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Planning an event in a post-COVID world still comes with a lot of uncertainty. From adapting to the constantly changing regulations of different states across the country, not to mention the range of attitudes people have toward the virus there's a lot to manage.
There are plenty of challenges associated with this planning process, not least making sure that all attendees feel safe in that environment. Planning an event in the 21st century isn't what it used to be.
Successfully pulling off a post-COVID event requires that organisers are aware of and manage a multitude of factors, that never used to be an issue.
There are new legal requirements and social norms that require a lot of planning. But as we look forward to the future, with the right precautions, guidance and care, is it possible to still host amazing events in our post-COVID world? Let's take a look.
Event Planning Post-COVID Is Still Safety First
As with any event that the public will attend, it has to follow a 'safety first' ethos before you even begin planning your event.
If the last few years have taught us anything, it's that public health and safety aren't quite the given we thought they were.
Whilst we're hopefully on the other side of the pandemic and many official restrictions have been lifted, it hasn't gone away.
Whilst it no longer makes the news or garners too much newspaper attention, at the of time of writing (Feb 2023) there are still, on average, almost 8000 in hospital with Coronavirus and between 35-40 people are still dying of it every day. (Source data.gov.uk)
Whilst many official guidelines have been eased, that's not always the case in every country and there may still be restrictions in place in some venues.
You need to make sure that, whichever venue you're using complies with the latest local, governmental and health guidelines. Be sure to do your research and check with the local regulatory bodies to ensure that your event follows any rules and regulations in place. Some of these may form part of the venue's own public event licence.
Even with the lockdown becoming a distant memory, many people are still nervous about congregating in large, often unmasked and non-socially-distanced groups.
Whatever your own personal outlook, these are the people who you'll want to come to your event, so you have to respect everyone's opinion.
It’s important to be able to confidently tell guests that your event is as safe as it can be and that every effort is being taken to ensure their safety. For example, even if mask-wearing isn't a legal requirement, let people know that they are welcome to wear one if they prefer.
Implementing safety measures such as wearing a face mask, sanitising hands, using contactless payment methods, and ensuring that social distancing is followed, have become a part of the new normal when hosting an in-person event.
It’s also important that you have good communication with your attendees and make sure that they are aware of their responsibilities in keeping themselves and others safe.
Pros & Cons
Despite all of the challenges associated with planning an event following a pandemic, there are also several benefits to hosting in-person events.
The first is that when you plan any in-person event, it will instil a sense of comfort, hope and community in your event-goers. Something sorely missing during the lockdowns.
After months of spending time in isolation, many people are ready to come together and socialise with others at bigger events.
Hosting an event allows them to do so in a secure, controlled environment, creating an opportunity to build (or rebuild) relationships, reconnect with our networks and forge meaningful connections.
The pandemic itself can also be a good ice-breaker when meeting new people as everyone will have their own stories and experiences to share. We all went through it, one way or another.
Another pro to planning an event post-COVID is that it allows for the opportunity to make adjustments to create a unique and unforgettable experience. As many organisations scaled back on how they work around live events, their reticence opens up new possibilities.
With a more intimate setting and fewer attendees, you can personalise the event and create a more intimate and personalised atmosphere.
Finally, many cost savings opportunities come along with planning an event post-COVID.
With fewer attendees and a decreased risk of spreading coronavirus as more people are vaccinated, you can save costs related to purchasing necessary safety equipment, making sure that everyone is following safety guidelines, and hiring necessary personnel to help monitor and ensure compliance.
While there are several positives associated with planning an in-person event in a post-COVID world, there are also some risks and challenges that come along with it too.
The biggest challenge is ensuring that all of your guests feel safe and secure within the environment.
This could mean implementing various safety protocols such as implementing physical distancing, wearing face masks and limiting the number of people in attendance.
Safety protocols like these of course add to the cost of planning your event and take away from the “fun” atmosphere – which ultimately makes it more difficult for attendees to enjoy their experience.
With reduced budgets already in place due to the pandemic, finding the resources to pull off an in-person event can be a challenge.
On top of that, it may be difficult to book guests and vendors, either due to any restrictions on international travel, or their unwillingness to travel at all, not to mention the remote nature of certain jobs.
This could also limit the potential of your event, as certain vendors may not be willing to risk the exposure or are more selective about the types of events they do attend.
Lastly, the uncertainty of the situation as a whole might make it difficult for event-goers to commit to attending. They may be uncomfortable with leaving their home or want to wait and see how the event landscape evolves.
Conclusion
"The heart of man plans his way, but the Lord establishes his steps." - Proverbs 16:9
Planning an event in a post-COVID world comes with its own set of challenges, but is still achievable with the right planning, precautions and execution.
It may involve extra resources and budget allocations, but with a safety-first mindset and determination, you can still pull off a successful event.
With the right precautions and creative thinking, a post-COVID event has the potential to be an amazing experience and will provide a platform for attendees to come together, socialise and network in a safe and controlled environment.
At P45 Consultancy, thanks to over 25 years of experience in event planning, we have learned to understand the needs and goals of our clients and work out an effective marketing strategy. There's little we haven't seen and have a plethora of solutions to suit every event, time scale and budget.
Our well-earned, wide-ranging knowledge of events is critical and we can be resourceful and leverage our networks to get the job done. Whether you're planning your first event or your thousandth, let us work with you to create one that is destined for success from the start.
You can find out more about what we do here and when you're ready to make a start, get in touch with our team and let's make it happen.
If you 've enjoyed this blog and have taken some value from it, please consider buying me a virtual coffee to help support the work I do as I start out. Just click the button below because everything I brew, I brew for you ;-)
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