With Covid-19 still raging, and in many parts of the country much worse than when it began, the enforcement of new restrictions while the simultaneous allowance of outdoor parties have left many with pre-planned and pre-booked smaller events other than weddings, like birthdays, bridal and baby showers, wondering if an outdoor party can be a safe way to still have those special celebrations…
Here in NJ, the number for outdoor gatherings has increased to 500, BUT that is in no way to say that having a party with a large group is safe and without risk, because it is NOT! Yes, outside parties are definitely safer, but it’s the type of interactions you have when you’re at these outside gatherings that will be very important, as well as wearing masks and if people are honoring distance.
I’m not here in any way to advocate for you to start having parties, on the contrary if you can postpone your event and sadly settle for a small more intimate group, the better. Personally, I’ve kept my “social distancing bubble” very small, especially ones without masks, making the very conscious decision to gradually let people. But professionally, of course I understand that some special moments you can’t get back, like celebrating the baby shower for the arrival of your first baby, like I did here 2 1/2 weeks ago for sweet Mommy-to-Be Patty. Her baby shower had been rescheduled and on the brink of not happening all together until last minute decided to pull something sweet and special in her yard. I’ve also styled a 6th birthday this past holiday weekend, for a much larger group of people, so professionally I feel I have the duty to at least share ways that, if you so choose to follow through with having parties that you do so IN THE MOST SAFE way possible.
These days no party or event is without an even greater level of planning and precautions to consider. So how d0 we take every precaution possible while still being able to celebrate??
The bottom line is yes, you can see your friends and family, but you HAVE to put A LOT of planning and effort into deciding to have your party at home and be very conscious of the risk. Of course, choosing to change your party to only include those close people you’ve slowly allowed into your “social distancing bubble” is the most ideal setup but I also understand many do not want to settle for that. So in an effort to help in some way to ensure that your decision to change you event to an outdoor party is the safest, here are some very important tips and suggestions to implement.
Staying safe is all about time, space, people and place. You need to think about who you’re inviting and what’s their level of risk, not just for yourself but for everybody else you live with and want to see, now and in the near future.
1. Keep the Guest List Small
I will be the first to tell you that the smaller the gathering, a more intimate gathering of up to 30 people, those with close family and friends, those that perhaps you’ve gradually been letting into your social distancing bubble — the better! Especially before considering to invite everyone you wish to party with, inviting those you can fully trust to follow safety rules.
The ensure the safest measure possible, make sure that the rate of Covid-19 in your community is low, and preferably falling to 5% or lower. This will reduce the chance of an invited guest being someone infected. Numerous reports of spikes have been the result of home gatherings that broke their state rules. Nowww, yes protests have been going on, with hundreds more people than a home party, but the reason these gatherings haven’t led to the increases in cases is because masks are being worn — it’s much harder for guests to wear a mask at your house for a celebration when eating and drinking is going on.
Ultimately, the size of party should be dictated by the amount of outdoor space you have available and whether every guests can safely keep 6ft apart. Limiting the number of partygoers not only lowers your risk of running into someone who has the virus, but small numbers also makes it easier to keep track of fewer people to maintain physical distance.
**For Patty’s Baby Shower, since the guests were all women, the number of invited guests had slighted decreased and a few declined — making the total number of guests in the Mommy-to-Be’s yard about 50. With plenty of space and areas for guests to safely mingle and be together.**
2. Can we talk? Make your Rules/Precautions known From the Start!
Talk with all your invited guests before the party, this is critical to have a successfully safe outdoor event. This way everyone knows ahead of time the expectations you’re upholding for the party, your home and everyone present.
Be honest and open with your guests, ask for their input but decide beforehand what items are non-negotiable for you; like wearing a mask when mingling or keeping the exact 6ft distance. Be clear to inform everyone that the party is OUTDOORS ONLY {except for bathroom visits, more on that below} and in the case of bad weather, the event will be canceled.
The more honest you are with your guests the better, so please let guests know who else is coming so they can make their own judgment and decision about the level of risk they’ll be taking.
DON’T TAKE OFFENSE when guests decline to come OR if you have to kindly suggest your party might not be the best time to see each other, if they do not want to uphold to all your party precautions.
Invitations should be emailed or make a phone call. I know you might want to send beautifully printed invites, but now is not the right time to do so! From an etiquette standpoint, we’re in uncharted territory so we’re naturally going to fall back on the mindset of always putting the needs and comfort of your guest first.
