A year after the pandemic forced in-person events to come to a halt, things are finally improving. As restrictions ease, many countries are preparing to return to live, physical gatherings—and it’s time to get ready for a smooth transition from online to in-person experiences.
Here are some practical tips to help organizers prepare for the long-awaited comeback of in-person events.
1. Safety Comes First
Before relaunching in-person experiences, event organizers must carefully assess the safety and security risks of their events.
Several factors can influence the risk profile of an event, including venue location, event purpose, and audience demographics.
Following the guidance of health authorities and regulatory bodies, events should implement new safety policies and procedures to minimize physical contact and maximize participant wellbeing.
Since every attendee represents a potential transmission risk, applying proper safety and risk management measuresis essential—along with clear communication of responsibilities for both staff and attendees.
According to Eventbrite’s COVID-19 Safety Playbook, the process can be divided into four key stages:
- Risk assessment: Identify potential health risks and transmission factors, and evaluate mitigation strategies to reduce exposure to COVID-19 during the event.
- Implementation of safety measures: Prepare and respond to risks before, during, and after the event through concrete safety protocols.
- Communication of policies: Share safety information with staff and participants—via event websites, ticket pages, confirmation emails, signage, announcements, and pre-event briefings.
- Ongoing review: Recheck local regulations the day before and on the day of the event for any updates or changes.
2. Learn from How Other Countries Reopened In-person Events
Gaining insight into how other countries—such as Spain, which resumed in-person events as early as March—managed safe reopenings can help organizers plan their own strategies.
Adapting best practices and evaluating what worked elsewhere provides valuable guidance for reintroducing physical events responsibly.
3. Gradual Return Through Socially Distanced Events
At the beginning of the reopening phase, many safety measures may still be required, leading to an increase in socially distanced events.
The pandemic has reshaped the priorities of event planners. One creative way to bring back concerts and performances safely has been the drive-in event format, which saw a strong revival in the past year.
Limiting capacity might seem challenging, but many organizers are already using time slots to manage attendee flow and reduce crowding while maintaining a safe and enjoyable environment.
4. Why Virtual Events Are Here to Stay
Even as in-person events return, capacity limits and attendee hesitations may persist.
The solution? Hybrid events that combine in-person and virtual participation, offering both accessibility and an additional revenue stream.
Although COVID-19 restrictions are easing, virtual events will continue to play an essential role. Over the past year, organizers have discovered the many benefits of virtual formats and learned how to run them successfully.
To manage the transition from virtual to in-person events—and to support hybrid experiences—dedicated event technology will become increasingly vital.
That’s exactly where LetzFair comes in: a customizable platform designed to meet the needs of organizers, exhibitors, and sponsors, whether their events are physical, virtual, or hybrid.
Get Ready for the New Era of In-person Events
The return of in-person events marks an exciting new chapter for the industry.
By combining safety, technology, and flexibility, organizers can create memorable experiences that engage audiences both on-site and online.
Discover how LetzFair can help you make your next in-person event smarter, safer, and more connected than ever.
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