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Let's talk about creating safer in-person event experiences

  • 1.  Let's talk about creating safer in-person event experiences

    Cvent Staff
    Posted 03-30-2022 12:09
    Edited by Ridhima Krishan 03-30-2022 12:13
    Hello all! In this week's Tip of the Week, let's talk about event technology for a safe in-person event experience! 

    We kickstarted 2022 with optimism as the pandemic situation is improving and in-person events are slowly getting back to their game. However, the uncertainty and the importance of health and safety measures remain constant. Amidst such evolving world, the accelerated digitization of the meetings and events industry provides a wealth of options to keep attendees safe, while still providing a fantastic hybrid or physical event experience.

    It's time we share some great event technology options that can help you deliver a safe event experience to your attendees:

    • The venue comes first!
    • We suggest look for venues that provide flexibility, virtual site tours and greater reassurance that comfort and safety needs can be met.
    • One such venue sourcing technology is Cvent Supplier Network which connects meeting and event planners to over 280,000+ venues worldwide and allows them to send one eRFP to multiple properties at once. This simplifies the process and helps them gain visibility into their meeting and event spend in order to negotiate the most competitive rates.
    • I came across this KB article that can help you get started with adding venues and sending an RFP. Do check it out! 
     
    • Essential attendee information is gold!
    • Communicating early enough in the planning process will also allow you to establish what types of safety protocols in-person delegates would feel most comfortable with. 
    • The best is – you can lay certain vaccination and health criteria while getting the audience registered. Cvent Health Check powered by ID.me can help you easily verify vaccination status, testing results, and health status onsite. Follow these articles to add a health check to your event or create a health screening survey.
     
    • Quickly and easily communicate with attendees!
    • A mobile event app is an excellent tool and can do wonders for communicating with attendees quickly before, during, and post-event. Attendees can use an event mobile app to receive all relevant information, communication, notifications, and content.
    • There are endless benefits of using a mobile event app some which are - 
      • Push notifications can be used to manage overflow rooms for popular sessions
      • Facilitates connections between attendees while allowing them to maintain a distance through contact information sharing
      • A wholesome hybrid experience can be provided – through polls and speaker sessions that can be submitted through the app – eliminating the room for audience bias! 
      • If you're using Cvent Attendee Hub Event App for the first time, here's an article to help you develop a mobile app rollout plan

    Questions for you:
    • Which Cvent technology have you been using/ used for creating safer in-person event experiences?
    • What tips would you share with fellow members that help facilitate safe events?

    Are you also ready to embrace adaptability and rely on event technology to make your events better? Let us now in the comment section below! #CventTip

    #ManagingOn-site

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    Ridhima Krishan
    Sr. Associate, Customer Marketing
    Cvent
    ------------------------------​


  • 2.  RE: Let's talk about creating safer in-person event experiences

    Posted 03-31-2022 13:46
    We've been using Cvent event platform and registration to create a virtual version of our in-person program.  It allows an opportunity for those guests who are concerned with attending a larger in-person event to still be a part of the event.  We will have a dedicated staff person online to chat and engage with the online guests, to provide them a personalized event experience.

    ------------------------------
    Brianne Croteau
    Assistant Director of Donor and Volunteer Relations
    Bucknell University
    ------------------------------



  • 3.  RE: Let's talk about creating safer in-person event experiences

    Posted 04-01-2022 04:20
    Hello Ridhima, thank you for the tips. 

    We have not used any technology to make safer our events, However, we have included a consent question in the registration that explains how each delegate will take  lateral flow text before the event and in case of positive result, they will not participate in the event. We do bring the tests with us as organisers, so this is all covered in the fee. 


    ------------------------------
    Laura Maestro
    Collaboration & Events Senior Executive
    Nexia International
    ------------------------------



  • 4.  RE: Let's talk about creating safer in-person event experiences

    User Group Member
    Posted 04-01-2022 05:31
    We have generally been offering virtual events and are going to start offering hybrid events in the near future to address these concerns. Ultimately, we will have to rely on the venue to demonstrate how they are implementing health and safety protocols to reassure potential attendees. From what I hear about other events, it seems many people are eager to get back out there in person and interact face to face.

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    Jason Yakencheck
    Administrator
    ISACA Greater Washington, D.C. Chapter
    ------------------------------



  • 5.  RE: Let's talk about creating safer in-person event experiences

    Posted 04-01-2022 08:50
    We have not had in-person events since the pandemic started, so haven't used Cvent tech yet, but I can imagine that information is key - using CrowdCompass and the Attendee Hub to make sure information is available and up-to-date so that attendees are aware of the protocols.

