Planning future meetings during the pandemic

Event planners are finding it challenging to mitigate all the effects of the COVID-19 crisis, but they are trying to look to the future and remain optimistic.

Although it hasn’t been possible to hold any events where groups of people are gathered together, it’s important to start planning future meetings now, as the British government gradually begins to ease some of the lock down restrictions.

© eggeeggjiew / Adobe Stock

There will have to be some significant changes when the cogs of the business world start turning again. Measures will still be in place to ensure a second wave of the virus doesn’t strike, so it would be good practice for businesses to discuss the potential changes and work out an action plan.

If you’re an event organiser, it’s time to be proactive and start planning for how the industry is going to function post-coronavirus. Some businesses have reported they are rescheduling meetings originally planned for the summer for October, November or December.

The logic is that if the virus is successfully curtailed, everyone will start booking meetings at once and all the dates will quickly be snapped up. Savvy planners are looking ahead and reserving their slot now. The question is, what kind of measures will be put in place to ensure everyone’s continued safety?

What types of meetings can be held?

Almost all meetings, conferences, exhibitions and trade shows were cancelled or postponed when the virus began to escalate in March – and at the time, planners had no real confidence that any future dates would be viable this year.

Now, there’s more hope that many events can be rescheduled for later in the year, as long as strict safety guidelines are adhered to.

Virtual conferences for people working from home have become the norm during lock down. However, analysts predict that the events industry is resilient – and our need to exchange information face-to-face and interact with business colleagues in person will result in its recovery over time.

It is anticipated that in order to maintain social distancing guidelines, the days of mass gatherings, with delegates sitting shoulder-to-shoulder, have gone – at least for the time being.

The meetings industry is likely to start up again on a gradual basis, with smaller gatherings taking place. Other delegates will take part through video conferencing, while the event can also be streamed live on social media.

Gradually, if the virus subsides at the anticipated rate, it’s hoped things can start to get back to normal, with more people attending in person.

How will this affect job roles?

Trying to anticipate the needs of meeting organisers is challenging, since there is no definite date when things will return to normal and we’re dependent on advice from health organisations.

Meeting planners are increasingly looking for speakers who have done plenty of video work already, including live presentations on social media sites, such as Facebook and Instagram. Speakers who know the technology and are comfortable with it will be ideal for live streaming for events.

It follows that the technology at meetings will change, to take into account any new demands. The lock down has taught us that there are benefits to online collaboration, streaming and VR, so the use of these technologies has accelerated.

Technology can enhance the meetings of the future and add value to live event programmes.

What precautions will be taken?

Venues will be taking extra precautions, in terms of increased cleaning and providing sanitising stations everywhere, so that people who may feel cautious about returning to face-to-face meetings will feel safer. Social distancing will be maintained with empty ‘every other chair’ seating arrangements.

When it comes to catering, there won’t be any buffets left out on tables, with the food uncovered, for people to serve themselves. Catering companies who provide food for conferences and events have suggested individually wrapping cakes, sandwiches and other food items in cling film for hygiene reasons.

Will this become the norm?

In the immediate post-coronavirus climate, there won’t be any shaking hands, while anyone who has a cough (even though it may be just a common cold) will be discouraged from attending, unless they have tested negative for COVID-19. It has been suggested that large-scale meetings may be required to temperature-check all delegates as they enter the venue.

Some practices look set to become the norm: for example, the use of hand sanitisers may extend to the events industry for good. Coronavirus protection may be added to the health and safety checklist in future.

By its very nature, the events industry has the chance to lead the way: demonstrating the need to balance assembling and interacting with an awareness of maintaining safe practices.

We’ll meet again!

As a responsible and trusted venue provider, &Meetings pledges to be at the forefront of ensuring safe practices are followed, in line with government health advice and has implemented all the necessary precautions for your safe return to our meeting rooms.

Call us now on 0800 073 0499 to book your meeting room.

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