How To Keep Event Attendees Informed, Comfortable, & Safe as the World Opens Up
Updated 7/20/21:
Though many people are declaring the pandemic “over”, unfortunately with the Delta variant, that is not necessarily the case. Cases are rising once again, so we as event producers must continue to strive to create safe events for our audiences and make our attendees comfortable.
Given that the vast majority of those infected with, hospitalized from, and deceased from the Delta variant are unvaccinated, we now recommend requiring all in-person guests to be fully vaccinated against Covid-19.
To enforce this, we suggest setting up virtual ticketing for your event. If a person goes to buy a ticket for the live event, you can then make one of the intake prompts a chance to upload a picture of their vaccination card. Any guests that do not provide a picture of their card will not be able to purchase an in-person ticket. We also suggest having the uploaded pictures be reviewed by event staff to make sure they didn’t upload any random picture prior to the event and contact any with invalid uploads.
If you want to sell in-person tickets at the door, you should require them to present their ID and their vaccination card (or a picture of it.) Make sure this is communicated on any event marketing and advertising materials so attendees come prepared.
By requiring in-person guests to be vaccinated, you are greatly increasing the safety and well-being of your guests given the current Delta variant data.
Originally Published 6/29/21:
After over a year of uncertainty, cancellations, pivoting, and changing, the event industry is finally on the track back to normalcy. Raised vaccine rates, lessened or totally removed government restrictions, and lower infection and death rates are all contributing to the reopening of the world. While event producers are thrilled that we can return to live events and meetings, some audiences are hesitant to attend in-person events.
As event industry professionals, it is our duty to create an environment that is welcoming and comfortable for all. For ways to do this, follow BLME’s tips for keeping event attendees informed, comfortable, and safe as the world opens back up.
How To Keep Event Attendees Informed, Comfortable, & Safe as the World Opens Up
Set and Manage Expectations
In the planning phase of the event, explicitly lay out what the event will look like for attendees, including any enhanced sanitary protocols. Send an email blast outlining the set up, capacity, and cleaning plans. In addition to sending this message to the event’s attendees, make sure to share it with key stakeholders / participants as well. Also, in any advertising or marketing materials for the event, include an infographic outlining the same plans. Finally, have signage throughout the actual event (and in the entryways leading into the venue) of the same infographics, ensuring your attendees know what being at this event will entail. If you need help with making these infographics, Canva is a great place to start.
Utilize Virtual Ticketing
The benefits to virtual ticketing are plenty - increased sustainability, convenience for both event attendees and producers, and electronic records of audience information, to name a few. To ensure your guests feel comfortable and safe at your post-pandemic live events, we highly recommend using virtual ticketing. This way, it ensures that you have the contact information of each attendee, meaning you can clearly, effectively, and consistently communicate with your audience leading up to the event. That email blast outlining event expectations we mentioned above? Virtual ticketing ensures you have the addresses and names needed.
In addition, you can also create completely virtual tickets as an option for guests who still do not feel comfortable being in-person. Platforms like Lemonade are amazing for adding virtual aspects to your live events.
Align Views With the Venue and Vendors
As an event producer, it is great to set Covid-friendly protocols and expectations as we return to live events. However all of this would be moot if the event venue and vendors aren’t on the same page. For example, if you are advertising to attendees that all food servers and bartenders will be wearing masks, you must confirm this expectation/requirement with the caterer so they know to inform their staff. In addition, if you want to make sure each dining table is six feet apart, you have to communicate this with your venue coordinator so the venue staff knows how to set the space up. Ensuring you, the venue, and your vendors are on the same page will allow you to execute the aforementioned expectations you set for your guests, allowing them to feel comfortable and safe at your event.
If you need assistance creating live events in a post-pandemic world, BLME would love to help. Be sure to schedule a Catalyst Call today!