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How to Organize Business Events During the Pandemic

One year after the novel Coronavirus was identified and the lives of people across the world have been turned upside-down, we are still waiting for the pandemic to end. The introduction of vaccines gives us hope for the future, but at the moment, it is still important to follow protective measures.

Unfortunately, the COVID-19 outbreak has not only disturbed our regular habits and routines but has also impacted the business sector tremendously. Hosting meetings and events was significantly disrupted too.

Organizing business events has its challenges, as hosting in-person happenings requires certain adjustments to ensure the health and safety of all who are involved.

This article will show you how to organize successful business events during the pandemic. Let’s start!

1. Limit the number of guests

With the pandemic still in effect, one of the main precautions you need to take when organizing a business event is physical distancing.

According to medical experts, the virus spreads mainly among people who get in close contact (within six feet ) for a prolonged period, so keeping a safe space between the guests is the best way to reduce the spread of COVID-19.

When organizing any event, make sure to limit the number of attendees. The guest list should be short and precise and narrowed down to only the most important people.

2. Choose a venue

Prioritize finding a venue that can accommodate safe events. When looking for a location, stick to the fairly large ones as they will provide plenty of distance between attendants. Filling your event to a lower capacity is another way to ensure extra space for physical distancing.

Also, ask if the venue is equipped with thermal scanning. Having a sanitization policy in place is another bonus. So is an increased frequency of cleaning and regular disinfection of most commonly used areas.

With milder weather ahead, taking experience outside is a great way to mitigate any risks of the indoor events. Larger gatherings particularly should take place in an open, spacious area.

3.Introduce less contact policy

Limiting physical contact with other people is another important aspect in efforts to contain the spread of this contagious virus. One of the ways to enforce this measure is to establish a rule of no hand-shakes and hugs at your event.

It’s best to notice your attendees in advance that your event is introducing this rule. You can offer a simple wave or fist bumps in the air as greeting alternatives.

Floor markings and social distancing signage will help you strengthen the “no physical contact” policy. These helpful reminders will ensure the guests stay within a safe distance from each other around bars, buffets, or when queuing for the bathroom.

4. Entertain your guests

To ramp up the engagement while keeping your attendees safe, there are plenty of creative ideas that can be tailored to your company and your employees. Whether it is an interactive master class, craft workshop, or conference, you can adjust the activities to prioritize the safety of everyone involved.

To entertain and engage your guests as they wait for the key speakers or to access the attractions, consider getting high-quality 4K outdoor TV. They are weather-proof and engineered to handle the glare, while their higher resolution delivers an amazing viewing experience and crystal-clear picture.

These innovative TVs can serve as a powerful communication and marketing digital signage.

They can inform your guests in the case of line-ups, update them on what’s happening and what’s next, and you can also utilize them to reinforce the safety precaution measures regarding COVID-19.

5. Underline that the use of masks is necessary

The use of masks is especially important when your guests can’t adhere to physical distancing. To keep your attendees safe, it is advised to make masks compulsory during your event.

And since you are responsible for maintaining the precautions as the host of the event, you should consider providing a separate stall where masks would be given out to guests who forgot to wear them.

6. Provide sanitization

Provide sanitizer throughout your event, especially near beverage and meal stations. Opt for “no-touch” hand sanitizer devices or stations. Besides encouraging your guests to sanitize their hands frequently, it is also important to regularly clean frequently touched surfaces.

And don’t forget: social distancing signage can also be used to remind your attendees to sanitize their hands and wash them properly for more than 20 seconds.

7. Send a “risk management policy” to your guests

Draft a friendly email or a letter that will communicate your “risk management policy” to your guests, and make sure to send it before the event. This way, you can inform your guests timely about all precaution measures that will be implemented during your event.

Utilize this message to explain to your attendances how they can engage at the event safely. Emphasize that the health and safety of every person attending the occasion are important, and advise anyone who is affected or is at risk to stay at home.

Sharing this statement with your guests proves your responsibility and accountability as a host, so it can boost your company’s reputation.

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