    ------------------------------
    Bouran Qaddumi
    SR MANAGER, TRAINING
    Cajun Operating Company d/b/a Church's Chicken
    ------------------------------



  • 6.  RE: Let's talk about creating safer in-person event experiences

    User Group Member
    Posted 04-01-2022 11:48
    We haven't used any specific technology, as we're just getting back to in person events. But we've incorporated waivers into our registration that lets our attendees know the precautions of being at an in person event. We've seen the id.me feature, and think it's a great addition for our fall events, as they are bigger than the ones we've held to date.

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    Beth Vriesen
    Events Registration Administrator
    Associated Bank Corporation
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  • 7.  RE: Let's talk about creating safer in-person event experiences

    User Group Member
    Posted 04-01-2022 13:10
    I think the app & attendee hub are more valuable now than it ever has been - connecting & engaging digitally versus requiring all of the in person stops is so important for those who don't feel comfortable or whose health situation requires them to not meet in person! Certainly, we are learning that some venues handle the capabilities of the virtual experience better than others.

    ------------------------------
    Kaitlin Feist
    Marketing Programs & Events Specialist
    Dakota Supply Group
    ------------------------------



  • 8.  RE: Let's talk about creating safer in-person event experiences

    Community MVP
    Posted 04-02-2022 01:44
    Hi Ridhima,

    At CTA, we've been using the following Cvent tools:
    - during registration, our members agree to follow our health & safety guidelines
    - as we come closer to the event, we remind registrants of the guidelines through email
    - at the event, we use OnArrival Premium to check attendees in: our staff also verifies the vaccination/negative test status of the attendee at that moment, so that only verified attendees get a badge
    - we are using the session check-in feature on the Mobile App to offer contact tracing

    Cheers,

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



  • 9.  RE: Let's talk about creating safer in-person event experiences

    Posted 04-03-2022 14:38
    We've been using Cvent event platform and registration to create an "on demand" pass type for attendees who cannot attend the event in person.  It allows an opportunity for those guests who are concerned with attending a larger in-person event to still be a part of the event. We are also offering the on demand pass type at no additional cost for attendees who attended the event and want access to recorded general session and breakout sessions so they can refer back to after the event.  

    ------------------------------
    Jorja Johnston
    events project lead
    eXp World Holdings
    ------------------------------



  • 10.  RE: Let's talk about creating safer in-person event experiences

    User Group Member
    Posted 04-04-2022 13:44
    We are building in lots of extra room in the exhibit hall to allow for better social distancing. We're also distributing wristbands where the colors coordinate with a comfort level -- red, please distance; yellow, happy to chat but don't want to touch; green, feel free to do handshakes.

    ------------------------------
    Robin Tiberio
    Senior Marketing Manager
    American Psychological Association
    ------------------------------



  • 11.  RE: Let's talk about creating safer in-person event experiences

    Posted 04-05-2022 13:55
    We like to use registration to determine if people are comfortable with in-person events and how many people we'll need to accommodate with social distancing.

    My tip is to start out offering a virtual component to make people comfortable.

    ------------------------------
    Katie Robinson
    Operations and Events Coordinator
    Foundation for the National Institutes of Health
    ------------------------------



  • 12.  RE: Let's talk about creating safer in-person event experiences

    User Group Member
    Posted 04-07-2022 10:48
    • Which Cvent technology have you been using/ used for creating safer in-person event experiences? I'm currently using the Attendee Hub for multiple events to facilitate a virtual option for attendees unable to travel. Also, I create a "Health & Safety" page on all event websites to communicate this information from Day 1 and level set expectations. 
    • What tips would you share with fellow members that help facilitate safe events? Many hotels (especially in TX) are "back to normal" and not implementing many on-site health and safety measures in the same way they did a year ago. As a planner and event host, I make sure to request that all previous standards are implemented such as: plexi glass on buffets and registration desks, employees masked and hand sanitizer stations.


