9 minute read

SOLUTIONS

BRINGING SAFETY TO FACE-TO-FACE MEETINGS

By Melissa Munoz, association operations manager, Kearney & Associates, Inc.

After 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. 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.

helpful to add a clause to the event contract detailing the procedures that need to be followed by venue or hotel staff to ensure the safety of guests. If the hotel has its own procedures, there must be agreement with the hotel on the safety plan, including, at a minimum, the incorporation of the standards your organization has approved. Having a clear plan communicated thoughtfully to all parties involved will immediately alleviate any stress or confusion that people may have, while also allowing everyone time to reach out with any additional concerns.

Another aspect meeting planners should take into consideration when selecting a venue or hotel is to be sure that the venue has enough staff to cover the event. Many businesses across the nation are facing employee shortages, and an absence of event staff could cause problems that affect the attendee’s experience. This can be more devastating for larger conferences with breakout sessions and lots of staging required. Facilitating a small face-to-face meeting prior to the event with the hotel staff that will be on site during the event is a great way to ensure that they are briefed on how to deal with any situations that may arise.

Individuals will naturally desire to connect and socialize with each other in person. During this time of uncertainty, it is crucial for meeting planners and event venues to cultivate strong collaboration that facilitates trust, putting their attendees at ease. One conversation to have early on in your event planning is the potential for a hybrid option allowing for some people to attend virtually. Since the start of the pandemic, the demand for virtual offerings has grown. Offering a live hybrid option may be a great possibility for those who have the capability to do so. Another option is to record the event and then present it afterwards as a virtual offering to those who could not attend. Adding these virtual aspects to the list of things to do while planning an event or meeting can be daunting – but can also ensure that your association members and event attendees feel cared for during this time where their health may be jeopardized.

Vendors and sponsors are an important piece of many events and conferences. Due to COVID-19, traditional exhibit halls may not be the safest options for attendees. Because of this, many events are also offering virtual tradeshows that occur at the same time as their live events. Virtual tradeshows can be highly interactive, offering almost the same experience as an attendee would have if they were to visit the booth in person.

Prize and giveaway bags are a very safe way to connect sponsors and guests. Promotional items, such as hand sanitizer or alcohol wipes, are convenient ways to stay with the theme of safety and health. Many vendors are unable to travel during this time, especially if they are coming from out of state. Reaching out to them well before the event and collaborating with them based on their individual needs and ideas can easily lead to new marketing ideas and partnerships that were not previously possible or needed.

With all the health and safety precautions floating around, it can feel hectic and difficult to maintain a fun event where people feel connected to one another. As we enter autumn, there will be various opportunities for general sessions, such as keynote speakers and group activities/breakout sessions, to be held outside if possible. Although the outdoors is a safer option by providing better social distancing and airflow, an outdoor venue may be more difficult logistically, especially if there is technology involved with an event or meeting. With flu season approaching, having health and safety protocols set in place will be important for those continuing to meet throughout the winter months.

For the time being, many meetings and events will need to be carefully planned with lots of extra attention to detail. It is to be expected that some in person events are unexpectedly changed to virtual formats, and simultaneously planning both an in-person and virtual format may be useful so that a switch in format does not cause a huge disruption to planning efforts.

As the COVID-19 pandemic starts to abate, it is likely that associations will keep some of the safety protocols in place moving forward. The pandemic has brought with it a new attention to cleanliness, safety and health that will improve the standards in these areas at future events and meetings. 2022 will be an interesting year as even more groups agree to meet back in person. F

During this time of uncertainty, it is crucial for meeting planners and event venues to cultivate strong collaboration that facilitates trust.

Kearney and Associates, Inc. offers full-service government affairs and association management solutions including lobbying consulting, public relations, board leadership training and more. Melissa Munoz, the association operations manager, is responsible for client membership, finance and event planning. To learn more, visit www.kearneyandassociates.com.

HR Partners Celebrates Lisa Zerbe

Lisa Zerbe, one of HR Partners’ most senior human resource advisors, recently passed the Society for Human Resource Management – Certified Professional (SHRMCP) certification examination. The SHRM-CP examination contains two types of multiple-choice questions: stand-alone knowledge-based items that assess a candidate’s knowledge and understanding of factual information, and scenariobased situational judgment items that assess a candidate’s judgment, application and decision-making skills. For more information, visit www.hrpartnersks.com.

Kansas Independent Energy and Convenience Announces Retirement of Executive Director

Kansas Independent Energy and Convenience has announced that Thomas Palace, the association’s longtime executive director, has decided to retire effective December 31, 2021. Palace began serving the fuel marketing and retail industry in 1996 and as executive director, he has overseen the operations and management of the association and Palace its affiliated entities for over 25 years. Current associate executive director Becky Schwartz will take the helm upon his retirement. For more information, visit www.fueltrue.org.

Photo courtesy of Yunghans Images

Stormont Vail Events Center Unveils Renovation Project

The Stormont Vail Events Center, Topeka, Kansas, unveiled the completion of a $48 million renovation project. The two-year project started in May of 2019 and included improvements and additions to Domer Arena, Landon Arena, and Exhibition Hall, focusing heavily on improving the patron experience. The updates to Exhibition Hall include a nearly 40% expansion in floor space, allowing accommodation to growing events. Landon Arena now features the Happy Basset Craft Beer Garden, new concession stands, bathroom upgrades, locker rooms, revitalized parking lot, a grand lobby with escalator and new digital arena signage. Additional premium tables in the Prairie Band Casino & Resort Party Deck bar and exclusive VIP suites have been added. For more information, visit www.StormontVailEventsCenter.com.

Acorns Resort Announces New Addition

Acorns Resort, Milford, Kansas, announced that their newest addition, Acorns Wild, is live. Acorns Wild is made up of 1,000 acres of Flint Hills ground located 20 miles south of Acorns Resort. It offers controlled shooting areas for guided pheasant hunts, elk tours, farm to table, historic sites and other events. In addition, Acorns Resort has a state-of-the-art conference center, lodging, transportation and restaurant. To learn more, visit www.acornsresort.com.

NEW FACES

Lallier Pfannenstiel Walsh

New Face Comes to Visit Wichita

Visit Wichita announced new hire Mindy Lallier as the organization’s vice president of sales. In this role, Lallier will lead the Visit Wichita sales and services team. For more information, visit www.visitwichita.com.

Kearney and Associates, Inc. Announces New Team Member

Kearney and Associates, Inc. announced that Abraham Pfannenstiel has joined the team. Admitted to practice law in the state of Kansas, he will be providing counsel to and representing the interests of the firm’s government affairs, nonprofit and legal clients. For more information, visit www.kearneyandassociates.com.

Hampton Inn & Suites Names Regional Director of Sales

Hampton Inn & Suites announced Erica Walsh as the new director of sales. In this position, Walsh oversees 11 properties, including the Hampton Inn and Suites by Hilton Dodge City, Hilton I/35 Mulvane and Hilton Kansas Crossing-Pittsburg. “My passion is connecting people and always putting a smile on someone’s face,” said Walsh. “The hospitality industry, especially sales, gives me the opportunity to do this every day.” Learn more at www.hilton.com. F