How to Help Post-Pandemic Attendees Feel Safe

theavfirm, August 1, 2021

Large scale events will be forever altered
due to the pandemic

The way we meet has been impacted and altered dating back to 911, the Boston Marathon, SARS of 2019 and now COVID.  As every one of these events were tragic, they would bring a new way of thinking and doing business in our industry.  We are ever evolving not only in our technology and delivery of message, though we are responsible for the care and safety of our guests.

This new wave of illness disruptors has brought forth how we approach cancellation and attrition clauses.  Along with the type of insurance we buy for our meetings with the addition of communicable diseases.  

Networking will be redesigned as we are moving to a new way of meeting like-minded people in large conferences. Software is being engineered so meeting attendees fill out a pre-event survey which will result in connecting attendees via their algorithm. Fostering a quicker connection during an in-person or virtual meeting. 

Most future meetings are going to need to allot for a hybrid approach due to comfort level & travel restrictions.  The positive will be that we will now develop efficient ways to move our crowds.  This next generation of planners are learning to be adopting of new ideas and are going to be the pioneers of redirecting from “We have always done it that way.”

Meeting planners can help attendees feel safe in large, citywide events by doing the following:

Provide a standard code of conduct to be adopted by all conference attendees & staff.  Pre-event communication should be distributed outlining guidelines and what to expect when they arrive on-site. Your AV production company can aid in developing videos to illustrate proper screening and social distancing, reminding them to mask up, etc.  These videos can be used in the Know Before You Go & throughout the conference, on group transportation, via the mobile event app, etc.  

Consider incorporating Clear & temperature screening at the guest hotels prior to them boarding transportation to the conference hall.  Once they arrive at the convention center, be sure that there are multiple points of entry to cut down on buildup of crowds. The pre-arrival screening will help move them along.  Remember, the more your crowd is moving and not congregating, the easier it is to cut down the exposure to transmission.

Offer a hybrid approach for those not comfortable traveling yet:

Larger scale events have always been well equipped to add a virtual component.  Think about it, your General Session has IMAG already budgeted. Choosing the right platform & technology to transmit video of your GS & select Break Outs will not be as overwhelming as you may think it will be from an AV perspective. 

Your partner should understand your audience needs and suggest a platform that is fitting to your audience. Know that there are many virtual platforms to choose from and each one has a different skill base, choose what works for your audience and event needs.  Be sure that you have a strong partner for your virtual platform and you consider preproduction videos, and online emcee, etc. Granted, I oversimplified it.  

We know, you as the planner, are now tasked with coordinating registration, etc. for both the live audience and also a virtual audience, so it is double the work.  Be sure you have a strong AV team that can take the worry away from the production component. The same goes for your registration/online platform.  Remember, the AV world is much more connected than you would think, we all know each other and call on each other often when we need to share resources.

The AV Firm offers free discussion hours and a free 20 minute conversation with one of our consultants where you can discuss options for your event.  Schedule by sending an email to info@theavfirm.com