Tips and tricks for the planning under hygiene requirements
We have already posted a few blogs and posts about planning hybrid events and shared our experiences. It is clear that we also learn something new every day and have to constantly adapt to new requirements. This requires agile planning for every event that only has a touch of live atmosphere. Live events or hybrid events are complicated constructs, especially in the current situation.
That is why it is so important that the planning is in the hands of an experienced agency. We have put together a few tips and tricks here that can help with implementation and help you prepare everything well. Nevertheless, it is essential for secure logistics to consult an event agency for the hygiene concept.
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Traceability
Complete traceability of the participants must be covered by a hygiene concept. In the last few months, many providers have positioned themselves in this area who record all data seamlessly and make traceability very easy. With these tools you can keep track of real-time attendance lists, ticket types, programs and much more.
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Grouping
Another tip for traceability is the division into different groups. With a number of guests of 50 people, for example, 5 groups of 10 people can be formed. Each group has its own color, which is noted on its badge. Each group knows their meeting point in the location, where they can meet without mask and distance. Without a mask and distance?? Yes, that’s right, because in case of an infection, the color code can be used to track which people the sick person was with. In this way, a little more normality can be guaranteed and in your own group you have the feeling that you have actually been to a normal live event.
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Participant management
At live events it is of course very important to pay attention to all distances and the maximum number of guests. Automated lists can be used to see exactly how many guests have already registered. There are numerous tools that link all data with one another and thus always provide an up-to-date overview of the numbers.
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Digitization
In order to ensure that processes are as contactless as possible, a few things should be regulated digitally. Already the booking as well as the access to the event should be designed digitally. This way you can avoid contact on site and also avoid long queues.
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Action – reaction
At the moment, new resolutions are published almost every day and one must always be careful to stay up to date in order to be able to properly comply with all laws. It is easy to overlook something and if you are not careful, you get yourself a heavy fine. For this reason, it is extremely important to have up-to-date information. And then also to inform the participants on a daily basis! Because there is no point if everyone in the organization team is well informed, but the guests do not ad up to the applicable regulations. So the tip here is: agile communication!
Trustworthy sources are:
World Health Organization (WHO)
Event portals such as eventbride, eveosblog or eventinc as well as associations such as VDVO, FAMAB and EVVC offer useful help, too.
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Think positive!
Other times will come and we are all in the same boat.
Everyone should think without fear and in a solution-oriented manner and work to make the best of the situation. Because in the end one thing is certain: an event with restrictions is better than no event from a marketing point of view 🙂
We are experts in event planning in times when a virus has changed everything. Contact us and we will discuss in detail what you need to consider at your event and how you can simplify your organization