Planning Large Events in 2022 & Beyond

theavfirm, June 8, 2021

Key points meeting planners need to keep in mind as they begin planning for large events in 2022 and beyond:

First & foremost, meeting planners need to be sure they keep scalable AV components based on size and local government guidelines in your destination city on your radar.  If the government moves to another shut down or stricter capacity regulations, your technology partner needs to be able to offer a virtual meeting or a hybrid blend of both on the fly. This should be options outlined in your initial RFP and part of your contract considerations. So get that pricing on the front end even if you don’t need it.

Room diagrams need to allow for social distancing when meeting & exhibit space allows for a larger footprint. Larger scale meeting space than what you typically book is ideal for accomplishing this and also to allow for better traffic flow, air flow, etc. If room capacity is limited, then add an overflow satellite room. Your AV company can help you accomplish this by adding appropriate technology. Though, this should be your last option to keep production costs down. Refer to your AV partner to draw your meeting space to scale, reflecting any distancing regulation as set forth by the host venue’s contract & local government regulations. It has never been more crucial to ask for crowd flow management diagrams in halls and common areas. Again, this needs to be a scalable consideration at the onset of your planning phase. Consider the addition of signage to instruct crowd flow.  This can be illustrated the same as the road – one direction on the left and the opposite direction on the right with areas to pull off if individuals want to stop and have a conversation.

We know that venues have limited inventory as we are all anxious to return to face-to-face meetings. So some asks may be difficult to be met by the host venue. Though when booking space, also try to consider as many events outside within reason. However, we do not recommend seating your meeting attendees outside if any form of a digital presentation is part of the programming.

Tech & Gadgets: Touchscreens and high contact technology will need to be a part of consideration to avoid fomite transmission. There is new technology including a hover screen for iPads, roving UV lights, downloadable apps that will run your hotel room TV remote, capacity counters that monitor how many attendees enter a room, & temperature screening kiosks for high-traffic areas.  Name badges that transfer contact information without having to transfer a physical business card.  There are down spots that can show ideal social distancing.  Look into utilizing Clear for an option for screening for vaccine passports.  RFID technology will continue to evolve with the intention to monitor room capacity, proper social distancing & the ability to notify you of exposure.

Common mistakes to avoid
when planning large events:

Be sure you are communicating with your production partner to be sure you have contingency plans thought out and in place in case there is another shut down or restrictions on capacity. Plan for the best, while preparing for the worst-case scenario.

Budgets are not going down because it is a virtual event.  Especially if there are pre recorded components that require studio time.

If it is a Hybrid meeting, have your team divide and conquer.  One team should be dedicated to live and one should be virtual and the two leads need to work together to blend the two.

Please, if you are streaming a speaker from a remote location to give a presentation, consider pre-recording the presentation and playing it back in the general session.  If you must have them live, then switch to a stream for Q&A after playing the recorded presentation.  Remember that if the signal is weak on your end or especially theirs, then you run the risk of not being able to have them present during the conference.

Resources to tap into when
planning these events:

The local government in your destination city is your main resource to monitor guidelines for large gatherings. Start monitoring weekly beginning 3 months out.

Your venue contact should provide you with a list of local authorities and resources that will help you be aware of local restrictions and guidelines. 

Your AV Production Project Manager should be your closest confidant and be ready to make changes to drawings, etc. as social distancing may change during peak infection times.

Have a teladoc available to help defuse any issues or questions that arise with a meeting attendee.  Especially the ones that can’t pass the screening or refuse to mask up because they claim to be claustrophobic; let the teladoc address and assess this.  They are there to help neutralize the situation.

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