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Event and Travel Health Screenings: A How-To Guide

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The world is moving to a version of “new normal” that means mitigating risk rather than avoiding it altogether. Managing risk and taking precautionary measures costs less and is easier and faster to execute than avoiding all risk. A good comparison would be shopping for a home security system. A 100% foolproof security system with laser motion detectors, tall fencing or walls around the entire property, bulletproof glass, and thick metal doors on all openings would be very expensive – and could make your home less enjoyable to live in. On the other hand, a security system with optical motion detectors, a gated driveway or lockable gate between your front and back yards, a normal-sized privacy fence, and vibration sensors or open/close sensors on windows and doors may not prevent every burglary attempt, but they do provide enough of a deterrent that even homeowner’s insurance companies provide a discount for this reduction of risk.

Planning events in a post-crisis COVID scenario is much the same. It’s not reasonable to suspend all events until all persons can be vaccinated. Not only could that take years, but some people with pre-existing health conditions or other medical concerns may never be able to be vaccinated. So, the strategy has to be more broad-minded.

Technology providers are rapidly stepping up to the plate to offer simple tools for managing health reporting, vaccine status, and other health-and-safety related information. Here’s a quick look at some of the tools currently available or coming soon.


Ideal for tracking employees and visitors alike, MyLobby is an excellent choice for event venues and vendors wishing to provide insight into ongoing health and safety in real time. At a glance, the platform shows recorded infections on daily, weekly, or monthly levels, and can further aggregate data to identify whether certain departments or teams seemed to have contact with each other or potential guests/clients.


This is an integrated screening and tracking solution that documents all persons in a group. It can provide greater accuracy and an extra layer of safety for event arrivals, thus limiting exposure between potentially infectious people and everyone else. The added sign-off feature ensures that internal teams and external guests must verify their information which helps with compliance should it be necessary to deny entry to certain people with high-risk symptoms.


Designed for pre-clearance scenarios, CrowdPass can speed up guest check in by allowing users to by-pass symptom check lines by providing verified test results or vaccination status days or even hours in advance. A simple QR code can be sent to mobile devices and smart watches much like digital boarding passes for airlines.

4. CLEAR (

CLEAR has the advantage of previously working with some of the world’s busiest airports to pre-screen (and approve) criminal/safe traveler status. The company understands that it’s not that most people mind extra precautions as long as they aren’t terribly inconvenienced by how long they take to execute in the moment. Using that same thinking, the CLEAR Health Pass will work much the same way – pre-loaded vaccine or testing results within a certain time frame can serve as the basis for a “Pre-screened Check In” line at events.

On our end, to make sure our clients are ahead of regulations and expectations, members of our team recently completed the Pandemic On-Site Protocol Training and the Pandemic Meeting & Event Design Certification Course offered through the Event Leadership Institute. It means that you have a tremendous advantage in being able to promote your event with these kind of safety protocols in place and being managed by our experienced, certified team.

About the VIBE Agency: The VIBE Agency is a Miami-based award-winning full-service production agency that specializes in the creation and orchestration of live and virtual experiences for the corporate industry.   The agency is forward-thinking and was recognized as one of the 50 top event companies by Special Events magazine in 2019 and 2020.  Most recently, Valerie Bihet, founder of the VIBE was named a Smart Women in Meetings 2021 Hall of Fame honoree by Smartmeetings, for her consistent work advancing the industry.  If it can’t be live, make it VIBE!

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