Planning an event in a post covid world

After the announcement from the government of the United Kingdom that a lockdown would take place on March 23, 2020, all events were either cancelled or moved online. People were instructed to remain inside their homes unless they had an absolute need to travel for reasons such as obtaining food, medication, or exercise. Most thought it would be a few weeks, two years later we are still dealing with the fallout of the pandemic.

Huge events such as the 2020 Olympic Games or the European Football Championships were postponed. Many people had to cancel or postpone their wedding or big personal events. Several major music events, such as the Glastonbury Festival and the Eurovision Song Contest, were cancelled. The release dates of several huge blockbuster movies were pushed back. Very important conferences The National Education Union, which is the largest teaching union in Europe, cancelled their annual conference. Multiple World Bank Meetings were cancelled. You get it, tens of thousands of other events and personal celebrations were cancelled or postponed. 

After two years of uncertainty, more and more events are coming back. People are eager to celebrate and have fun. But after having witnessed so much change, it is quite normal to be unsure on how to go about organising an event.

Finding the right venue

It has always been essential to the success of public events to find a great location. But since the pandemic there are a multitude of new factors to take into consideration when picking the right location for your event.

Despite the fact that Covid restrictions have been officially lifted throughout the majority of the UK, it is essential that you have a solid understanding of any restrictions or factors that you will need to take into consideration in the city in which your event will be held. Also, make sure to engage with the venue that you have chosen and have open and honest conversations with them about the turnout that is expected so everything can be put in place to increase safety and keep attendees reassured.

Keeping this in mind, it is of the utmost importance to also have a backup plan. Make sure that the venue you are working with can be flexible in terms of providing digital assistance or reconfiguring spaces. This will ensure that the event remains breathable and that attendees can observe some form of social distancing if they wish to. It is also a good idea to put together a contingency plan, which outlines a timeline of when and where things could go wrong. For example, what is the latest date by which the entire event can be cancelled if it becomes necessary to do so? When is the latest date that you can make changes to the amount of space that has been reserved for you at the venue?

Venues are understanding of the challenges that event organisers and professionals are facing, but they also need to ensure their own survival, so it is important to do your research thoroughly before choosing a venue and to stay in constant communication with them leading up to the event.

Hygiene

One of the most important takeaways from the Covid-19 pandemic is the importance of maintaining high standards of hygiene in all aspects of life in order to assist in preventing the spread of infectious diseases. When planning events that will be attended in person, it is absolutely necessary for event planners to make sure that the highest standards of hygiene are being met by taking the necessary precautions.

One of the most important preventative measures is to have alcohol-based hand sanitizers available at all entry points and key areas of the event. You could also offer masks to attendees. They might not use them but it is always good to have the option.

Other preventative measures include keeping high-traffic areas clean at regular intervals and exercising caution around items that are shared among multiple people, such as passing the same microphone around at an event.

Social distancing

Potential participants will want to be reassured and know that they will interact in a risk-free environment. This will be more important to some than it is to others but still needs to be at the top of your priorities.

During the planning phase of your event, you will need to discuss every detail with the location in order to make sure that all parties’ expectations can be satisfied. You need to be thinking about the flow of people, both visitors and staff.

Because there is a possibility of traffic jams around the restrooms, a definite system will be required; one possibility is to use a system along the lines of “one person in, one person out, etc.” Keep in mind that you should also consider how people will be able to navigate through any narrow corridors and walkways. Consider potential points of congestion, such as registration desks, and ways that they can be managed. Think about using self-service check-in kiosks, which reduce the amount of time spent waiting in lines and interacting with other people.

Within the shops, one-way systems are in operation. You might find that some of their strategies work well for your own events. Before your delegates arrive, you need to make sure that your social distancing measures have been tested (just like a sound check). You will then be able to make any necessary last-minute adjustments.

Be hybrid

When organising an event, it is essential to take into account the reactions of the attendees at your gathering. It is important to keep in mind that many people, including event professionals and members of the general public, will not have attended any large-scale events in more than a year and a half. As a result, it is very likely that they will have apprehensions and worries about attending their very first event in person.

It is essential to make it clear to guests exactly what safety precautions have been taken for them, as this will help to allay their concerns and put their minds at ease. If you have created a website for your event, make sure to include a Covid-19 policy that attendees can read in advance and that is prominently displayed on the website. You can also send communications to guests via email, in which the precautions that are being taken are outlined in detail, and they are informed of any steps they need to take before attending the event.

Use outdoor space as much as you can

The value of outdoor space at off-site venues has always been high; however, as a result of the intermittent lockdowns that have occurred over the past year and a half, delegates are more eager than ever to take advantage of the beautiful outdoors. However, including some outdoor space in your event is not only a great way to reassure guests of their safety but also helps to break up the day. This is because concerns about the weather mean that hosting an event that takes place exclusively outside is not always appealing.

Activities that foster teamwork, such as biking or obstacle courses, typically work best outside, while activities that promote wellness, such as yoga and meditation, can also be enhanced by taking place outside in peaceful settings.

In a world where the threat of Covid has not yet disappeared, venues that have outdoor space will allow you to reap all the benefits that are normally associated with face-to-face interaction, while also allowing guests to keep a safe distance from one another and providing fresh air.

Use technology to your advantage

It is necessary to make use of technology in the post-Covid world in order to reduce the amount of interaction that occurs between guests and security personnel and to eliminate areas of congestion.

There are a number of technological tools that can be used, such as thermal imaging cameras at entry points, which can determine a person’s body temperature before allowing them to enter the building. There are also apps that visitors can use to virtually check in by scanning QR codes. This reduces the amount of interaction that visitors have to have with the security staff and eliminates lines at the entrances.

Many people who plan events are starting to use mobile applications and QR code tickets as a replacement for physical tickets in order to cut down on the amount of interaction between attendees. This is very important for the continued success of the company in the future because it will result in shorter wait times, reduced queuing, passive scanning, and reduced interaction.

Choosing the right partners/vendors

There are a wide variety of technological amenities available to make events fun and safe. Tools such as touch screens, event apps, sensor beacons, and facial recognition and contactless payment. The concept of accelerating contactless payments will not come as a surprise to those event planners who have already incorporated this technology into their gatherings. We would advise you to try working with vendors who offer this service. Or even better, hire vendors in advance so participants in your events will not have to deal with any payment exchange at all. This is exactly what we do at Henry’s Coffee & Events. We offer services for all events, from exhibitions, conferences and coffee for the office to press events, social events and more! No matter the event, we will provide coffee and treats to all participants in a safe and efficient way. 

Hopefully, this article has given you the tools you need to plan a great event in our post-Covid world. Keep in mind that, while these pieces of advice seem to be specific to Covid, they will still be useful long after Covid stops being a threat. If you have any questions about our services, visit our website or get in contact with us.