3 Ways To Keep Corporate Events Nimble During The Pandemic
As the global Covid-19 pandemic continues to roil large event plans, many companies look beyond the immediate crisis to determine how they can have successful corporate events over the next months and years.
The answer for many is to make events nimble and flexible so they can operate in any climate and under whatever circumstances public health and sentiment allow. How can you do that? Here are three key ways.
1. Increase Virtual Offerings
In the spring and summer of 2020, most corporate events were forced to either cancel or go virtual. But a smart planner will continue to ramp up the virtual aspects of events even when some things are allowed to happen in person.
With high-quality virtual activities, you capture the attendance and attention of those who might be concerned about attending in person. In addition, your event has a strong established presence if the local authorities reduce capacity allowance, if you must change venues, or if the corporate policy is adjusted.
2. Focus on Smaller Activities
Until virus spread at large gatherings is no longer a worry, corporate events that once attracted hundreds of thousands of people will likely be a thing of the past. Instead, look for ways to scale down your events into manageable groups.
How can you do this? Rather than cramming all the activities into one day, consider hosting targeted activities over a series of days. Instead of inviting clients to a single meet-and-greet, take your show on the road and visit those clients at their businesses. Or, turn a single large presentation into different workshops where people can gather in smaller groups and socially-distanced areas to learn the same material.
3. Negotiate Flexible Contracts
The more room you have for 'Plan B' — or even 'Plan C' — the smoother your event will run if things change at the last minute. Many vendors understand the current need to have some flexibility in things like the number of people who attend or the structure of rooms. This means you have a better chance of securing flexible contracts.
You might talk with a catering vendor, for instance, about how to scale up or down your attendance expectations without incurring additional costs for either of you. Or you might need to work in a more generous cancellation policy into a venue contract. With the event industry having a hard year, negotiating more flexibility due to the virus is likely easier than you might expect.
If you structure your next events to lean heavily in virtual activities, to adjust the form and size of activities, and to work with flexible vendors, you can look forward to much more certain success. Want to know more about planning in the coronavirus era? Talk with a corporate event planner today.