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Successful remote meetings

If you are still wanting to pursue the remote option for meetings due to COVID-19 then find new ways to connect with one another and keep attendees engaged virtually. They are becoming commonplace in our “new normal” causing the events industry to reimagine how we do meetings. Event planners are now event producers and no longer are bound by in-person logistics. They have gained a new skills that will open new doors to them for event production.

Why Should I Host Remote Meetings?

Remote meetings, just like in-person events, have one main purpose – fostering connections. Since we are all no longer traveling to events, we are less likely to meet with and talk to people we don’t know. Virtual events fulfill our need for human connection, even if it’s at a distance

Socialization

Remote meetings are a great way to foster socialization. Internally, they allow people from different departments to meet and engage. They allow attendees to collaborate with people they normally would never have known or gotten the chance to work with. Their collaboration could be the difference between a good year and a great year.

Global Reach

Your attendees can connect over a vast distance while attending a remote meeting. The attendees can connect from one continent to another without needing to travel. In-person events are limited by capacities and travel approvals. Remote meetings don’t have those same constraints. Attendees can connect with others on the other side of the world.

Maintain Relationships

When we do return to in-person events, you want attendees to remember who hosted the amazing events they attended while they couldn’t travel and continue to move forward with their businesses. Remote meetings are a great way to do that! They allow events to reach a new audience as well as capturing the same audience as usual.

Have an Icebreaker

When you are hosting a meeting where the speaker and attendees are present in the same room, the first few minutes can be filled with silence. Begin breaking that silence with an icebreaker. You can do something as simple as asking attendees to introduce themselves with an interesting fact. Many people think because you can’t get up and greet people you can’t do an icebreaker, but that couldn’t be further from the truth! For a more intimate experience, use breakout rooms to create smaller groups where attendees feel comfortable sharing.

Keep Time In Mind

We all have had those days when we are in back-to-back virtual meetings and suffer from “Zoom fatigue.” When you are planning a remote meeting, you want to keep this in mind. You don’t want your attendees to go too long without a break. Remember that attendees are no longer changing rooms after each session and constantly moving, rather, they are generally sitting in one place. Make sessions a manageable length and add in time between sessions. This will give attendees a quick breather to run to grab a coffee, get a snack, or run to the bathroom. Better remote meetings are individualized and keep attendees top of mind.

Don’t Digress

While you want to have conversations about new topics that come up during your remote meeting, you need to keep to an agenda or stay on the session topic. This will help you stay within the assigned time constraints. Build-in time for Q&A at the end of the session. That way you’ll get through your content and still engage attendees without derailing the session.

Give Everyone a Chance to Participate

Attendees are generally more engaged if you utilize tools like polling, live Q&A, chat or allow them to unmute themselves. It breaks up speaking and keeps its eyes on the screen, ready for new instructions.

During in-person events, polling was the main source of audience engagement and it still can be. To promote networking, you could start the meeting with a poll about something unrelated to the meeting, so everyone can get to know each other on a personal level.

Live Q&A gives attendees a chance to interact with presenters. It helps the attendee feel that presenters aren’t just talking at them but talking with them. The questions they ask may help you tailor content for a future event if you decide to present on that topic again.

Will Remote Meetings Ever Go Away?

We are all looking forward to the day we can once again meet with people face-to-face, but we also see the value to of having a remote/virtual component to your meetings. So, will remote meetings ever go away? Not completely. There will still be a virtual component when we return to in-person events.

How to Prevent the Spread of Coronavirus at In-Person Events - Part 2

It's still recommended that vaccinated travelers wear a face mask that covers their mouth and nose, maintain six feet of distancing, avoid crowds, self-monitor for symptoms, and wash their hands frequently or use hand sanitizer. People are considered fully vaccinated at least two weeks after receiving the single dose of the Johnson & Johnson vaccine, or the second dose of the Pfizer or Moderna vaccines. The latest guidance, which says fully vaccinated travelers are less likely to get and spread Covid-19, could help accelerate the meetings industry's recovery.

