Event Management during COVID-19

The fear of COVID-19 pandemic has affected our lives severely. All the public gathering has been prohibited by governments to reduce the risk of communal spread of Coronavirus. Even though the disease has halted the majority of businesses around the world, event management is one of those businesses that met with an impasse. A few of the leading event management companies from Kerala have found alternative ways to engage the clients and organise virtual event management. 

The event management industry is expected to bounce back to business once the COVID-19 pandemic is under control. Once the fear of mass outbreak has been eliminated.

The government is expected to tone down on lockdown and restrictions shortly. Subsequently, the events and mass gathering of people for functions may commence in a couple of months. It is for the event management companies to follow precautions even after the COVID-19 scare subsides until the invention of a vaccine. You can also read WHO directives regarding mass gatherings here.

Location of the Event

The location of the event must be considered carefully. It should not be in or near any red zone. It is difficult to relocate the event, which had been planned months ago, to a new place. Still, the possibility needs to be considered seriously. 

The invention of vaccination for COVID-19 could resolve most of the problems. However, handwashing facilities, facemasks for every guest, attractive posters reminding the safety precautions must be arranged at the venue. 

Organize Virtual Events if Required

Many of the official meetings, discussions and seminars have become virtual since the beginning of this year. It may be possible to coordinate and organize virtual meetings. So that the Coronavirus scare is kept at bay. 

The virtual meetings may not be as fruitful as meetings at a particular venue. As face-to-face, physical, the interaction could be the best way to convey any idea more effectively. The physical closeness also aids in closing deals more amicably. Nonetheless, the present situation calls for restrictions and social distancing. The event management company may schedule, organise and arrange virtual meetings if required.

Check the Possibility of Hybrid Events

Hybrid event is the new term in event management. The hybrid event will have about a dozen or so guests at the venue. The remaining guests will be attending the event virtually. As the guests attending the event physically are less in number the chances of COVID-19 spread is reduced. 

The event management company in association with the organizers must finalize the guests to be invited for the physical events. The guest list must be prepared carefully so that it doesn’t lead to confrontations and ego clashes. 

Consider the Average Age of Attendees

It has been estimated that COVID-19 creates complications in elderly people more. As it is the case, they may be hesitant to attend events physically. The ages of the invitees have to be confirmed before planning the event. 

Thereby, the event management company can decide upon virtual or hybrid events. Thus making it convenient for both the elderly and young alike. 

Arrangement of Conveyance

If you, along with, the organising members have decided on the physical event, the conveyance may be required for the guests from the accommodation to the venue. The guests are to be briefed about the vehicles for them and precautions while travelling.

The event management company need to arrange an adequate number of vehicles according to the total number of guests. Hand sanitization may be ensured before boarding the bus and after alighting at the venue. The usage of facemasks must be made compulsory during travel and the guests must be seated at an adequate distance. 

Hotel Accommodation

Hotel rooms must be booked at a safe/ Green zone. The hotel must be located away from the dangerous zone. Thereby, preventing the chances of any guest being infected from any person from the Red zone. 

Perceive and Plan

Even though you have prepared everything in advance, certain things may go wrong at the last moment. Since COVID-19 conditions are not what we are accustomed to, you need to brainstorm and presume possible shortcomings. As an event management company, with ample experience, you must have standby measures to meet all the requirements at the shortest possible time. 

Obtain Opinions

You can have your client’s opinion regarding the event. The constructive feedback will help you in understanding the drawbacks and instituting corrective measures for future events. You can make changes and corrections that will help make the events more attractive. 

You can read regarding business during and after COVID-19 here

ShineSyamaladevi is the author of The Shadows, Those Naked lies and The Ribbon Trap