As vaccination rates increase, work from home workers return to their offices, and travelers gain more confidence, it is inevitable that the traditional live face-to-face meetings so many industries depend on will be returning in earnest as 2021 rolls on.
Under the radar, many meetings and conferences have been dipping their toes in the water since last year and provide both planners and attendees with potential blueprints for how to successfully navigate ever-changing health and safety protocols. The overriding theme that we have seen is meetings that account for the most apprehensive of attendees which instills the belief that guidelines are adhered to and systems are in place for the worst-case scenarios. We had the pleasure of attending a recent live in-person event and will use it to illustrate how our clients can confidently begin planning for face-to-face events for the second half of 2021.
The bottom line for most is that other than pre-meeting health checks, masking, physical spacing, and visible cleanliness, not much is different about the post-COVID live meeting experience. From the airport to the hotel to the ballroom, things overall feel the same, even if they don’t quite look the same. This means that the purpose of the meeting can be fulfilled quite easily, regardless of the extra steps needed to be able to come together.
All COVID-related procedures can be divided as the responsibility of one of three parties involved: the planner, the sponsor, and the venue. As recommended guidelines change, all of these protocols can and will be adjusted as needed.
Planner Responsibilities
Pre- and Post- Meeting Communication - relay expectations and rules and follow up after the event.
Check-In Area - keep clean and spaced apart
Welcome Materials - as little paper as possible; use a meeting app if possible
Transportation - ensure cars and buses are clean and socially distanced
Meeting Room Layouts - ensure proper flow and spacing between seats
A/V Equipment - disinfect and rotate mics
Sponsor Responsibilities
Onsite Contact Tracing - create a system using geo-tracking technology
Pre-Testing, Vaccination Validation - use a service like Safe Access for attendees to upload proof of vaccination or negative test
Safety Packs - provide masks, sanitary wipes, gloves at onsite registration
Venue Responsibilities
Check-In/Check-Out - expedited and touchless
Signage - display hotel procedures, rules, and where to stand
Disinfectants - liberal placement of hand sanitizer
Sleeping Room - wrapped remote control, digital menus, limited housekeeping
Food & Beverage Service/Tables - individual table cloths, served buffets, individual snacks
As the main liaison between sponsors, venues, and attendees, an experienced and Pandemic-certified planner like Summit Management is essential to making sense, tying together, and ensuring the implementation of all of the preparations that today’s live meetings need to come off safely. We are available to consult with our clients, old and new, on how to design the plan for your safe and successful return to the live meeting space.
Email Glen Alcantara at glen@summitmgt.com or call (973) 239-4005 ext 133 to set up a consultation today.