Herewith how to go about before, during and after events

Before the Event

Educate staff members and attendees as to when they should stay home.
Establish flexible refund policies for anyone who falls ill, must care for a sick household member or is at high risk of contracting Covid-19 and can no longer attend the event.
Gather supplies such as soap, hand sanitizers that contain at least 60 percent alcohol, tissues, disinfectant wipes, no-touch trash cans and face masks that will be distributed on-site. Make sure both attendees and staff members will have access to the supplies. Staff members should be required to wear face masks and attendees should be encouraged to wear them as well.
Meet with the venue's emergency operations coordinator or planning team. Discuss their emergency protocol and develop a contingency plan that addresses various coronavirus-related scenarios that could affect the meeting.
Designate a person or office to be responsible for Covid-19 concerns. Ensure all employees and guests know who this person is and how to contact them.
Encourage the event staff and all attendees to practice good personal health habits each day. Be sure to share resource materials from reputable sources on symptoms, prevention and more.
Modify the event layout for social distancing. This includes limiting attendance or reducing seating capacities. Multiple entrances and exits should also be offered and event organizers should consider staggering the use of shared indoor spaces, such as dining halls and lounges.
Prioritize outdoor activities where social distancing can be maintained.
Offer online options in addition to in-person attendance to help reduce the number of guests on-site.
Plan for employee absences. Event organizers should adopt flexible attendance and sick-leave policies that encourage staff members who are ill or caring for someone else who is ill to stay home. In addition, alternatives may need to be developed for those who are at high risk for contracting the virus. Staff members should be cross-trained to accommodate any changes that may arise.
Discourage anyone who is sick from attending the meeting and request that people who begin displaying any Covid-19 symptoms leave immediately.
Create a quarantine zone for anyone who may fall ill. Work with the local health department and hospital to create a plan for treating staff members and participants who do not live nearby and may need to be quarantined for some time. Consider drafting a plan for how vulnerable populations will be separated and cared for if need be.
Aim to limit staff contact on-site. Develop a staggered shift schedule to reduce the risk of exposure and allow staff members to telecommute if they are not needed at the venue.
Work with local health officials and develop a plan in case the situation changes and the meeting must be cancelled or postponed. Develop specific criteria for postponing or cancelling and outline what the refund or re-ticket policy will be. Assess whether the event could be held virtually if necessary.
Consider limiting event attendance to guests and staff who live in the local area to reduce the risk of spreading coronavirus from areas that have high levels of transmission.
Identify automated platforms that can be used to quickly disseminate updates to staff members and attendees via text message, email and more. Take care to consider any potential language, cultural or disability barriers that may affect communication.

During the Event

Stay informed and closely follow all coronavirus-related news and updates. Pay particular attention to developments in the local area and monitor any temporary school dismissals that may affect the event staff.
Share frequent updates with employees, participants, partners and more. Promote preventive resources and address any concerns.
Stagger and limit attendance times to limit the number of guests in the venue at one time.
Conduct daily temperature screenings and/or health checks of employees and guests.
Maintain a healthy stockpile of prevention supplies such as hand sanitizer, soap and face masks. Frequently touched surfaces and objects should be cleaned on a regular basis with detergent and water prior to disinfection. Develop a schedule for increased routine cleaning and disinfection.
Post signs in highly visible locations such as the entrances and restrooms that encourage protective measures. Broadcast regular announcements on reducing the spread of Covid-19 on public address systems, and share messages on social media.
Develop signs and messaging in alternative formats for those who are blind/have limited vision, or are deaf/hard of hearing. This includes messages in large print, braille and Sign Language.
Limit the number of people who can use a restroom at one time and post signs or markers outside the restroom to prevent crowds from forming. Consider adding barriers between bathroom sinks.
Avoid offering any self-serve food or drink options such as buffets and salad bars. Use disposable dishes and utensils and offer prepackaged foods or individually plated meals. Add floor markers to ensure attendees stay six feet apart while waiting in line to order or pick up food.
Ensure ventilation systems operate properly and increase circulation of outdoor air as much as possible by opening windows and doors when feasible.
Separate anyone who is sick from the rest of the group. Place them in a quarantine zone and give them clean, disposable face masks. Work with the local hospital and health department to provide appropriate care. Discourage infected individuals from taking public transportation, shared rides and taxis.