**Patty wanted to make sure all her guests were comfortable attending her baby shower even if it was in her yard. She took every precaution to do so, and was not at all offended by those who declined to attend, some even choose to stop by just to say Hi and give the Parents-to-Be their loving well wishes**
3. Talk with Your Pre-Booked Vendors. Everyone Should be Accommodating & Understanding during this time…
When this all started happening no one knew what to do with weddings and smaller parties that were set to take place. Weddings had to be postponed, some chose to have micro weddings and others eloped, but what about all the other special, but smaller, occasions you can’t repeat like baby showers?? I heard horror stories of restaurants/venues not wanting to give back deposits, only to then see the situation wasn’t going to change and then ultimately refund the client as to not go to court…but it seems these days all vendors within the event and food industry seem to be on a mutual understanding. There isn’t much we can do but to accommodate and figure out a solution that works for all parties involved, in the safest way possible!
If you were having a party inside a restaurant, talk to them about arranging your selected menu, or a new one, that accommodates being served at home, outside. Buffets ARE NOT recommended, but if that serving method is the best option, SEPERATE each food item with extra space so that guests have the space to serve themselves without being next to someone else, and over multiple trays of food.
For your Decor and Flowers, well we’re most certainly clever at going with the flow and accommodating changes. Talk with your florists right away, flower orders are put in weeks in advance so if you need less florals and arrangements they can make the change. This way, you still have the decor and pretty flowers at your event, and your vendor doesn’t lose the business either.
Of course certain aspects of decor can easily be setup on a table at restaurant, like a games and activities station, so get creative with setting up multiple stations around your yard. Giving adequate space for guests to place their cards and gifts, while others eat, some sit and chat and others take photos at the photo booth or fill out activity cards.
Then there’s the issue of rain! Summer rain and inclement weather is certainly unpredictable, so it’s always better to plan ahead by renting a tent. These days there are so many options, from simple white to beautifully fabric draped canopies, that it can make any outdoor celebration truly one of a kind, and dare I say more laidback and relaxing than if in a formal seated restaurants.
Bottom line, find a mutual understanding with all your vendors. Together you can figure out a way that both safely fulfills your desires, while helping them out during the financially hard times facing event and food industry professionals.
**Patty had already booked her restaurant, had rescheduled for TBD if things improved. But since in fact things have yet to improve for indoor events and dining, having a great relationship with the restaurant they made it possible for her to have her selected menu catered to her outdoor baby shower at home. They kindly provided all the stands for the food, and offered suggestions as to how many tables were needed for setup.
Flowers were already booked, so we were happy we could still have Gina from More than a Gift provide the beautiful green and white lush floral pieces, wood slabs and acrylic table numbers that did a beautiful job of highlighting Patty’s vision of “naturally nature.” Since the dessert table was now being setup in front of Patty’s shed, we had the last minute quick thinking of renting a Faux Green Backdrop from More than a Gift too!
Keeping in line with Patty’s vision for a natural rustic nature theme, her yard was already the perfect location and look. Outdoor home parties are my favorite, so I gathered wood crates, candles and little personal details here and there to pull everything together.
We rented draping and created a romantic feeling “tent-like” canopy to both warded off any freak rain sprinkles and of course the summer sun.**
4. Space! Space! Space EVERYTHING out!!!
Practice distancing, even if you’re at your house having a party.
Have an extra table or even two more than the number of guests attending, so that they can sit comfortably spaced out wherever they’d like, and no one feels uneasy having to sit, eating near another person.
If your home outdoor space allows, maybe even consider creating two separate seated eating areas, with space and extra seats, so guests can feel they have the open space. Setting up scattered cocktail tables is a great way for the same household to scatter themselves from others when they eat too.
How you space out your tables is crucial, since whenever guests are eating and drinking, masks won’t be worn and it’ll be easier to pass germs.
**Please keep in mind that households should be sitting with each other while keeping their distance from others who they haven’t been in contact with.**
Create extra seating areas throughout your yard with spaced out lawn chairs, benches, or blankets/outdoor poufs for guests to linger while distancing as they can.
While it’s easy to keep your distance from strangers, it’s tougher to stay six feet from people you know, so make sure there is plenty of space to move and flow freely for the amount of guests you’re considering.
