Six Helpful Tips to Plan Your Next In-Person Event During COVID-19

Keeping safety in mind while looking ahead to face-to-face events

As we inch closer and closer to reopening in-person events, we have to keep in mind that they may temporarily look a little different than they have in the past. You may be asking yourself, “What can I do to ensure the safety of my exhibitors and attendees?”. Besides following guidelines set forth by the CDC, here are a few other ideas to keep in mind while planning your next event.

Give Your Attendees a Virtual Option

Although many folks are ready to get back to live events, you need to consider that some people may be hesitant about traveling and would prefer an online option for attending the show. Consider offering a hybrid event. In addition to the live, in-person experience, this will enable you to still have virtual booths and live sessions available online. By offering this option, you have the opportunity to expand your reach.

Create a Social Distancing Friendly Floor Plan

Social distancing guidelines call for 6 feet of distance between individuals, so this is something you will need to consider while building your floor plan. This may mean adding an additional hall or utilizing space outdoors to accommodate all your exhibitors and attendees. Be sure to stay up to date with all CDC recommendations when designing your floor plan.

Consider Providing Masks for Attendees

It is a known fact that wearing a mask can reduce the spread of COVID-19, so make sure to offer masks to attendees as they walk the show floor and attend sessions. Not only will this help keep attendees and exhibitors safe while connecting, but you could also make these masks a sponsorship opportunity for exhibitors. Customers stay safe and exhibitors can build brand exposure.

Designate Time Slots for Attendees to Attend

Worried you won’t be able to add additional space to your floor plan? Try regulating the number of attendees that are walking the floor at the same time. Allot time slots based off last name, or industry role so that you can assign a maximum number of guests that will be in the show hall at one time.

Ensure Proper Sanitization

Be sure to sanitize consistently and frequently across all parts of your event. Keeping the floor clean will reassure attendees and exhibitors that you value their safety. This may entail you hire more staff for cleaning. It is also important to increase the number of touchless sanitization stations throughout the show floor.

Offer Colored Bracelets that Show Attendee Comfort Level

Last but not least, attendees may have different concerns and reservations regarding face-to-face events, so consider passing out bracelets that show the comfort layer for attendees:

  • Green – healthy and eager to connect face-to-face
  • Yellow – healthy but would like to keep distance while connecting
  • Red – healthy but a high-risk individual that would prefer to keep distance while connecting

This way, everyone can indicate their comfort level “on their sleeve”, to continue to keep everyone happy and healthy.

We will be back to in-person events before we know it, so by adding some preventative measures to your plan, you will give your exhibitors and attendees peace of mind so that they can worry less and connect more!

 

Six Helpful Tips to Plan Your Next In-Person Event During COVID-19