More than ever, providing a safe and great experience for delegates will deliver a fabulous return! But what are you allowed to do and what do you need to consider when planning for your next face to face meeting?
Here are our top tips to help you plan
What types of business meetings are allowed? From 1st Aug meetings for groups of up to 30 are allowed at venues that have taken the steps to become Covid secure. From 1 Oct larger meetings/events can resume, there are however a few caveats; successful completion of pilot events, the R-rate staying at its current level & social distancing measures being in place.
Look for venues with VisitBritain’s Good to Go or the MIA AIM secure accreditation as this means the venue has put together a comprehensive risk assessment which can they can share with you and can also support you with the trace and test initiative
Location – Perhaps consider a quieter out of town or rural location with good road networks. Allowing delegates to arrive in the safety of their own car can help build delegate confidence, but make sure there is also plenty of easy, free parking
Social distancing – Confirm whether the room capacity is based on 1m plus mitigation or 2m social distancing and ensure that you feel comfortable with the amount of space per delegate. Check that the room has a fresh air ventilation system or look for a room which opens to the outdoors
Bubbles – You may wish to consider keeping your delegates in bubbles and splitting your group into smaller breakouts across the venue. Does the venue have the facilities to relay the plenary session to multiple rooms?
Private spaces – Check if there are other clients in the venue on the same day and ask how the venue plans to manage the different groups. You should look for separate entrances and registration areas, staggered start times, private catering spaces and clear signage for each group
Food for thought – Catering is always a big talking point at any meeting so make sure you discuss the options for lunch, there are some really innovative ideas away from the usual finger buffet options, it’s a great opportunity to try something new and grab bags certainly don’t have to be boring! Speak to the Chef directly if you can, as they will be full of ideas on how to deliver the best food in the safest way. Make sure you also check how tea and coffee breaks will be served too to ensure social distancing can be maintained and ask for individually wrapped snacks (some venues will have their own packaging onsite so you won’t need to miss out on homemade cake!)
Contract flexibility – Talk to your preferred venue about what happens if there’s another lockdown. Can you contract on lower numbers or move dates? Venues with the MIA AIM secure accreditation have agreed to a transparent and flexible contract
Collaboration – Now more than ever it is so important to choose a venue you can work collaboratively with. Choose a venue that can support you to achieve your event objectives whilst also ensuring the safety of your delegates
The world may have changed, but providing a great experience for delegates is what the team at the British Motor Museum do best. We are able to help you navigate the new guidance and work with you to come up with innovative ways of creating an impactful and safe events.
For more information – why not take a look at our 5 point customer commitment for Safe Space for Safe Meetings – click here.