The events industry is widely recognized as one of COVID-19’s hardest-hit sectors. Since the pandemic began, hundreds of meetings and events have been canceled or postponed worldwide, and recent lockdowns have intensified that trend. Event professionals must now make difficult decisions about how the industry will function going forward.
Preparing for the primary challenge
Organizers need to redesign how events and meetings are run with safety and wellbeing as the top priorities for both staff and attendees. Success will require coordinated action among all stakeholders to meet basic safety needs, including health protocols, social distancing, safe food service, and remote registration via an event planning app.
Key steps to organize safer events
Even amid uncertainty, event teams should plan to restart operations while minimizing risks. The following steps are essential for creating safer meetings and gatherings.
Create a preparedness plan
A clear preparedness plan reassures partners and attendees and strengthens organizers’ confidence during promotion. Post and update this plan on the event’s webpage. The plan should include:
– Coordination with local health authorities.
– Communication with venue management.
– Guidelines for identifying and isolating high-risk attendees.
– Timely distribution of COVID-19 prevention information around the venue.
– Adequate supplies of hand sanitizer and disinfectant wipes.
Proactively update attendees
Keep attendees, partners, and speakers informed using email, social media, and push notifications from your event app. Key communications should:
– Share the current event status.
– Provide updates from local health officials.
– Reiterate the preparedness plan.
– Direct people to reliable webpages for detailed information.
Establish clear health and safety rules
Set strict, unambiguous guidelines for all attendees to reduce risk and protect the community. Important measures include:
– Communicating the event health policy in advance through preferred channels.
– Having a transparent refund and registration-transfer policy for those who must be excluded or cannot attend.
– Offering precise instructions on allowed, prohibited, and recommended behaviors.
Create a sanitary environment
Make venue sanitation a visible and enforced part of your plan. Practical actions include:
– Placing multiple sanitization stations with ample sanitizer and disposable disinfectant wipes.
– Thoroughly cleaning microphones and shared equipment after each use.
– Providing regular reminders about hygiene best practices.
Following these guidelines will help make future events safer for everyone involved. Until then, stay safe!
