elivering an in-person event in the wake of the pandemic is hard enough . Setting restrictions for an educated audience that oft exist on the front lines is an entirely different kettle of fish .
But that ’ s what the European Aids Conference 2021 ( EACS 2021 ) did from 27-30 October at ExCeL London . The hybrid conference attracted more than 3,000 delegates , around a quarter of which attended on-site . I spoke to the event organisers and representatives from the venue itself to find out the challenges in the run up and delivery of the conference .
Challenging times : The European Aids Conference
Helping hand
EACS had more stringent Covid-19 restrictions than were mandated by the venue or the UK Government . For example , the organisers asked visitors to social distance and wear masks , even though proof of double vaccination or negative lateral flow test was mandatory for entry into ExCeL .
Samantha Shamkh , head of conventions , ExCeL London , revealed the venue ’ s perspective on differing restrictions at events . She said : “ As a venue , for us the only real non-negotiable is the fact that you have to have a Covid pass .
“ We recommend masks and we obviously have hand sanitisers , but effectively what people do in the space then comes down to individual risk assessment .”
With many of the attendees working in hospitals and practices , it would be easy to assume a virtual event would have served the purpose in the current market . Sanjay Bhagani , MD of EACS , explained why there needed to be an in-person element to the conference , saying : “ One of the unique things about HIV conferences is it ’ s about the sharing of science and lessons , but it ’ s also about getting people together , building relationships and collaborations .
“ Face-to-face was hugely important for us . Normally our biannual conference brings together about 3,500 people
‘ Hybrid is definitely the way of the future . All meetings to have that digital element ’ - Sanjay Bhagani , MD , EACS
Delegates listen in
face-to-face . We knew that wasn ’ t going to be feasible . But we knew that we could do this in a hybrid format and get as many people to come across as we can , knowing that we could put measures in place , like masking in public areas and people being double vaccinated , to get into the conference .” www . conference-news . co . uk