Hosting conferences and events in a world affected by COVID-19 has required major adjustments, particularly for event planners and the technology that they choose to use. Even with guidance on social distancing being announced regularly, you might have low confidence in executing a conference that is not only enjoyable and successful, but one that is also safe for all delegates. With Congress Rental’s range of conferencing equipment and world-class advice, your conference is guaranteed to be ten steps ahead at all times. In this article, we provide tips on how to plan a safe and successful conference during the pandemic.
Communicating health and safety protocols
When booking the venue for your next conference, it is essential to discuss their existing cleaning protocols to ensure that they are up to standard. Place hand sanitizers and signage throughout the venue to prompt a conscious, but not overbearing, focus on keeping safe throughout the conference.
Keep your capacities low and venue spaces large
Using your regular conference venue may no longer be an option as each individual needs at least 1.5m of space surrounding them. When choosing a venue, it is therefore important to do some maths by working out how many people can safely attend the event, depending on the size of the venue.
Use important cues
We’re all familiar with social distancing inspired stickers and signage that is placed throughout supermarkets, restaurants, etc. Signage, arrows and instructions are simple and cost-effective ways to control the flow of movement of your guests. For instance, you can design a one-way flow of movement for your event and clearly mark it out.
Keep catering personal
When it comes to catering, our advice is to keep it personal by allowing your patrons to place their order online before the event so that each guest’s meal is prepared and packaged safely off-site and brought to the venue.
Leverage with digital tools
The most fundamental and innovative way to revolutionise your conference during current times is to embrace technology. Congress Rental has a surplus of solutions including:
- The DCN Multimedia Conference system. This system is a revolutionary conference microphone that integrates audio, video, and meeting content with Internet access in one single system – fewer wires, fewer chances of social contact.
- The DICENTIS Wireless Conference system. This is our top pick for successful conferencing and is the ultimate all-in-one package that executes a socially distanced conference with innovation and sophistication. This system allows you to use technology as a conduit for attendee/staff interaction for your entire event and enables advanced space configuration to accommodate protocols.
- Video recording and streaming solutions for hosting webinars.
- Remote transcribers that can translate your next multilingual conference.
Feeling nervous about successfully hosting a conference that is centred on social distancing is completely normal, however having the right team and equipment on your side not only makes it achievable, but it also makes it enjoyable. If you need further confidence, partner with Congress Rental for the seamless execution of your next event.
