5 Important Tips for Returning Safely to In-Person Events - An Event Planner’s Guide to Making an Impactful Comeback
May 23, 2022 Ayushi Tiwari
Most of us are finally returning to in-person events after more than two years of hosting everything virtually. It is indeed a big step for many major corporates and hence having a trusted event management platform by their side is the key to planning great events. Incorporating best practices and important tips in your event planning is more important than ever.
In the last two years, virtual events solutions kept things in line, and although they did provide a fully immersive experience, nothing can replace the joy of attending an in-person event. According to research by LinkedIn, even though 85% of organizations held virtual events during the course of the COVID-19 pandemic, 78% of them wish to start hosting in-person events as soon as it's safe to do so.
Since many major organizations are now looking forward to hosting in-person events, let’s take a look at some important tips that are critical to event success.
- Communicate with clarity
In order to make sure an event is a big hit, adopting the right communication strategy is very important. Even before the attendees register for an event, they should be made aware of the COVID-related protocols for attending. There might be a number of mandatory safety procedures to follow such as a negative COVID test and presenting vaccination proof, or there might be no need for anything at all. All these requirements should be communicated to every attendee beforehand and across all channels.
These pre-screening requirements should be posted or made visible at every attendee touchpoint (email, SMS, registration page) till the day of the event. One of the best practices is to make sure that attendees and staff are updated regarding any change in regulations and are staying abreast of the CDC guidelines.
- Offer masks on site
As per CDC guidelines, one of the most effective ways to control the spread of the COVID-19 virus is by wearing masks. It is one of the easiest ways to make sure everyone present on-site is comfortable and feels secure. Additionally, event managers can also provide a PPE kit that contains masks, shields, gloves, etc.
Masks can also be used as a branding tool. Customized masks with company logos can be distributed or one can also utilize this opportunity to get event sponsors and display them in front of the audience.
- Provide sanitizer stations
As one plans on-site events, making safety artifacts readily available throughout the event venue at various touchpoints is paramount. One such artifact that has become the most crucial attribute of any event, conferences, trade shows, expos, music festivals, etc is hand sanitizer. There are a number of ways to provide hand sanitizers at the event venue such as touchless sanitizer stands, sanitizer dispenser units, and spray bottles. All of these play a key role in maintaining the hygiene and safety of the venue.
Just like masks, sanitizers can also be utilized as a branding tool to promote a brand or sponsor's brand at an event venue. Custom logos can be created on the sanitizer bottles as well as stations, or branded sachets can be used as a giveaway for event attendees.
- Deliver a contactless event experience
People attending an in-person event might still be extremely careful and want to avoid touching any surfaces. Offering them an entirely contactless in-person event experience through technology at various touchpoints will eliminate the risk of virus spread and also make them more comfortable. For example, offering a touchless registration process through an event app and providing digital event collaterals like PDFs through QR code scanning and mails could delight the audience. Another feasible option is to provide an on-site badge or printed coupon in advance for event check-in, which also significantly reduces the wait time.
- Always have a backup plan
When it comes to COVID regulations, expect unexpected changes. And, this also makes having a backup plan very crucial. For example, if event organizers offer a hybrid option to event attendees, they can be very well prepared for a situation where an in-person event needs to be cancelled or postponed or some travel restrictions surface for attendees. In such a scenario, the hybrid option allows attendees to participate in the event virtually. In uncertain times like this, having a plan B is extremely important.
It is always wise to associate with a trusted, well-equipped event tech platform. Sudden change of plans could be chaotic. If you at all have to change the entire event format from in-person to virtual just days before the actual event is about to take place, a lot of inconvenience may come up for the entire planning and organizing committee. This is where a trusted and well-established event tech platform comes into picture that could help you switch to plan B conveniently and deliver an immersive event experience.
Having your own event planner’s guide prepared beforehand can be very helpful, be it in case of any last-minute changes or a long-anticipated transition. The best policy is to embrace the changes, keeping right technology and strategy by your side, to make your events stand out.
