As many communities across the globe look towards reopening, hybrid events and the return of in-person events are top of mind for planners. The wellbeing of attendees is a top priority for event organizers. Even though many are excited to get back to meeting in-person, it’s also important to provide peace of mind to those that may be anxious or reluctant. The more organizers can build and market a safe experience, the more likely they are to have a successful, well-attended event. That means careful planning of every part of the event experience, from finding and managing the physical space of the venue to how attendees check-in, move through your event, consume content and network with one another.
Find the right venue space
As planners begin to book in-person and hybrid events, they’re likely dealing with smaller in-person attendee counts, desire more space for their attendees and need additional technology support from venues. The Cvent Supplier Network is a free tool that helps you find the right venue, collect critical information upfront and centralize data to be smarter and more prepared to meet attendee needs.
Design room layouts for social distancing
With Social Tables, you’ll have the tools to easily lay out your event space to accommodate attendee spacing, local safety guidelines and give event stakeholders a virtual walkthrough of your event. You can map out locations of hand-sanitizing stations, mask stations and more. Plus, you can create templated safe layouts and run a diagram check to ensure your layout meets designated requirements in a few clicks.
Offer touchless event check-in & badge printing
Attendees can use a QR code, Apple Passbook or Wallet for Android to have a touchless check-in experience with Cvent OnArrival. This allows attendees to check-in and print their badge without ever touching any screens.
Manage session capacity
Prevent overcrowding in sessions by setting and publishing session capacities. You can offer self-check-in kiosks for contactless session check-in. Then use OnArrival dashboards to monitor attendance and use overflow session rooms for near or at capacity sessions to manage occupancy.
Quickly and easily communicate with attendees
Planners can leverage the Event Management Platform and the Mobile Event App to keep attendees up to date both before and during your event.
· Emails can be sent regarding key event details or schedule changes to all registrants or just specific session registrants.
· Push notifications allow planners to manage overflow rooms for popular sessions.
· Dynamic event guide can deliver updated alerts on any immediate changes due to health concerns.
· Contact exchange promotes in-app networking to share contact information while maintaining privacy and social distancing regulations.
Safely facilitate onsite meetings between attendees
Networking is an important element of any event. Appointments allow planners to manage the capacity and timing of attendee interactions in a safe way. Appointments can be set by the in-person attendees, virtual attendees or planners. And appointment meeting rooms can be adjusted within Social Tables to practice social distancing guidelines
Enable touchless lead capture and attendee contact sharing
LeadCapture can collect contact information with a single scan or wave of an RFID-encoded badge at mandated distance regulations.
· Touchless badge scanning
· Send and receive event content and literature digitally
· Attendees can be qualified on their smartphone or a dedicated device for staff
By carefully planning every part of the event experience and incorporating the right event technologies to support you, hosting a safe in-person or hybrid event is a reality.
