Blog Post

Venue Finding during COVID-19

Sep 14, 2021

Tips for venue search and selection during the pandemic

 The pandemic is not over yet. But, as the gradual lifting of COVID-19 restrictions begin around the world, there is now cause for cautious optimism that we are slowly returning to some form of normality. At least here in the UK, most restrictions have been removed in England. There are different rules for Scotland, Wales and Northern Ireland

If you have decided to resume live, in-person events, you will be faced once again with the task of researching and finding a venue to host your events. Under normal circumstances this can be a daunting and time-consuming task with many variables to consider. Check out our previous article on top tips to consider when making venue selection for your event HERE.

Planning in-person events in the context of COVID-19 adds an extra layer of specifications and considerations which meetings and event planners should think about and discuss with a prospective venue. Here are some of our top tips and list of things to consider.
 
1. Contracts – according to recent report from the ONS, confidence in business started to increase in May 2021 with revenue performance in the hospitality sector is at its highest since August 2020. This is great news but the situation and restrictions relating to COVID-19 are still fluid. Find out about venue booking terms and conditions early on in your venue finding process and how flexible they are should your event date change.

2. Facilities - have the provision and management of facilities (e.g., toilets, cloakrooms, green rooms, changing areas etc) had COVID-19 risks considered (hygiene, social distancing etc). Putting in place hygiene measures plays a crucial role in reducing the risk of transmission. This should include providing handwashing facilities and hand sanitiser, particularly in high-traffic or higher-risk areas, such as reception and entrance foyers, doorways, lifts, and bathroom facilities. Find out what the venue has in place.

3. Face covering - the government is still recommending the use of facemasks or coverings to be worn in crowded indoor environments. This is not a legal requirement and different organisations are following different rules so, find out how your prospective venue is dealing with this and how it may affect your event.

4. Social Distancing - this is still an effective way to prevent transmission especially in places where people are gathered for a long period of time. Some venues may have floor markers or request delegates to adhere to social distancing. Find out what social distancing protocols and practices will be in place on the day of your event. 

5. Cleaning regimes and fresh air – find out what risk management protocols will be in place and whether you are comfortable with this. All reputable event venues have introduced enhanced cleaning regimes and good ventilation in their venues. Don’t be afraid to ask about what’s in place and ask venue staff to explain anything you don’t understand.

6. Self-testing & Vaccine Passports – it will be down to the venue’s discretion if they wish to ask delegates to ‘check in’ on arrival or self-test and display a negative result before entering their venue. However, as the host or event organiser, it is good practice to actively encourage self-testing and/or include this within your joining instructions. Whatever you decide, find out what the venues’ protocols are and ensure you reach an agreement on the process very early on in your venue finding process.  

7. Covid Positive results & isolation – in line with government advice, encourage people with symptoms to self-test before attending your event to ensure they do not have COVID-19. If positive, advise them to stay away from the event to protect others and book a PCR test immediately. 

8. Food & Beverage – what COVID-19 risk mitigations and new protocols for the handling and serving of F&B have been incorporated into the venue catering operations? What does this mean for your event and attendee experience?

9. Track & Trace - can you or the venue collate and safely maintain contact details of staff, attendees and other visitors at your event, if needed by any Track & Trace requirements.

10. Training – have venue staff been trained in their role in minimising the spread of COVID-19?  

Live events are irreplaceable, and it was never a question of if live events will come back but when. If you are anything like us, you’ll be excited at the prospect of being surrounded by people networking, sharing creative ideas, learning new knowledge whilst enjoying great hospitality once again and in a safe manner.

We can help you with your venue finding tasks - contact our venue finding team on 0203-617-1010 or theteam@leniohospitality.com
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With in-person events temporarily suspended due to lockdown and restrictions, events moved online and virtual events became the primary event hosting model in 2020. The discovery of vaccines have been a game changer and we are all hopeful that in-person events will return soon. Here in the UK, the government announced a roadmap out of lockdown which could see the gradual reopening of hospitality venues and the return of in-person events this summer. This is subject to a review of data against the government’s four tests . The roadmap shows some large and controlled events of up to 1,000 people or 50% of capacity including conferences and sports events being allowed to open from the 17th of May . In addition, legal limits on social contacts and live events could be removed from the 21st of June . Whilst the biggest vaccination programme is now underway across the globe, countries are adopting different strategies and they are at different stages in their battle against coronavirus. You can see how different countries are tracking and handling the pandemic here - COVID-19 around the world . This has an impact on how soon international events will return. Thankfully, virtual events continue to provide event organisers with unlimited global potential. Virtual events can be just as effective as in-person event. They are similar to in-person events, the difference is that they are hosted over the internet rather than a single location or venue where attendees are physically present. If you are still wondering whether to make the leap from in-person events to virtual, we have outlined below five key benefits of running your events online. 1. Cost-efficient Without the need for extras associated with in-person events, example – accommodation, travel, catering, logistics and transporting materials to event venues, the cost of hosting and attending virtual events could be considerably lower. 2. Flexibility and Variable It’s not a decision any event organiser would make lightly but sometimes events have to be cancelled or postponed due to an emergency. The global pandemic is a recent example of an emergency beyond the control of any event organiser. The stress, time and energy required to replan an in-person event can be huge. Virtual events are much easier to replan and replicate. The flexible nature and clever use of technology allows you to set up a similar online event in a matter of weeks. 3. Making Global Connections The global reach of virtual events and the effective use of technology means you are able to reach an unlimited audience regardless of where they are in the world. Last autumn, one client’s event attendance almost tripled in size from 128 to 380 attendees when their in-person event changed to virtual. Of course, the social contact and connection experienced from meeting people in-person cannot be overlooked. But virtual events make it easier for your event attendees to connect with a global network of people. 4. Sustainability Virtual events can help people attend your event without the long travel distance and cost to be there in person. Hosting events online also reduces and removes a lot of the waste created when hosting in-person events, particularly with food and beverage and rubbish from set up or breakdown after the event. 5. Data Data is the new gold and technology is putting a lot of data directly into our hands. Whilst ensuring adherence to data protection regulations, you can gather valuable event data and leverage information which provides insights that help you make informed decisions. This reduces the risk that comes with trial and error testing methods on your event. Using the right virtual event platform and event management software you can harness data points throughout your event process, from online registration, to in-event activities, attendance tracking and post-event feedback. We hope that highlighting some of these benefits helps you take that confident step towards hosting your next virtual event. Planning a virtual event? Let us help you do the hardwork. Make an enquiry HERE .
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