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,
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Béline FALZON
Conference Program Specialist II
California Teachers Association
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Original Message:
Sent: 03-30-2022 12:09
From: Ridhima Krishan
Subject: Let's talk about creating safer in-person event experiences
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
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