    ------------------------------
    Rebecca Quinn
    Corporate Events Manager
    Transplace Texas, LP
    ------------------------------



  • 13.  RE: Let's talk about creating safer in-person event experiences

    Posted 04-07-2022 16:05
    • Which Cvent technology have you been using/ used for creating safer in-person event experiences? We have been utilizing SocialTables and the safe space options to make sure that our seats and tables are spread out enough at events
    • What tips would you share with fellow members that help facilitate safe events? Be clear about your venue or company's masking and vaccination policy, encourage social distancing and masks when you can


    ------------------------------
    Virginia Early
    Sr. Associate Director of Events
    William & Mary Foundation
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  • 14.  RE: Let's talk about creating safer in-person event experiences

    Community MVP
    Posted 04-11-2022 09:17
    We are not holding in-person events, so we have nothing to change at the moment. We are using Cvent events/registration/Attendee Hub currently, and our virtual events are going great. We are looking forward to using Cvent Studio in the future to elevate the virtual attendee experience.

    ------------------------------
    Lori Wildman
    Senior Marketing Manager
    DuCharme, McMillen & Associates, Inc.
    ------------------------------



  • 15.  RE: Let's talk about creating safer in-person event experiences

    User Group Member
    Posted 04-11-2022 11:00
    • Which Cvent technology have you been using/ used for creating safer in-person event experiences? We've used the website to promote covid-19 guidelines and have people sign off their wavers of attending. In-person with Cvent OnArrival we've been using the QR code scanning more so people don't have to approach and touch the ipads and then badge printing with an auto cutter so there's less handling of materials.
    • What tips would you share with fellow members that help facilitate safe events? Even if you feel covid isn't much to worry about you don't know how your guests feel so don't start relaxing rules. Keep up with providing safe options to make everyone feel good.


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



  • 16.  RE: Let's talk about creating safer in-person event experiences

    User Group Member
    Posted 04-18-2022 15:32
    We haven't used any specific technology. However, we do have a health and safety policy that attendees have to acknowledge and accept during registration. We also verify vaccination when attendees arrive onsite, as well as require all meeting attendees to wear masks in the meeting space.

    ------------------------------
    Debra Hollins
    Meeting Coordinator, Registration
    Association of American Medical Colleges
    ------------------------------



  • 17.  RE: Let's talk about creating safer in-person event experiences

    User Group Member
    Posted 05-17-2022 14:20
    • Which Cvent technology have you been using/ used for creating safer in-person event experiences? I've used Social Tables to get a better idea of how my room needs to be set up for social distancing.
    • What tips would you share with fellow members that help facilitate safe events? Have a consistent and enforced policy: whether it's vaccine or mask mandates, testing, etc. Keep it the same for all events. 


    ------------------------------
    Gina Allega, CMP
    Senior Program Manager
    BCD M&E
    ------------------------------



  • 18.  RE: Let's talk about creating safer in-person event experiences

    User Group Member
    Posted 05-23-2022 13:04
    Hi Rhidima, 
    • Which Cvent technology have you been using for creating safer in-person event experiences? OnArrival has been a great help, doing the contactless check-in + badge printing and health check directly on the iPads is super convenient. 
    • What tips would you share with fellow members that help facilitate safe events? Be clear about the rules in place at the event, and send them plenty of reminders of what they are, so nobody gets surprised when checking-in! Being flexible on reimbursement when it comes to a positive covid diagnostic also helps insuring people will not attend sick. 


    ------------------------------
    Béline Falzon
    Event Planner
    Stanford UniversityUnited States
    ------------------------------



  • 19.  RE: Let's talk about creating safer in-person event experiences

    User Group Member
    Posted 05-27-2022 10:02
    Using the app to communicate safety protocols and procedures to attendees, and using the diagramming tool to put extra space between booths, session areas, etc.

    ------------------------------
    Robin Tiberio
    Senior Marketing Manager
    American Psychological AssociationUnited States
    ------------------------------



  • 20.  RE: Let's talk about creating safer in-person event experiences

    User Group Member
    Posted 06-07-2022 15:13
    • Which Cvent technology have you been using/ used for creating safer in-person event experiences?
      • We have added consent questions into our Flex event registrations since we returned to in-person events. This has allowed us to share local policies and procedures to ensure attendees are aware of what they can expect before registering.
    • What tips would you share with fellow members that help facilitate safe events?
      • We always include links to county and venue regulations in housekeeping emails prior to our in-person events. This makes sure we're all up-to-date on the latest requirements as we get ready to meet in each city to which we travel.


    ------------------------------
    Sara Garcia
    Meeting & Events Logistics Manager
    Meetings Events & Conference CoordinatorsUnited States
    ------------------------------