After the Event

Hold a post-event meeting with the venue’s emergency operations coordinator or planning team to discuss lessons learned. Ask participants, partners and staff to share additional feedback.
Look for new agencies and partners who can help improve future plans.
Continue to monitor emergency preparedness resources and training.

Cleaning and disinfection can help reduce the risk of exposure to Covid-19 and are key to reopening public spaces

How to Keep Attendees Safe at In-Person Events

Although life is surely but slowly returning to normal we still have to maintain the idea of keeping attendees safe as we are gradually opening up for in-person conferences and events.

Here are the top questions planners should ask hotels and venues, according to new health and safety guidelines from the Events Industry Council.

Questions for Event Organizers to ask Hotels/Venues:

Health and safety

1. What can we expect to see as health and safety protocols at each stage of the attendee’s journey?
2. What health and safety practices are in place for hotel/venue workers?
3. Will the hotel be providing health screenings?
4. What protocols are in place to limit cross-contact between attendees of different events?
5. What accessibility protocols are in place to meet the needs of people with disabilities?
6. Are there wayfinding considerations for directing attendees to the meeting rooms to support social distancing, and are accessible routes clearly indicated?
7. Is the hotel complying with any existing protocols, and how is this being monitored for quality and performance?
8. If a guest or attendee tests positive for Covid-19, what is the protocol for the individual, and what meeting space and guest-room recovery policies will the hotel implement?
9. If a hotel employee tests positive for Covid-19, what measures are in place to protect other workers and the group, and how will you initiate contact tracing?
10. For larger events, have you designated separate entrance and exit points for all your ballrooms/meeting space, and is this also established for staff accessing back-of-house areas?
11. What room setup options do you have in order to keep the group physically distanced?
12. Do you offer linenless tables and how are your chairs being disinfected?
13. What food-and-beverage safety protocols have the hotel implemented?
14. Can we do a safety-related site inspection of the hotel, and is there an option to do this virtually?
15. Where possible, can you share an experience where you already implemented all of these health and safety measures

Communications

16. Can you share your crisis response and communication plan?
17. Is there online information about the hotel’s practices that can be shared with guests and attendees?
18. What information, and in what formats (e.g. digital, print, large print, braille), can the hotel provide regarding health and safety protocols that will be in place during the event?

Technology

19. What is the technology infrastructure to support a hybrid meeting model?
20. What are the digital capabilities (bandwidth, etc.) for hybrid events? Can we use some of your meeting rooms as studios?
21. Is the audiovisual equipment built into the meeting room, or portable and installed for the event?
22. What sanitization protocols are in place for cleaning high-touch AV, including controllers, between sessions and overnight?
23. Are paperless flipcharts available?

Sustainability and social impact

24. What measures will the hotel implement to reduce landfill waste due to the increased use of single-use items?
25. What other CSR actions is the hotel/venue taking during these times, and how can the event participants be part of these?

We hope the above information assists and can guide the industry with our "new normal"

How to Prevent the Spread of Coronavirus at In-Person Events - Part 1

Guidelines for Events

Meeting organizers preparing for shows scheduled in 2021 and beyond must consider the health and safety of attendees and staff at every step of the planning process. Guidance is provided for resuming events, with details on how to evaluate the risk levels and key actions that can help prevent the spread of the virus. Cleanliness protocols are also covered.

Event organizers are encouraged to follow state and local regulations on gatherings. Meeting planners should continually monitor the outbreak and make adjustments to the event plan as needed.

"Event planners should work with state and local health officials to implement this guidance, adjusting to meet the unique needs and circumstances of the local community," reads the document. However "this guidance is meant to supplement — not replace — any state, local, territorial, or tribal health and safety laws, rules, and regulations with which gatherings must comply."

The following is extrapolated from the recommendations.

