Julie Coates-Walker , head of commercial sales Levy UK + Ireland , writes about overcoming operational challenges of conference events post-pandemic
n recent months , operators up and down the country have been wrestling with the challenge of how to safely bring conferences and events back into their venues post-Covid . We are working with venue partners and advising them on each stage of the customer journey , which has highlighted how multifaceted this challenge is ; it ’ s important to not assume a ‘ one-size-fits-all ’ approach to the return process .
Naturally , there are a number of operational and logistical challenges relating to bringing guests into events spaces , orchestrating their movements within them , and ensuring that they are receiving an experience that is safe and secure but still ultimately enjoyable . Operators must assess risks and anticipate guest journeys before people set foot in venues , paying particular attention to entrances , exits and the ingress and egress of visitors within different conference rooms . There will be wholesale shifts around arrival , departure and flow logistics and these must be communicated clearly in advance of attendance and well-signposted within venues , particularly for returning delegates who will remember how things used to be .
Venue layouts present an interesting challenge ; no two are the same , and most cannot readily be extended . We worked closely with one of our venue partners to stage a test conference event back in May , adapting floorplans for social distancing and assessing which rooms could be used concurrently , particularly important where multiple events are occurring simultaneously . It ’ s easy to overlook things like walkways when positioning chairs in a room . Seating must be spaced so that one person
Above : Social distancing preparations
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leaving their Opinion seat does not encroach on another ’ s space . It ’ s also easy to forget how many high-frequency touchpoints exist within venues ; door handles , light switches , taps in bathrooms and more must be regularly cleaned and disinfected .
Guest psychology is something that operators must become more aware of post-Covid , as subtle cues can dramatically impact how people react within their environments . Signage , digital displays and visible safety measures such as staff PPE will reassure guests while also encouraging safe interactions and positive behaviours . Operators also must not underestimate the importance of training and educating their people around new ways of working , particularly for those returning from furlough . Briefing sessions held before our pilot events last month were effective at equipping venue personnel with the knowledge and confidence to conduct themselves in a secure and assured manner . Applying this to our conference events will similarly make them more satisfying for all involved .
We must continue to collaborate with each other cross-industry to keep informing best practice moving forwards . As a global business , we can take advantage of insights from our colleagues around the world and will continue to share best practice with peers . Knowledge-sharing has benefitted our industry immensely throughout this crisis , and ongoing collaboration will ensure that we return from the crisis consistently delivering the best experiences possible from both a safety and satisfaction standpoint . www . conference-news . co . uk