Returning to In-person Events: How to Transition Back Safely
Over the past few years, there have been some important shifts in events. Numerous social issues have a big impact on 2022 event patterns, from the consequences of the global health pandemic on enterprises to the obvious shifts in public attitudes around employment. The majority of the in-person events shifted online with the 2020 pandemic. Naturally, companies began making investments in digital technologies like web design and development to improve the experience for attendees on their online event platforms.
After spending more than two years virtually, it seems that participants today are prioritizing the time, effort, and expense required to attend F2F events, in addition to ongoing health and safety concerns as case numbers fluctuate. What makes attending in person beneficial if they can watch the same stuff remotely?
Smooth return to in-person events
After the pandemic, the globe is starting to open up again, therefore now is the ideal moment to reconsider different aspects of your events and whether or not an in-person event is necessary. Even while the epidemic was unpredictable and unpleasant, it also gave businesses a reason to reevaluate their approaches to events and forced them to look at things from fresh angles. Things have changed from how they used to be. The repercussions of the epidemic have continued to affect event planning, execution, and promotion.
LinkedIn reports that 85% of businesses held a virtual event in 2017. While 75% of the event planners polled said they planned to host virtual events, 78% said they wanted to hold in-person events once the situation was secure. In a similar vein, Identity’s study reveals that 80% of people plan to attend live events in the near future.
Many people want to go back to their life before the outbreak. Even though hybrid events incorporate some aspects of in-person events, having an entirely in-person event is still essential. However, organizers are unsure of the best way to guarantee that live events are organized safely and go off without a hitch following the pandemic. Here are some crucial pointers and procedures to follow in order to ensure a seamless return to in-person activities.
Choose the right venue
Consider choosing a location with both indoor and outdoor areas so that everyone can spread out and have access to plenty of fresh air. This will give space to visitors who want to avoid crowded areas. Determine which features will be inside and which ones outdoors by drawing out the floor plan after that. Also remember to account for additional logistics and expenses, such as Wi-Fi setup, technological infrastructure, and provisions for adverse weather. To ensure you don’t overlook anything when looking for a venue, think about making a list of needs with your attendees in mind.
Keep your in-person event safe
Event organizers have used virtual events in recent years as a result of their increased creativity. In actuality, though, there was never a plan to take the place of live events. Attendees have demonstrated their appreciation of face-to-face interactions and the irreplaceability of in-person events. Safety must come first as live events resume following the pandemic to prevent postponements or cancellations. Establishing trust with attendees is essential for a successful return to live events. They need to know that you care about their security.
Leverage touchless technology
The event industry is becoming safer and more productive as a result of the automation that many event professionals are using. New safety technology has been developed, which enables organizers to guarantee that safety is never compromised. These precautions are in addition to new health and safety regulations. When planning live and virtual events, event planners now put technology first. In addition to offering new marketing options for event organizers that outperform rivals and draw sponsors and corporate exhibitors, technology has greatly improved safety for visitors. Here are some strategies for enhancing the experience of your on-site visitors using technology-driven automation:
- Automatic doors
- Touchless check-in
- Scannable mobile QR codes for instant badge printing
- Touchless hand sanitizer dispensers placed around the event
- Motion-sensor toilet facilities
Use the event registration platform
The application procedure is crucial. People are still considering whether or not to attend your event at this point. Additionally, they are perusing the social media and event website to learn more about the event. What do you hope to achieve with your event? What will participants take away from the experience?
Utilize the in-person event platform to simplify event registration. Potential guests may not register if it is difficult. When registering, be sure to eliminate any unnecessary difficult procedures. The ability to purchase digital tickets in advance will be welcomed by your guests, and you can do away with the necessity for paper tickets.
Budget and staff accordingly
Both sticker shock at the event and a staffing shortage are things you don’t want to happen. In order to support health and safety procedures, help attendees, provide food, and realize on-site experiential aspects, take into account the budget and staff you’ll actually need before planning. Here are some tips you may use to fund and staff your physical event:
- Make a budget and follow it.
- To cover costs, provide sponsorship possibilities and paid on-site or premium ticket options.
- Think about how onsite components might extend the duration of your event planning process.
- Consider how your event team’s resources can be used most effectively to provide a secure and welcoming environment.
Cater to comfort when it comes to food and beverage
The pandemic has caused several changes, one of which is the rise in demand for special diets and a shift toward a more health-focused view of food and drink. Stunning food and drink experiences will impress attendees and enhance the value of your physical event. Here are some tips for securely offering choices that suit your participants’ preferences at in-person events:
- To develop custom culinary experiences, ask guests in advance about their dietary preferences or restrictions.
- Provide healthy, organic solutions to accommodate a range of dietary needs.
- To provide your community peace of mind regarding the proper handling and preparation of food, offer single-serving, grab-and-go prepared meals and snacks.
Support your in-person event with a smart event solution
Through virtual components, modern event technology can help you reach a larger audience and enhance your in-person event experience. For instance, an event management platform can boost the value of your live event by
- Streamlining registration, ticketing, and communications processes for events
- Improving sustainability by replacing paper tickets and handouts with mobile event apps
- Utilizing a pre-event networking solution to create an active event community and providing a simple fallback in the event that a virtual shift is necessary.
- You may return to in-person events gradually and successfully by implementing event technology.