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Here is how you can adapt your corporate event planning to the post-COVID era. Explore the new normal of corporate events.
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Corporate Event Planning In The New Normal: A Complete Guide
Introduction • Corporate eventslike conferences, trade shows, and meetings are more important than random social in-person gatherings. Unfortunately, those late-night annual events, company exhibitions, team-building events, and more are not the same anymore as they were two years back. • Just like school and colleges classes, and work meetings, corporate events too shifted to the virtual world. Be it a small conference or big trade show. • Is planning for an online event the same as that for an offline event? Yes and no. While the basics of event planning stay the same, there is a lot that you need to evolve into to make your event successful virtually.
Going online: Virtual Events Planning a virtual event may not be as straightforward as you think. Many companies would think having a reliable app for organizing an online meeting is just enough. Nonetheless, it’s totally the opposite. To a great extent, organizing a virtual event involves a lot of juggling for corporate event planners like you. • How do I make it enjoyable? • How to share rewards and send gifts? • Who will be the right speaker? To take care of all these, you need to care for digital spaces just as your actual event venues. This is what is essential from now on: • Take care of physical meeting elements such as scheduling appointments, value-added content, sponsors, new opportunities, and one-on-one networking capabilities. • Share multiple video streams simultaneously. This could be more than 10000 people at a time. • Keep an eye on functionalities like Q&A, live chat, real-time captioning, and breakout rooms. • Create a personalized experience for each attendee and guest. • Make sure you have accessible transition settings because you never know where there will be the next shift.
Corporate Events in The New Normal: Planning a Hybrid Event Hybrid Event: A hybrid event is a tradeshow, conference, seminar, workshop or other meeting that combines a “live” in person event with “virtual” Online component. Here are the things to consider while planning a hybrid event: #1 Finding the right people #2: Getting the right venue #3: Taking care of the travel #4: Onsite Logistics (Safety and Experience Matters!)
Planning a Hybrid Event #1 Finding the right people: During and post-COVID situations are equally hard on both suppliers and planners. Just like Joanne Dennison, a brilliant event planner, says, “Some planners were into face-to-face meetings, that people didn’t figure out how to transfer to virtual.” So, your first challenge is to find people who’re skilled at managing events both on the physical as well as the virtual front. #2: Getting the right venue: You should go for a location that’s enough to take care of your attendees, but at the same time makes a good impression on your virtual guests and has all provisions for virtual streaming. Be mindful of the fact that a large chunk of your attendees might attend virtually. Getting people to RSVP in advance might help. Lastly, you’d have to check the venue’s arrangements for hygiene, social distance, and COVID safety.
Planning a Hybrid Event #3: Taking care of the travel: Hybrid meetings are not just because of Coronavirus but other good reasons like some people cannot afford to travel & spend their money to get to the event. Hence, encouraging more attendees via hybrid events or virtual events. It’s not the same anymore for people who actually want to travel. You have to take care of safety & most importantly, deal with the complex traveling policies. There is a safe way out to deal with this challenge. Just think about these: • The budget • Ensure flexibility • Respect team member’s decisions • Keep track of Travel Security Administration • The attrition in the new normal • Choose the suitable transport
Planning a Hybrid Event #4: Onsite Logistics (Safety and Experience Matters!): While taking care of other arrangements, don’t forget to take care of your venue setting, aka your onsite setting. Now, for a safer and smooth event, there are many areas to consider. • Cleanliness and safety • Refreshments • Presentation • Plan a corporate event
Pro-Tips For Events In the New Normal • Protecting your investment with insurance From now on, you need to find the best insurance that would cover COVID-related damages. In fact, this should go for any infectious diseases that hinder corporate event planning. The event insurance and protecting investments are mainly dependent on how long this pandemic lasts. However, there is no argument about uncertainty in various fields. • Procuring pitfalls and solutions Irrespective of how big or small the event will be, finding a perfect venue would be a big deal. By perfect venue, I mean the location where you can rely upon the staff to care for every aspect. Be it about safety, security, maintaining rules, arrangements, and other criteria. Suppose you have some general venue management that is great. You don’t have to struggle to find the best one. But, if not, you can move your meeting to fully or partially technical. As an event planner, you need to be an expert in crisis management of all types.
Pro-Tips For Events In the New Normal • Mitigating meeting and event risk The one thing you cannot ignore is taking steps to reduce severity and pain points, while executing the plan as per the rules. What do you need to do for corporate events? • You must encourage attendees to get the vaccination on time. It should not be forced but inspired. • Follow the guidelines set by the company as well as government. • Take care of necessities like hand sanitizer, temperature check, hand washing stations, random testing of people at the event, etc. • Get a questionnaire for feedback. Make every question clear. Prefer to have separate questionnaires for medical and non-medical questionnaires. • Ask attendees how their experience was so that you can consider this while planning for the next event. • Create “low,” “medium,” and “high” categories of all arbitrary situations that could go wrong and implement them when the time arises.
Conclusion The pandemic has made us redefine design, venue, blueprints, and everything about corporate event planning. Also, there would not be going back to traditional event planning anytime soon. However, the good news is, these online meetings, virtual, and hybrid events have given us the chance to think out of the box. Hence this go-to guide to clear the fog for you. Introduction to Corporate Events: The What, The Why and The Types
Corporate Event Planning In The New Normal: A Complete GuideLearn More at: Prismbiz Sol
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