**For Patty’s Baby Shower we rented the tables, chairs and white linens from Prestige Party Rental, making sure to order an extra table, and several extra chairs more than needed for the number of guests attending.
Patty’s yard was spacious and had several spots to setup lounge areas throughout the space from the front to the very back of her home.
The gift and card table was setup right as guests entered the yard, so it was easy and they didn’t need to walk for with their gifts, as was a large wood crate for guests to leave their “Books for Baby.”
Drink buckets were scattered alongside the house and on the opposite side of the shed, which was serving as the wall for the dessert table, we created a spaced out activity station for the ladies.
A darling blue side table from baby’s nursery served as the display for a sign, camera and pins needed to hang photos along a clothesline that was displayed on the other side of the shed wall. Then a table decorated with baskets and crates were the setting for diapers for the Diaper Raffle and playing diapers for guests to leave their encouraging messages for Mommy and Daddy-to-Be.
Signs were everywhere! I don’t think you can have too many dainty little calligraphy signs, especially when you have an outdoor party at home. It certainly elevates the look and details a bit more, making it feel like you’re not necessarily celebrating at home.
Individual game cards were placed in the center of each table for the guests seated there to have fun and fill out.**
5. Disperse as Many Cleaning & Protective Supplies AS POSSIBLE!
Recent clusters of cases have been linked to home gatherings that seemed to have broken state rules. Even if you’re hosting an event at your house or attending someone’s that is close to you and know well, it’s always best to wear a mask if you’re simply having a conversation. Of course when eating/drinking masks can’t be worn.
Disperse wrapped masks throughout your outdoor space, including the entrance once guests arrive {in case they forgot there’s} and scattered around so they feel comfortable that there’s a mask at arm’s length whenever they want one. A fun trick is to ease the tension by supplying white masks for all guests, then providing fabric markers so they, or their children, can personalize their masks.
Keep music low so people don’t have to shout and speak loudly, as that forces more droplets to be released.
Place hand sanitizer and hand wipes at each table. Setup several mini stations throughout your outdoor space with Hand Sanitizer Dispensers and Skin-Safe Disinfecting wipes. While you’re at it include Bug Spray and sprayable Sunscreen to ensure guests are as safe as possible!!
6. Be Mindful of What & How You Serve Food. Disposal & Single Use is Best {Unfortunately…}
DO NOT, in any way, make it possible for guests to share food or utensils!!
Place disposable plates, cutlery, napkins, cups and straws on each table, so each household has what it needs. Or setup a specific table with all your plates, cutlery, etc — equally disperse each into 3 different piles to reduce everyone grabbing from the same pile. Even if you choose to use reusable ware, designate large labeled plastic bins for each piece to be placed once used, so guests can carefully drop in and you can fill with water and soup to clean outside. That way once you bring the dishes inside they’re almost clean and you reduce the need to touch anyone’s used plate/cutlery/cup/etc…
You’re essentially trying to minimize the need for guests to get up, look for and especially handle items they’re likely to need when eating.
When it comes to food, as I mentioned before, work with your caterers. Buffets are highly NOT RECOMMENDED but if you choose to go that route opt for having smaller trays of each dish that way you can only put out a smaller amount of food as needed. And make sure to leave extra space between each dish, so both guests are not near each other serving or over several dishes at the same time, increasing the chance of contamination. This same rule applies, if you’re making and providing all the food being served.
The same rules apply to the proper care of each food dish, especially during hot summer days. Bring out food ONLY when guests are ready to start eating, and then remove as soon as everyone is done. This prevents both the food from getting contaminated from being around too much human exposure but also spoiling from being outside.
This is NOT the time to bring out the big chip and salsa bowls!!! Instead offer or make individual servings guests can take with them or serve a few bowls on each table, that way that household/table is safely serving themselves. Even though it’ll create a bit more waste, individual chip bags, fruit salad boxes and wrapped ice creams are the best option for this!!
If you’re barbecuing, although not recommended for a large group, create a plate of fixings for each household or table — like burger toppings as well as condiments — you DO NOT want people congregating near each other to arrange their food plate.
Every. Single. Piece of food or dessert should have a server or handle, like a cake pop stick. That way guests are absolutely not touching other food and can grab the exact piece they’ll be taking.
If guests are bringing any dish, make they what they bring is covered and properly sealed. And that dish SHOULD ONLY be managed by the person who brought it.
