Top tips for venue-sourcing post Covid-19 pandemic
Your venue choices will be very different post-Covid-19 as legal requirements – and your guests’ priorities – will undoubtedly have changed.
Here are our top tips for selecting a venue for post-lockdown events:
Number of people vs available space
It’s likely you’ll have fewer people attending your event in person, but you’ll need more space per person than before to allow for effective social distancing.
This must be at the top of your list when creating a venue shortlist.
Ask all your potential venues how they meet safety guidelines. Find out how they’ll set up the spaces you need in a way that meets social distancing requirements.
Who else will be using the venue that day – or will it only be staff and your event attendees in the building? How will you manage this?
Hybrid event ready
As mentioned above, you’ll probably have a reduced number of people attending your event in person – but you can boost this number by going hybrid.
If you’re going down this route, you’ll need to find a venue that can support you.
For example, you’ll need to check they have an adequate internet bandwidth and connection speed.
Do they have the digital infrastructure you require, enough space for cameras, lights and other equipment – and do they have a robust power supply?
There are specialist suppliers who can help with these things if needed.
High hygiene standards
Your ability to communicate information to delegates about rigorous cleaning and top notch hygiene standards is key to them feeling confident about attending your event.
You’ll also need to think about how the activities you have planned can be performed safely and hygienically.
Do guests have access to cleansing wipes and hand sanitiser throughout the venue? Is the venue able to offer temperature checks for guests on arrival?
Ask about cleaning policies – do they have any cleaning and/or disease prevention accreditations?
How often do they clean, where do they clean, how many staff are doing the cleaning?
Do they use any innovative cleaning technology? How do they indicate whether an area has been accessed or used since its last thorough clean?
If you want to go a step further than the venue on hygiene, you can always bring in your own specialist suppliers.
Effective social distancing
Consider the design of the venue and whether people will be able to flow between rooms easily and safely.
Is there a one-way system in place and how well is it signposted? Is there a separate entrance and exit for guests?
Avoiding queues of people at crunch points such as check in and toilets is crucial.
Contactless check in, perhaps where delegates use their own mobile phone, is one solution.
Do you need your venue to have an open area where people can complete self check-in using an app or QR code, or will you ask them to do this before they arrive?
Does the venue have a system in place to avoid people congregating in the toilets – for example, one in, one out. Do they have enough toilets to make such a system workable?
Event food will have to be very different in a post-covid world, so check with the venue how meals will be presented and served – and what hygiene measures will be in place.
You should also ask the venue how they’ll help you and your guests maintain social distancing and safety at meal times.
Look out for our detailed advice on catering at post-pandemic events later this month in a dedicated blog post!
If you have any questions, need further advice or would like some help planning your business events, please contact the Kina Events team on 020 7205 7901 or send us an email.
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