How To Effectively Lead A Business Event Amidst The Pandemic
Leading a business event can be challenging, but it’s even tougher when the rest of the world falls apart. As an event planner, you have to put your best foot forward and keep things running smoothly for everyone involved. While it’s a business event, you should ensure that everyone has maximum fun. Here are some top tips that will help you lead a business event during this pandemic.
1. Utilise a Crisis Management Approach in the Planning Stage
Incorporate pandemic awareness into your event planning checklist from the very start. As you begin to confirm everything from speakers to catering, make sure that each step of the process is a pandemic-aware one.
When it comes to booking venues, be particularly mindful of pandemic risk. Make sure that the site you pick has a high-level pandemic awareness and pandemic management protocols in place.
For example, your event could be held at a hotel that uses an isolation room to quarantine those who might have been exposed to the virus. You can also sanitize all the display stands and surfaces so that everyone visiting is safe. This way, those with high-risk exposure can be sequestered and prevented from infecting others.
2. Pick a Hotspot for the After Party
The after-party is a chance for your guests to mingle and let loose, but it also needs to be an environment where everyone can have fun without worrying about exposing themselves to the virus. Look for a hotspot that can provide fun activities for your guests while also protecting them from the virus.
This means you should pick things like bowling alleys or rock climbing spots where your guests can interact with one another in a relaxed but controlled environment.
3. Incorporate a Theme of Protection
Even though this is a business event, you should incorporate a protective theme into the design. This will help your guests feel as though they are as safe as possible as they network with each other.
Your event might be themed around protection from the virus and include decorations such as hazmat suits or bio-hazard symbols. For example, you could hold a masquerade ball and ask your guests to wear masks and gloves.
4. Hold a Dress Rehearsal
In the planning stages, you should hold a dress rehearsal for the event to ensure that everything goes smoothly when it comes time for the actual function. Make sure that there are no major pandemic red flags that could derail your event.
For example, be sure to check if all of the food is properly prepared and safe for consumption within assigned quarantine locations. Ensure that there are no water sources that could become contaminated by local vectors in the area too.
5. Make Travel Arrangements for Guests
One of the most important aspects of your job as an event planner is ensuring that everyone gets to the location safely. The pandemic has drastically reduced traffic on roads and public transportation, so you need to prioritize traveler safety above all else.
Book airport shuttles in advance or pay for private vehicle transport if necessary. This way, you can guarantee that every guest is brought to the venue efficiently and safely.
6. Keep an Eye on Risk Exposure
As the event planner, you must keep a keen eye on risk exposure throughout the planning process and during the actual function. Ensure that everyone has been properly screened for any virus exposure before entering quarantine areas or interacting with other guests.
This will help to ensure that the event doesn’t spread any viruses because you will be able to keep track of where everyone is at all times.
7. Don’t Freak Out
It’s easy to get anxious about this whole pandemic thing, but you need to keep your wits about you if you want things to go well for your business events. Many people have lost their heads in this situation, so try not to do the same. There’s no reason to stay in a constant state of panic, just because you can’t explain this virus or how it spreads so quickly.
You need to find out what you can about the pandemic and keep an open mind while doing so. Try not to get too overwhelmed by all the negative media attention given to this issue because that’ll only make things worse for you. If you can do that, you should be able to get through the pandemic with no problems.
8. Be Prepared To Go Off-Script in a Crisis
In the event of a pandemic or other disaster, your carefully planned schedule will likely have to be abandoned. This means that you need to have contingency plans in place, which will allow you to be flexible and create a new timeline for the event.
For example, you should ask your guests to wear panic buttons at all times so that they can alert security if something goes wrong. If a major pandemic red flag occurs, you should immediately halt all activities and focus on safety.
A pandemic can be a major disruption for your planned business events, but you should have a contingency plan in place which allows you to protect all of your guests from exposure. Don’t let this virus ruin your business or shut down the functions you hold. Instead, go over this guide and ensure that everyone is as safe as possible.
This article has been published in accordance with Socialnomics’ disclosure policy.