2022 Event Management Guide DownloadDownload
We have missed out on a lot over the past year, from parties with friends to live events. As mentioned in our previous blog, in-person events are expected to make a spectacular reappearance as we get closer to returning to a more regular way of life. And, unlike anything we have seen before, the demand for tickets to events will be unparalleled (Major, 2021).
Expecting a return to in-person events with big crowds in a world, producing safe and secure events will be a top-of-the-list priority. It can be difficult to navigate the maze of health compliance regulations as each event may involve distinct protocols in place depending on a variety of circumstances, including the size of the event and the location (Grcar, 2021).
Below we hear from Deal Room experts some factors that planners should pay attention to.
Contactless Registration - Securing screening procedures such as temperature reading, screening surveys, vaccination records will become a part of the pre-event course of action. Applications such as ‘Corona Blinker’ can be used to ensure a seamless process, keeping in mind customer experiences are not compromised. On our recent hybrid event in Helsinki with UN-OHRLLS Future Forum, Deal Room took all these measurements to ensure all attendees were provided with a safe yet engaging experience.
In order to continue providing a safe and secure experience, Deal Room has the ability to create QR codes on platform and using these for check-in and lead collection.
Take it outdoors - According to World Health Organization (WHO) (World Health Organization, 2021), outdoor venues significantly reduce the risk of spreading viruses, however, it is not always possible especially with climate changes. Thus, in such cases, it is vital to ensure that the event is held at a venue that is well-ventilated.
Food & Beverage - Food is a must-have in every event as it allows people to network. However, to assure a healthy environment, individual take-out meals can be prepared for attendees as compared to catering buffets. Note: to reduce waste, it is important to partner up with adequate suppliers that can provide meal options that do not produce too much waste.
Networking Sessions - If networking sessions are the core of the event, the attendees should be separated by zones. Networking should be done within zones to facilitate contact tracing more easily in case of any possible outbreak.
Limit the Number of On-site Attendees - Possible restrictions on the number of attendees could be as such: For an event where attendees are predominantly non-seated and moving about, the event size should be limited to up to 500 fully vaccinated participants at a time per session. Though, if attendees are predominantly seated or standing in a fixed position during the event, the event size can be extended to accommodate 1000 fully vaccinated participants at a time per session (STB, 2021). To enlarge the scope and increase the number of attendees of the event, on-site events can be extended to online platforms and managed in a hybrid format. Check our blog post about 10 things to consider while organizing a hybrid event.
Mask Usage - All attendees are required to wear their masks throughout the entire event, except when consuming food and beverages.
Now you may be contemplating how you can prepare to create engaging experiences for the resurgence of in-person events - no big deal. In our previous blog, we talked about "5 Simple Tips to Effective Experiential Marketing at in-person Events”. Experiential Marketing is one of the many ways to prepare for in-person events.
Prior to the pandemic, we did not think much into the basic pleasures of life - dining out, catching a live concert, etc. We could never have envisioned a world without face-to-face interactions. As restrictions are slowly being uplifted, people are eager to let loose with all the pent-up desire, giving rise to a surge in demand for in-person events. Hence, event organizers must be prepared to provide engaging, authentic experiences to their customers.
Here at Deal Room, we are always ready to support you!
Our friendly and experienced team is ready to help.