Risk Factors to Consider

The number of Covid-19 cases within the community: High or increasing levels of local infection could increase the risk of spread among attendees.
Potential for exposure during travel: Airports, airplanes, bus stations, buses, train stations, trains, and public transport are all places where physical distancing might be challenging and ventilation could be poor.
Length of the event: Longer meetings pose a greater risk. Being within six feet of someone who has Covid-19 for a total of 15 minutes or more (over a 24-hour period) greatly increases the risk of becoming infected.
The setting: Indoor events, especially in places with poor ventilation, pose more risk than outdoor events.
The number of people attending: The more people there are at an event, the greater the likelihood of exposure. Planners must also consider crowding, and should implement modified room layouts or block off seats to ensure social distancing.
Behavior or attendees: Events, where people do not maintain physical distancing and/or do not wear a mask correctly, can increase the risk of contagion.

For meetings that are scheduled to go on, the following recommendations apply:

Considerations for Cancelling or Postponing

How many people are expected to attend? The more people an individual interacts with at a gathering and the longer those interactions are, the higher the risk of transmission.
How many of the attendees are more vulnerable to Covid-19? Older adults and people with pre-existing conditions are considered to be at higher risk.
How close will the attendees be? Person-to-person spread is most likely to occur within close contact of six feet or less.
Are there any ways to reduce the number of attendees? Setting up socially distanced seating can help reduce the risk of transmission.
What is the level of transmission within the local communities? Some areas have been harder hit than others. They recommend consulting with the local or state public health department.

We will share more on how to go about before, during, and after the event.

Conference News: March 2021 Product Update Round Up

Products like event management systems, resources & apps etc are designed and created to increase engagement and simplify usage for the industry as a whole.

Herewith product updates below into a brief summary:

Recent Releases

Event Intelligence & Insights

Cvent has partnered with DOMO to offer an elite business intelligence reporting solution for Conference Event Planner. Build reporting dashboards for the event planning team, automate alerts on critical KPIs, schedule data to be delivered to key stakeholders on set intervals or ad hoc, provide event program and year-over-year variance reporting, and a mobile application to access the breadth of features from your phone or tablet.

When to use: Business Intelligence is a cornerstone of any successful organization or project. Empower your planning team with an easy-to-use tool that allows them to meticulously track and report on KPIs to ensure event objectives are being met and stakeholders are always kept in the loop.

Who would use: Event Planners, Content Managers, Revenue Managers, Sponsorship Managers, Marketing Managers, and Executive Stakeholders.

Attendee Resource Center – Session Waitlists

Attendees will be able to easily see which sessions are full, but offer a waitlist so that they can reserve their spot in line. As an added, optional benefit, choose to have waitlisted attendees automatically enrolled if space opens up in the session and trust us to handle all the necessary communications and enrollment updates.

When to use: Use Session Waitlist on popular sessions when you know enrollment demand will be high from your Attendees. Allow attendees to hold their place in line so that they be automatically informed if a spot becomes available.

Who would use: Content Managers, Session Track Owners, Event Marketers, Group Registration Managers, Program Managers.

Attendee Resource Center – 1:1 Meetings

Attendees and Sponsors now both have all the tooling needed to schedule meetings with features to ensure double-booking is always prevented when desired.

When to use: 1:1 Meetings are a critical tool for offering an elite Attendee Engagement experience for your event. Connect your Attendees to other Attendees or to Sponsors and Content presenters. Put the tool in the hands of your Attendees and Sponsors to ensure provide a seamless scheduling experience that ensures your business rules for scheduling are enforced and Attendees don’t get double-booked for meetings or sessions.
Who would use: Registration Managers, Marketing Managers, Sponsor and Exhibitor Managers, Content Managers.

Exhibitor Resource Center – Credit Card Transaction Fees

The Conference Exhibitor Resource Center now offers Exhibitor/Sponsor Managers the ability to Charge Credit Card Transaction fees to Exhibitors/Sponsors directly to the Exhibitors Credit Card used for purchase. The Exhibitor payment experience has been updated to ensure Exhibitors are well-informed of the additional charge and invoicing is properly managed.

When to use: Sponsorship packages aren’t cheap, and neither are the transaction fees associated with them. Planners now have the option to Apply Credit Card Transaction Fees to the Exhibitor’s payment card.

Who would use: Sponsor Managers, Marketing Managers, Revenue Manager