In-Person Events

What's Changed for In-person Events

Eventually Learning Team

The professionals across the globe are tired of listening to the word COVID and do not want to hear it anymore. They want to get back to normal and resume their work as it was before the pandemic, but surely that won’t be the case. Though significant crowd in the US are fully vaccinated and are allowed to wander without masks & social distancing. But as per the CDC guidelines, the non-vaccinated & overseas people must follow the pandemic rules as per the local guidelines if needed.

Hence professionals like in-person event organizers who deal with people across the globe need to follow the pandemic guidelines designed by CDC for in-person event planning. The pandemic affected in-person events in 2020, but event professionals have also pulled up their socks just like other businesses. They are ready to organize their in-person events again in the market, following all the necessary guidelines.

So here we will see what has changed for in-person events in 2021, also, how you can make the in-person event more secure for everyone at the event from the health perspective. Therefore, if you plan to organize an in-person event this year, you must consider the latest trends for in-person events in 2021.

1. In-person Event Planning Post-Pandemic

As you plan post-pandemic in-person events, you must have a good, event execution plan. This is not only about the event's success from the business point of view. As the event organizer, you must plan in-person events to be as healthy as possible for the attendees. The wellbeing of the event staff and attendees must be the priority while arranging an in-person event. Here, we will show you how you can create a healthy environment for the attendees and the event staff.

1.1 Venue Preference

The first thing we do while organizing in-person events is to find a venue. As per the CDC guidelines, the in-person event venue must be an open space. The forum must have a good room for the attendees to roam around while social distancing. It must also have suitable air ventilation. Be sure to have a venue space that can easily accommodate the expected count on the day of the in-person event.

Please understand the event venue contracts, as they have changed a lot post-COVID. Ask about any cancellation or rescheduling of the event plans. Furthermore, having event insurance helps in dealing with any unknown circumstances, which have become common these days, and it protects the event organizer, as well.

1.2 Pre-event Communication with Attendees

You have planned everything for your upcoming in-person event and are now looking forward to the attendees’ registration. You will now need to take some extra precautions. Marketing your in-person event is not the same as it used to be. Now you need to ensure the attendees that you are providing a healthy environment for the event. You can communicate with them through demo videos, webinars and promotional videos. You can also share your in-person event agenda.

The attendees must feel secure in attending the event. Many people are still looking forward to participating in-person events. It is just that the event organizers need to reassure them regarding the safety measures that are taking place at the events. Help the attendees visualize the venue with the latest technologies and keep them in the loop until the event date.

1.3 Safety Measures for In-person Events

1.3.1 Pre-event COVID Test

Health safety is the next essential factor while planning an in-person event. First of all, you must make it compulsory for every registered attendee to get the COVID test done before attending the event. The test results must be shared with the event management authorities. Allow only those having COVID-negative test results to attend the in-person event. Encourage the COVID-positive registered attendees to stay at home and rest. You can arrange a hybrid event for registered candidates who became positive after registration.

1.3.2 Vaccination Confirmation

If you are organizing an international-level event, then, encourage attendees to get vaccinated before the event. Make the COVID vaccine card compulsory for everyone at the event. As per collective awareness about the pandemic spread, this precautionary measure is of highest importance for in-person events.

1.3.3 Contactless Procedures

Enact contactless check-in and check-out processes at in-person events. Use technologies like virtual tickets, touchless payments, QR codes and facial recognition software to make entry for events easier as well as more comfortable. Allow the attendees to be present without physical contact with other attendees or things. It should be a paperless event, so share the on-site event information digitally.

1.3.4 Masks & Sanitization Centre

Masks must be compulsory at the in-person event venue if the event is attended by overseas attendees and speakers. You can also have a mask station at the event venue that fulfills the attendees’ one-time masks requirements. In addition, have a sanitizing station at different locations to be used as needed. Sanitization and mask stations are good areas to be utilized by event sponsors for their brand’s promotions.

1.3.5 Maintain Social Distancing

Have a good plan for the attendees to maintain social distancing at the venue. Try to avoid queues in the waiting areas as well as at the entrances or exits of the event venue. Place the chairs at a distance of six feet which must be maintained between every guest.

1.3.6 Provide Healthy & Clean Ambience

Study and design the venue for in-person events in order to provide a healthy and contactless in-person event. Keeping the lounge areas, restrooms, meeting hall, and every corner of the event clean and sanitized is one of the best practices to keep the venue safe. In addition, make sure you sanitize items or places at the event from time to time during the event. These precautions reduce the chances of any infection among the attendees.

1.3.7 Food Services

We used to serve food very efficiently during in-person events, but things have changed post-pandemic. First of all, you should not give any consumables to the attendees. However, if you plan to do so, then only permit individually-wrapped refreshments to be served at the in-person events. In addition, there must be a socially distanced and seated service. No buffet service has been allowed since the onset of the pandemic.

1.3.8 COVID Point of Contact at the Venue

Though you have the COVID test results for the event attendees and event staff, having a COVID point of contact is essential for in-person events in 2021. Because the event team and attendees come from various places, anyone facing any COVID-related symptoms must have access to the services of the COVID point of contact. The COVID point of contact must have every necessary medical aid to attend to the affected person.

1.4 Post-event Plans & Contact Tracing

A good event organizer always takes care of their event attendees post-event, as well. Following are some guidelines you must follow after events these days: Have a record of the attendees, including personal and professional information, health reports and traveling history. Connect with them post-event for health updates. This is beneficial for all in-person event attendees. If any attendee develops COVID symptoms post-event, then contact tracing can locate and inform the professionals who were in contact with the infected person during the event.

Conclusion

Here, we have seen the protocols for in-person meetings. The safety measures are mandatory aspects of in-person events. Hosting in-person events in 2021 is no longer an ordinary task. It would be best if you had some alternative plans to complement with the standard event goals. Implementing all the COVID precautions will boost in-person attendance and will make your in-person event a success.

FAQs

1. How can an in-person event differ from a virtual event?

An in-person event allows you to have a human connection with industry professionals. Business leaders understand the advantages of attending in-person events. During a virtual event, you interact with professionals around the globe from the comfort of your home.

2. How do you market an in-person event?

You can market the in-person event with the latest digital marketing techniques and traditional marketing mediums like newspapers, billboards, radio and magazines.

3. Which technologies make the in-person event contactless?

Attendee personalization; real-time, event data collection; facial recognition; machine learning; and artificial intelligence; as well as digital tickets and payments are some of the technologies that can make your in-person event contactless.

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