Open Forum

  • 1.  How will you market your health & safety protocols when marketing your hybrid event?

    Cvent Staff
    Posted 08-09-2021 11:30

    Hello community members! We missed you last week, but wanted to make sure you could give your full attention to Cvent CONNECT. What an event, right?!

    For our next Huddle of the Week, we'd like to discuss something very relevant in today's environment – health & safety protocol. We have discussed in the past how important it is to align closely with your venue to ensure you are meeting all necessary standards, but how do you communicate that to your onsite attendees? Were you inspired at all after attending Cvent CONNECT?

    So, let's dig in a bit more:

    • How will you market your health & safety protocols when marketing your hybrid event?

    Let us know your thoughts below! If you have any questions for the Cvent Meetings & Events team who executed Cvent CONNECT, don't miss out on a chance to share your questions directly through the upcoming Ask the Expert session right here in the Community.

    #HuddleoftheWeek #VoiceIt


    #ManagingOn-site
    #ManagingVirtualEvents
    #SourcingaVenue

    ------------------------------
    Danni Czark
    Senior Associate, Online Community Marketing
    Cvent
    ------------------------------


  • 2.  RE: How will you market your health & safety protocols when marketing your hybrid event?

    Posted 08-10-2021 10:44
    We market our safety protocols through our event invitation, website, confirmation and then again in event reminders.  If there are any updates we also will create a custom email.


    ------------------------------
    Amy Lum
    Senior System and Tools Specialist
    Boston Scientific Corporation
    ------------------------------



  • 3.  RE: How will you market your health & safety protocols when marketing your hybrid event?

    Posted 08-10-2021 14:54
    This is tricky for us esp with the recent changes with Delta :( we haven't hosted a hyrbid event just yet and kind of waiting things out right now. Would be concerned with the ever changing information on social distancing/mask mandates. Will be trying to rely on links from hotels/venues to keep attendees informed and confirm any final details closer to an event.

    ------------------------------
    Christine Ricci
    Event Technology Specialist
    Franklin Templeton Companies, LLC
    ------------------------------



  • 4.  RE: How will you market your health & safety protocols when marketing your hybrid event?

    Posted 08-11-2021 07:15
    We also have created a dedicated webpage that outlines our health and safety protocols.  We link back to this page from within the registration process as in-person attendees need to agree to reviewing and complying with guidelines.  As the event gets closer, we will provide updates by email and within CrowdCompass.

    ------------------------------
    Heather Darrow
    Conference Coordinator
    Cornell University - Department Of Animal Science
    ------------------------------



  • 5.  RE: How will you market your health & safety protocols when marketing your hybrid event?

    Community MVP
    Posted 08-11-2021 09:33
    Like @Heather A. Darrow, I plan to have a single updated source of safety info: a custom web page with the info to which I will link in any emails or social posts. There is too much risk in emailing details (in text) to attendees, then having to change the information and hope the attendee has read the latest and greatest. At the top of the custom page it is simple to add a clear "Updated on MMM-DD-YYYY" line so that everyone knows when the info was updated.

    It is important to state your company's policy on event safety and which guidelines they are using (CDC, state, local) and link to them.​

    ------------------------------
    Brenda Ainsburg
    Channel Program Manager
    brenda.ainsburg@siemens.com
    Siemens Aktiengesellschaft
    United States
    ------------------------------



  • 6.  RE: How will you market your health & safety protocols when marketing your hybrid event?

    Community MVP
    Posted 08-12-2021 11:03
    Hi Danni, 

    Our plan is to have an overarching page that's valid for all events and can be consulted prior to registering (linked on the event website and at the beginning of registration). Each event website will have an info section with more details than the overarching guidelines, if relevant. 
    Then during registration itself, as they agree to the terms & conditions of the events, we will also include a notice that, by attending the in-person event, there is a risk of exposure and they made the decision to attend knowingly. 
    Finally, we will have event-specific Health & Safety guidelines sent to the attendees in the post-registration emails + signs/leaflets at the actual conference. 

    Best,

    ------------------------------
    Béline FALZON
    Conference Program Specialist II
    California Teachers Association
    ------------------------------



  • 7.  RE: How will you market your health & safety protocols when marketing your hybrid event?

    Posted 08-16-2021 05:58
    We are creating FAQ pages in our event webs and also communicating through email to all potential participants. We add venue rules but also our company rules and an overview of country specific COVID related information.
    Maria Pedrosa
    EMEA Event Manager 
    W.L.Gore & Associates

    ------------------------------
    Maria Pedrosa
    EMEA Event Manager Associate
    W.L. Gore & Associates
    ------------------------------



  • 8.  RE: How will you market your health & safety protocols when marketing your hybrid event?

    Posted 08-16-2021 07:28
    We are following CDC guidelines which are fluid at times because the Delta varient.

    ------------------------------
    Mary Ann Hall
    Event Specialist
    Federal Reserve System
    ------------------------------



  • 9.  RE: How will you market your health & safety protocols when marketing your hybrid event?

    Posted 08-16-2021 15:27
    • How will you market your health & safety protocols when marketing your hybrid event?
    We're just starting to form a COVID Taskforce for events but we're planning to communicate in emails and on the website. We're also hiring professional agencies that scan and test for COVID as well as retaining a local room somewhere for the week around the event should we need to isolate someone.

    ------------------------------
    Rachel
    NJ
    ------------------------------



  • 10.  RE: How will you market your health & safety protocols when marketing your hybrid event?

    Posted 08-16-2021 16:56
    We always post any safety protocols on the event website FAQ, on the event app and in any pre-event emails and update as necessary.

    ------------------------------
    Mia McLaughlin
    Events Manager
    NWEA
    ------------------------------