When it comes to drinks, the easiest and safest options to serve are open coolers or tubs — designate/label each one with the same items like one with bottled waters, another with juices and the beer, wine or other alcoholic beverages separate. This way no one has open lids or look around to get a beverage.
One of the major issues to consider when having an outdoor party at home, especially during these Covid-19 days, is alcohol. Even the most careful person can start to slip in their safety and distancing when they’ve had a few drinks, especially on a hot sunny day. It’s important for you, and all your guests, to keep an eye on one another and be aware of the effects alcohol can have on your efforts of having a safe event at your home.
Before your home event, choose your designated servers. These will be the only people putting out any food, serving utensils or taking care of items guests will grab frequently. If handling food, these individuals should wear masks and especially disposable gloves while they’re handling and serving food.
Also, as tempting as it is, this is NOT the time to blow out candles atop a cake everyone will be eating. If your child really wants to blow out candles, put them on an individual cookie, cupcake or dessert so they don’t risk spreading germs onto a cake everyone will eat. And keep cakes on the smaller side, or use 2 or 3 small cakes instead of 1 very large one.
**For Patty’s Baby Shower we created a designated space on her deck for the food, which was near the entrance to her home where guests could then easily go to wash their hands or use the bathroom.
Food was put out in time for guests to begin eating and then removed accordingly. Although, the space didn’t allow for all guests to serve themselves at the same time, they were mindful to go serve their plates in smaller, more frequent groups as to avoid congregating.
Ahh isn’t the Dessert Table just darling!!! It was perfect how the draping framed the greenery wall, Patty’s personal yard table was the perfect wood tones and look for her vision! I styled the table with extra florals, photos of the Parents-to-Be and mismatched crates filled Succulent Favors provided by More than a Gift too. I setup the cake stands and serving platters accordingly, but the desserts were kept inside and Patty brought them out just for the dessert hour.
The final perfect touch, a clothesline of the most adorable baby outfits gifted to Patty. Soo cute!!**
7. Mingle….but do it Safely!
Whenever you’re at an outdoor party, it’s natural to want to mingle and lounge — just make sure you’re doing it with a safe distance. If you’re done eating, you’re around a new group of people then everyone should wear a mask, and especially if they’re not 6ft apart.
Sitting/lounge areas spread throughout various corners is a great trick. A fire pit is also a great focal point to bring people together at a safe distance.
For young children that will be attending, strategize with parents beforehand {if they haven’t already done so during this time} about keeping their distance and cautiously getting too close to adults they haven’t seen in a long time, like grandparents, older relatives, etc…
8. Time for a Bathroom Break
Most households often have 1 bathroom available for guests to use, so if you have 2 or more, make sure to make them ALL available, even if one is in a bedroom. You don’t want guests congregating and waiting inside a small part of your house to use the bathroom. Make guests feel comfortable about entering those specific areas to do so.
Get rid of cloth towels and bar soap, instead use liquid soap and paper towels to limit the spread of germs.
Provide several small garbage cans to hold discarded towels both inside the bathroom and out, in case people want to thoughtfully use their towels to open/close the bathroom door. You can also do this with the main door people will use to go in and out of your home, along with hand sanitizer.
And kindly, tell everyone in advance that the rest of the house is off limits! If they didn’t already know that…
9. Watching the clock
Sure last year’s summer parties last well until the late hours, but this year control the exposure to one another by setting a specific and end time to your event.
Set a clear schedule, for when food will be served and then taken away. And inform your guests of the schedule ahead of time. That way, everyone has an idea of when food will be put away and you can plan to move chairs into a safe-distance for people to talk and mingle.
Some guests might even prefer to come just for the mingling part, so knowing that will help you plan the food and table seating situation accordingly.
This is not how our special occasions and parties will be celebrated forever — it’s just for a period of time. For a temporary, but crucial time of taking the upmost precautions until we have all the tools to reopen society in a way that’s safe for everyone!!
So, if you still want to go ahead with your preplanned event by hosting an outdoor party at your home, PLEASE, PLEASE follow these tips and be as cautious and safe as you possibly can!! Think of your loved ones, friends and everyone in the community…..
Styling, Calligraphy Signs + Photos : Dreamery Events | Flowers, Faux Greenery Backdrop + Favors : More than a Gift | Table, Chairs + Table Linen Rentals : Prestige Party Rentals | Draping Linens : Beyond Linen Rentals | Catering : PicNic Restaurant
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