Hosting Conference Events During COVID: What You Need to Know

Hosting conference events during covid: What you need to know

Hosting conference events during COVID-19 once seemed like the biggest hurdle to cross. But now, it has become the norm. The words ‘remote’ and working from home weren’t really part of our dictionaries until March 2020, when the world switched to different means of living. It is an understatement to say that we’ve all undergone major adjustments. 

Technology is a testament to human nature. Providing us with the free will to conduct meetings and events in the safest ways to not maintain social-distancing rules. Schools, universities, and offices have taken a seat. 

The New Normal 

Today we will discuss and help lay out a plan for you to refer to when hosting conference meetings and events. Since restrictions have been eased in most parts of the world, we will take a step ahead and look at the various ways we can host events, conferences, and meetings at venues in a safe manner. All it takes is the right equipment. 

Venues like banquet halls can be completely equipped to host in-person and remote events. This blog takes a deep dive into safe meetings and events. Today, scheduling meetings isn’t simply about availability, dates, times, and location – it’s about all of that, plus safety, social distancing, and local rules and regulations.

In-person meetings may have come to somewhat of a halt, but the creative bug in the human mind never stops. That need for creativity to be expressed made it a tad harder to adjust to what is the new normal. Finding solutions to problems has become the driving force for all of us. Be it finding an effective vaccine or a SWOT plan for all things content. 

At this stage, our feet are halfway in the water. What does that mean? More individuals are adopting the hybrid way of working. This is when employees are asked to come in on certain days of the week while working from home on other days. 

How to Prepare for Planned Events

1. Collect data

There are plenty of ways to cater to your audience. It begins with getting to know them. Remember, you can’t impress an audience if you are unfamiliar with their expectations. Survey your audience and ask them their likeliness to attend the virtual event. 

2. Adaptability 

Adjusting to the new norm comes with its own set of challenges. Working and cooperating with the staff at the venue to establish safety guidelines is a great place to start. Sending out a newsletter asking guests to check into the hotel or event venue via mobile app or an online portal.

Ask guests for their meal preferences if they wish to attend in person. It would be a great idea to send out meals to those attending virtually. In this scenario, remember to take note of the meal preference and other food allergies. 

3. Set expectations 

Convey all health guidelines, locations to be present, and a timetable. This is where you can convey the difference in atmosphere and the difficulty of adjusting to a hybrid work model. 

4. Share your strategy

Preparing a plan for the discussion will take place is always useful for the attendees. Inform the attendees about what they need to bring with them and what will be provided at the venue. 

How to Prepare for a Virtual Meeting 

While nothing beats a good one-on-one, COVID has shifted our perspectives significantly. Virtual events still allow you to reach and convey your message to your audience. So, the key is to focus on the content you need to inform your audience about. 

1. Turn on your webcam 

Keeping your video on is a great way of affirming your presence. The audience will feel connected to you and, in turn, their videos as well. This is a great way to build rapport and have engaging and meaningful conversations. 

2. Provide tools and resources 

Providing the necessary resources and tools to make the virtual event a true success. Your attitude to go above and beyond for your audience and the attendees will be a cause to attend other events, you host. Showing conviction to the attendees is an excellent approach. 

You can also provide the guests and other attendees with kits or bags with important materials such as notepads, pens, and content briefs to follow. Sending out snacks, beverages, and other meals for the days of attendance that are required is a good gesture. 

3. Brainstorming and breaks

The two Bs that should be followed to a T! Have virtual break rooms readily available for attendees to get to know each other and break the ice. Accordingly, brainstorming sessions are crucial. 

As a host, you need to be clear about taking breaks and allowing the guests and attendees to indulge in complimentary refreshments or join another break room with a different set of people. This is a great way to encourage networking, even if it is a virtual event. 

That is all, folks! We hope that this blog helps you create the perfect virtual or planned event. Remember that while it is not possible to achieve the perfect hybrid model, people around you are actively working on it. It is important to approach them with an open mind, as adapting to new environments isn’t a one-size-fits-all process. It is different for each individual. 

If you are in two minds about holding an event at Le Jardin, our advisors and experts can guide you. We can actively work with you to help determine the right setting for your event or conference. We are thoroughly equipped and prepared for either of these settings. We’re happy to guide you if you want to reach us and get a detailed insight into this. Reach us at 1-888-529-8573, or contact us here.

Myssah Singer
Myssah Singer
Beautiful venue... amazing staff A++++ Rating
priyanka sood
priyanka sood
Great service and ambience. The staff is very friendly and helps you whenever needed. Thank you for your help.
Ady iq
Ady iq
Good food and atmosphere
Bleyder Martinez
Bleyder Martinez
Awesome place