Lana Knight

Five Top Tips for a Post-Pandemic Event

Meetings of up to 30 people indoors in England were permitted in venues from 1 August, if social distancing could be maintained and the venue could demonstrate that it had followed the official Covid-19 guidance.

A further update on 9th September 2020 confirmed that the government will review plans to pilot larger audiences in venues this month. Planned sports pilot events will be limited to smaller, safer numbers, with strict conditions to ensure social distancing, and will not take place in areas where incidence is high. We will review our intention to return audiences to stadia and conference centres from 1 October.

As we move into a new phase of the pandemic it’s important that we’re ready. Event organisers, venues, suppliers and agencies are all working hard to get the events industry back on its feet as swiftly and as safely as possible – but what should we be considering in this post-pandemic phase? We’ve put together our five top tips for you to consider below:

1. Social Distancing

What social distancing measures should you consider?

  • Follow the current government guidlines available at www.gov.uk

  • Stagger the arrival times and break times to avoid any bottlenecks on arrival or throughout the day

  • Increase the length of your event, could you run it in two ‘waves’ across the day

  • Using contactless registration such as QR codes or allow guests to print badges from home

  • Use signage and floor markings to encourage delegates to stay a safe distance apart

  • Use floor planning and accurate CAD plans to ensure all seating is a safe distance apart for both plenary, breakouts and refreshment areas

  • Speak to your venue about the measures they have in place to support your event

2. Hygiene

Another key aspect in your risk management are of course the on-site hygiene measures, here are some areas you should be thinking about:

  • Using hand sanitisers at entrances, doorways and foyer areas throughout the event

  • Eliminate equipment sharing, for example handheld & radio lapel mics should not be shared and sanitised after use and after the event

  • Stage furniture and lecterns should be sanitised between sessions

  • All food should be plated. Table service could be provided or multiple stations

  • Serving staff should be provided with adequate PPE, gloves and face masks when serving food

  • Staff should be given adequate screening in areas such a registration

  • Speak to your venue about the measures they already have in place to support your event.

3. Fever Detection Systems 

A raised temperature is one of the key symptoms for Covid-19 with up to 89% of infected people showing signs. It makes sense therefore to consider a Fever Detection System as part of your risk management solution, but there has been some updated advice around the effectiveness of these systems. We would recommend discussing this with your venue.

What are the benefits of a Fever Detection System?

  • Located at the entrance a fever detection system can measure up to 100 people per minute from a distance of 3-4 metres

  • They are accurate to within 0.3 degree and are a very reliable easy warning signal

  • They are relatively inexpensive, can be installed in just a few minutes and some venues have invested in these already

  • If a delegate exhibits a high temperature a discreet automated alert is sent to a central console or mobile device allowing you to take preventative action

  • You may wish to create a secondary inspection area and discreetly remove anyone with a high temperature with qualified nurse on-hand

4. Live Streaming

The ability to live stream your event is not new, but the events industry has been slow in areas to pick up on its potential. As we move into a post-pandemic world, live streaming will be a permanent fixture. Live streaming has of course a number of additional benefits including the ability to reach a wider audience anywhere on the globe, the reducing in travel cost and CO2 emission, as well as the obvious cost savings.

What are the benefits of Live Streaming?

  • With a few on-site cameras it’s very easy to live stream your event to a range of streaming platforms like Youtube, Vimeo, Facebook Live and of course your own Webpage

  • You can maintain a high degree of audience engagement with live Q&A, polls and even bringing remote audiences onto the main screens

  • Create a Hybrid Event by splitting your attendees between a live audience and a virtual audience saving on venue space and enabling social distancing

  • Create value for your sponsors by continuing the branding experiences online

5. Communication

Clear guidance should be given to all delegates pre-event to ensure they understand and follow the on-site rules appropriately. This can be done pre-event and across the event itself.

How can you communicate onsite safety guidelines effectively?

  • Give guidance on what to do if they witness a breach of social distancing and hygiene rules

  • Provide clear guidance on greeting methods, with of course no hand shaking!

  • Schedule regular on-site announcements reminding guest to stay safely apart and the importance of hygiene throughout the day

  • Notify delegates of your intention to use fever detection equipment and what the parameters are in place

We can support you to deliver safe, effective and measurable virtual or hybrid events. Talk to us.