outbreak (or emergency) refund policy and re-ticketing options.
    2. Update everyone in your communication chain about when your events will occur if postponed or canceled. Let event participants know whether event is rescheduled and when.


**Plan created by PlumTree Events, LLC and the Centers for Disease Control and Prevention (CDC) For more information please visit:

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