SOLUTIONS
BRINGING SAFETY TO FACE-TO-FACE MEETINGS By Melissa Munoz, association operations manager, Kearney & Associates, Inc.
A
fter being immersed in the pandemic mindset, many individuals have gotten used to the routine of attending meetings and events virtually. As some groups have started to discuss plans to meet in person, others have started to attend their normal face-to-face meetings and events. Planning for the remainder of 2021 will look different for each meeting or event, as individuals who have been more directly impacted by COVID-19 may be more reluctant to meet back in person. Now more than ever it is imperative to have a keen understanding of the attitude and preferences of each client when entering the planning stages of an event. For those who are eager and willing to meet in person there are many new aspects of event and meeting planning to discuss and consider. Almost everyone has differing opinions and thoughts on things such as social distancing and masks. Hotels and meeting spaces may have their own requirements, and often existing spaces are not large enough to accommodate even the best of safety plans because they were not designed with social distancing in mind. Even if a group is ready to meet back in person, their preferred speaker or speakers may not yet want to travel. Some may offer to speak virtually but guests might be turned off by virtual speakers at an event that they traveled to attend. Event planners should keep these things in mind as they work with clients to establish safety protocols and a clear plan of action to keep everyone involved safe and healthy before, during, and after the event.
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Pre-conference safety plan
During the planning stages of the event, create a clear list of all the safety protocols that will be in place during the event or meeting. This list should include details for each aspect and experience throughout the event. It should be distributed to all attendees and vendors and should be included on the event webpage so that everyone has access to the information. If there are any personal protective equipment (PPE) supplies to be distributed, include information on which supplies and where to access them. If there will be food and meals served, give detail to reassure guests that they will remain safe while enjoying their meals. This may mean switching away from traditional buffet options in favor of boxed meals. Another option for those wanting to keep their buffets could be to have designated staff wearing masks and gloves to dish out food at each station to avoid having each person handle the serving spoons. Other things to consider are requiring vaccinations, negative COVID tests within a certain period or daily temperature checks. Whatever the plan may be, it should be clearly communicated to all individuals involved well before the actual event. Transparency and communication are key to ensuring that guests feel at ease and are focused and excited on the event. Be sure that the hotel or event venue is also aware and on board with the safety plan for your event. It may be www.ksaenet.org
