OK, COVID, we’ve had enough and we’re ready to meet again.
A typical scenario for January 2022: Everything is ready for our first big in-person event since 2020. We have registered attendees, a great agenda and the spaces thoughtfully mapped out. Then another COVID variant sweeps the globe and here we go again. The in-person meeting is cancelled and we’re left still delivering that great agenda, except in another virtual event meeting room.
And what about all the other events for the rest of the year? Get on your dancing shoes and cue the music – we’ll be doing the COVID shuffle in 2022.
The Event Space
Event space requirements have probably changed depending on how the organization incorporates physical distancing. Remember all the space cancelled in 2020 and rebooked for 2022? Venues availabilities are tight. Outdoor spaces for meals and networking activities are more popular than ever. Hard-hit hotels are trying to recover, so social groups like weddings and reunions get more leeway.
The COVID Protocols
The number one responsibility when planning an event is to ensure a safe and healthy environment. So coordination within your organization, the venue, and the event attendees is a must.
It’s important to understand a few of the risks associated with COVID protocols. For example, some invitees might not attend if there isn’t a mask mandate, and some might not attend if there is. Are negative tests or proof of vaccination requirements in line with the company’s pandemic response? Collecting personal information adds the responsibility of protecting your attendees’ PII. Also, not all jurisdictions allow you to request this type of information.
At registration, attendees should be informed of the protocols that will be followed. During live events, who will enforce the protocols? Are we now the COVID police?
The Virtual Component
This is a tricky part of the COVID shuffle as there are a lot of decisions and repercussions to virtual events. They aren’t good or bad, just things to consider.
After two years, most event planners should be pretty good at facilitating virtual events. It’s important to stay current with the latest technology and make sure attendees from all demographics and different levels of technology prowess can participate with ease.
But what about hybrid? Adding a virtual component requires additional resources and skillsets significantly impacting your total event cost. To ensure a great hybrid event experience, consider having one event planner dedicated to the in-person event and another handling the virtual component.
Of course you want to deliver a high quality hybrid event, but if the virtual experience is so great, could it impact your in-person attendance? On the upside, attracting virtual attendees can foster growth and boost brand awareness. Virtual events are also more environmentally friendly.
You
Given the strong desire to move on from COVID, it’s hard to follow a cut-and-dried decision tree. That’s where event planners continue to drive value by presenting options and considerations.
We have been through a lot. The toll the pandemic has taken on our industry and society is overwhelming. As the world continues to figure out how to respond to COVID, event planners need to be ready to shuffle at any given moment.
Take care of yourself, give yourself a lot of grace, and always be kind.
