With the current state of the world, many event planners are breaking their heads over how to organize the event according to the current (and ever-changing) regulations. Are you also looking for tips & tricks? Read below to find out which action items you shouldn’t overlook and how you can creatively and safely provide professional solutions to organize a successful event.
Contract management
This may not be the first topic you can think of, but it’s definitely one you shouldn’t skip. It’s important to be clear about exactly when you can cancel something at no cost. Make sure you keep a close eye on these dates and read up on any force majeure. Is there no force majeure in the contracts? Make sure these are added and that a Covid-19 clause is included. This will ensure that you don’t get sky-high bills afterwards from, say, the AV company or the restaurant you booked. You may find it difficult to address the parties involved, but remember that they also have their responsibilities.
Registration safe and secured
Give participants as much clear information as possible about the arrangements made in advance. Communicate about parking spaces, different entrances, walking routes, etc. For example, have your participants arrive at different times so that there are no queues at the registration desk. You can also use multiple registration desks and make sure you have disinfectant gel and mouth masks at each desk. This way, everyone can be safely welcomed and participate in the event feeling safe.
Chair numbers
On the badge, you can assign a seat number that corresponds to a seat in the conference room. Make sure the walking routes are clearly marked, so that everyone can walk to their seats. The badge can contain more information, such as the nearest toilets or coffee corner. Use a “Safety Briefing” in advance in which this information is again brought to the participant’s attention. This way you can ensure that there is as little contact as possible and that everything is as safe as possible.
Coffee to go and packed lunches
To ensure that coffee- and lunch breaks are safe, make clear arrangements with the location. Can the delegates go outside? But you can also think about dividing the participants into groups. One group stays in the plenary hall and follows another workshop, while the other group goes for lunch. During the breaks, you can provide personalized cups or glasses. This is also a branding opportunity for any sponsors of your event. A lunch box can be a creative solution for lunch. Make sure that dietary needs are known in advance so that participants have their own lunch box.
Hybrid
A solution to the large number of visitors can be found by offering your events in a hybrid form to your guests. Per company 1 or 2 persons can attend the event live, with the other colleagues staying at the office or at home. They receive, for example, a ‘stay-at-home-box’ containing all kinds of things to involve them in the live event.
Don’t you know where to start? Or would you like support in certain matters? Please contact us to discuss the possibilities.
