How to Deliver Safe Live Events

For the foreseeable future at least, the world of live events is entering a new frontier. As global restrictions ease, companies and organisations are exploring fresh ideas on how to engage with their audience.

Direct connections with consumers, partners and clients continues to be invaluable to growth and performance. But the question remains over how to do that in a safe and effective way. Whether your goal is a product launch, conference, exhibition or concert, delivering a safe live event is key to ensuring success and achieving your objects.

At Serindipity Solutions, we know just how vital events can be and we understand the challenges that are to be faced in order to produce results that matter. That is why we have put together a short guide on our top tips regarding safe live events and how you can manage the current climate, without compromising on impact.

Firstly, do NOT Underestimate Communication ...

Clear, effective communication will be pivotal in terms of safe live events. At every step you need to make sure that all parties involved know what is going on, from planners to staff to invitees. The way in which you communication before and during the event will drastically impact how successful the event ultimately is. Prior to the event, you need to keep your participants and attendees in the loop about several factors; what they can expect at the event, what protective measures will be in place etc. This will allow them to determine their comfort level with attending, prepare any necessary documentation on their part and give them an awareness of what specific procedures they will have to follow on the day. You can continue this top-level communication style during the event itself. Simple and directive signage and updates during the event are not only helpful to the attendees, they can aid in ensuring compliance with safety measures and provide a unique opportunity for branding and messaging.

Put Safety First

The first step when it comes to event planning is to gain a thorough understand of the up-to-date rules and restrictions that apply to the type of event you are hosting and that are relevant to the location of the event. Each country or area will have their own specific guidelines in place, all of which are continuing to evolve as the pandemic effects subside. This means it is essential for you to have access to the right information to ensure your guests are protected and that you are not liable for any fines or penalties. Specific venues or the type of event will also have their own codes of conduct in place, including capacities, social distancing requirements, sanitation protocols and outlines of how to manage food and service before, during and after the event. There may also be requirements regarding vaccine status, PCR testing and/or screening, all of which will need to be accommodated at the planning stages.

Take the Chameleon Approach

One of the key aspects to successful and safe live event planning is flexibility. Since it is almost impossible to judge how things will develop and what restrictions or rules might be lessoned or tightened at short notice, your event needs to have multiple strategic options available, from alternate venues to guest list modification, entertainment or catering backups to potential cancellation or virtual switch. Agility and adaptability are crucial when it comes to protecting your investment. Once you have identified your primary goals associated with the event, you need to take time to work out two to four alternative ways in which you can achieve them if worse case scenarios are sprung on you. Utilising a hybrid event model is often helpful for negating risk and having the resources in place for a virtual aspect that can be quickly upscaled to cater for a larger amount if necessary.

There is no doubt that live events are on the increase, especially with big names like GITEX and EXPO 2020 on the calendar, but maintaining safety standards will not only protect your invitees and your company, it will help to bolster the industry as a whole and safeguard the value of events in building connections. At Serindipity Solutions our expert team can provide you with the experience and knowledge to bring your vision to life and help to amplify your brand to the right audience, with safety a top priority. 

If you would like to find out more about what we do or enquire about our event management services, get in touch today on
Office number Tel: +971 4 453 9676 or John’s Mobile 050 5944226.

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