Can we come back to Safe in-person meetings? Two-thirds of meeting planners intend to hold their next in-person event this year. Meeting owners and event organizers can take effective steps to dramatically minimize the risk of contagion. The following tips come from Loren Edelstein, vice president and content director for Northstar Meetings Group.
Steps to minimize the risk:
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- Share the facts. “People are much less likely to contract Covid-19 at a business event than in day-today activities, according to new research conducted by global event producer Freeman and Epistemix.
- Know the local mandates.“Government-mandated requirements regarding vaccination status, testing and mask use vary widely by city, state and country—and change often.
- Set requirements for entry. “Events must meet local requirements, at a minimum, but many go further. A cautious approach might require provide proof of vaccination and/or a negative Covid test taken within 48 or 72 hours of the event. Rapid Covid tests and/or temperature checks at the entrance to the event would add a final layer of protection.”
- Establish on-site protocols.“In the current COVID climate, all participants—regardless of vaccination status should be wearing face masks.
- Consider going hybrid.“Offering an option to attend remotely will extend your audience reach and lay the groundwork for a contingency plan.
Bottom line: Proceed with caution. In-person business events are typically held in highly controllable settings, requiring registration to enter private spaces at designated times.
The Show Must Go On
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With the recent surge in Covid cases, more planners are cancelling or rescheduling events, according to Northstar Meetings Group’s latest Pulse Survey. However, findings show a slight rise in sourcing and booking activity, and a dip in the number of respondents who are not working on in-person events.
The second half of the year still looks strong: Two-thirds of the 826 respondents to the latest survey will hold their next in-person event in Q4 of this year. Among stepped-up health-safety measures, half will require attendees to wear masks indoors and 28 percent will require proof of Covid-19 vaccination. Resiliency is critical, however, as requirements and policies are changing daily and vary from location-to-location.
Working with suppliers has been a considerable challenge, and those challenges have grown over the last several Pulse Survey cycles. The most vexing problem: Hotels and venues aren’t adequately staffed, according to more than half of respondents. Also high on the list of gripes: Room rates are higher than expected, contract terms are not flexible enough, supplier contacts are gone, and it’s tough to find the dates and space desired. In this difficult environment, 17 percent have put negotiations on hold for the time being.
“Covid is a roller-coaster and it makes planning for it extremely tough,” noted a respondent. “We have to remain fluid, and that doesn’t always translate well when planning events — especially when changes happen at the last minute.”
Safe In-Person Meetings. BH as a solution to drive group business