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One year after the pandemic forced face-to-face events to stop, things are finally looking up: the article contains some useful tips to prepare for the return of face-to-face events.
A year after the pandemic forced the events in person to stop, things are finally improving: we will soon return to the events in the presence (in Spain they restarted in mid-March) and we will have to be ready to make a smooth transition from online events to physical ones.
The article contains some useful tips to prepare for their return.
- SAFETY COMES FIRST OF ALL
Before relaunching in-person experiences, event organizers should carefully consider the safety and security risks of their event. Many factors can influence the risk profile of an event, including the location of the venue, the purpose of the event, and event attendees.
Following the experience of health officials and regulators, events will need to adopt new policies and procedures to minimize physical contact and maximize the health and well-being of their attendees.
As all pose a potential transmission risk, taking appropriate risk management and security measures is critical, as is communicating the requirements and responsibilities of staff and participants during these unprecedented circumstances.
According to "COVID-19 Event Security Playbook"Of Eventbrite, the security process can be broken down into four phases:
- Assessment of the risks of the event and the potential for transmission of the virus. This step will help identify inherent risks and other factors that may affect the event and understand mitigation options to reduce the risk of transmitting COVID-19 to the event.
- Implementation of security measures. At this stage, it is helpful to think about how to prepare for and respond to risks before, during and after the event.
- Communication of policies and procedures. These policies should be communicated to attendees and event staff. They can be shared online on the website and ticket page, in the confirmation email to ticket buyers, at the entrance, within the event itself via signage and announcements, and with staff in a pre-event briefing .
- Further control of the measures. At this stage, you need to double check the local rules and regulations the day before and the day of the event for potential changes.
2. FIND OUT ABOUT HOW OTHER COUNTRIES HAVE MANAGED THE REOPENING OF EVENTS IN PRESENCE
Obtaining some crucial information on how countries such as Spain have started to reopen safely can help you to get ideas and assess whether their measures can also be feasible for physical events in Italy.
3. GRADUAL PASSAGE BY SOCIALLY DISTANT EVENTS
As the reopening begins, many security measures may still be in place, leading to an increase in socially distant events.
The pandemic, in fact, has changed the usual main considerations for event organizers.
One way to easily return to concerts and other great performances is drive-in events, which saw a resurgence last fall.
Limiting the number of people who can be present at the same time in an event space might seem difficult, but organizers of a wide variety of events use “time slots” to manage the flow of attendees.
4. BECAUSE VIRTUAL EVENTS ARE NOT GOING AWAY
When in-person events return, capacity limitations may limit the number of ticket holders an event will be able to have, and some attendees may not feel comfortable returning to in-person events right away. The solution: Hybrid events that have both in-person and virtual attendees and provide accessibility and an additional revenue stream.
Even as COVID-19 restrictions ease, virtual events will continue to be important. In the last year alone, the benefits of virtual events have become apparent and organizers have quickly learned how to lead virtual events.
To better manage the transition from virtual to face-to-face events and, at the same time, organize hybrid events, ad hoc technological solutions will be increasingly advantageous. The LetzFair platform was born for this very reason: to provide useful functions to satisfy the needs of organisers, exhibitors and sponsors, whether they are physical, virtual or hybrid events.
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