As Event Professionals, we’ve lucky enough to work at some great venues and have developed great connections with many venues and their teams. We’d like to review another venue we are missing during lockdown and that’s the awesome DeVere East Midlands Conference Centre.
The venue is not just known for its sustainability, but also its incredible professional Sales and Operations team who deliver personal service like a small boutique hotel whilst having the branded badge of DeVere. The venue offers great options for holding large and small events across the site. Let’s discover some of our favourite events that we have worked on here.
DeVere East Midlands Conference Centre is an idyllic location for conferences and conventions. Its set in 330 acres of the University of Nottingham’s landscaped parkland so it feels like you’re a million miles away but you’re not! De Vere East Midlands Conference Centres has recently been refurbished and is a stone’s throw from the eco-friendly De Vere Orchard Hotel.
Voted as Best Auditorium and short listed for the Best Onsite Audio Visual at the CHS 2018 Awards, East Midlands Conference Theatre provides a great space for up to 550 delegates. The Auditorium has tiered seating and a large screen for symposiums and presentations as well as a Banqueting Suite that offers a flexible space for exhibitions, awards evenings, and gala dinners, hosting up to 1000 for a conference or 580 for a meal.
With a choice of 21 meeting rooms plus accommodation of 202 bedrooms at DeVere Orchard Hotel, it’s a perfect location for a residential conference in the East Midlands or a full day conference and Awards dinner.
We share some of our most favourite events at the venue over the years which gives you great ideas of how versatile the venue is for a range of events and just why we’ve chosen to rave about it!
Christmas Ho Ho Ho Down for Capital One
The financial firm Capital One hired the Eventologists Team to design and deliver one of the biggest Christmas Parties at East Midlands Conference Centre with almost 1000 party revelers. Going away from your traditional Christmas Theme, we worked with them on a Wild West Themed Showdown for their staff Christmas Party. With long tables, wild west themed props, full room transformation, can-can dancers and other wildwest entertainers such as a Rodeo Bull, Shoot Out Games as well as Wild West Photobooths! What a night to remember!
Gala Dinner Decor – Futuristic Theme
Eventologists often get requests for futuristic themed table centres or modern centrepieces to fit in with a future theme gala dinner. Futuristic Themes are great at East Midlands Conference Centre as the building itself is so modern and contemporary. Our client, who is a logistics company gave us a brief of lit table centres and we suggested our Light Up Bubble Vase Table Centres along with a futuristic tunnel and blue and white lighting. It’s a great theme for male dominated awards events and also a popular theme for scientific companies, IT companies and manufacturing companies!
Venue Décor – A Night at the Movies – Oscars come to Hollywood!
We have designed some unique Christmas party for Capital One at DeVere East Midlands Conference Centre. This time the theme was A Night at the Movies. It’s an alternative idea to an Oscars Themed Event or a Hollywood Theme Corporate Event. Our ideas for this staff party with a twist included a secret cinema space, Hollywood poster props, glitzy Hollywood entrance as well as an array of Hollywood Theme Entertainment and Hollywood Look-a-like entertainers to amaze guests with their canny resemblance to Hollywood Super stars. An Oscar Themed Party is always popular at Christmas or for Awards Dinners as its such a celebratory theme. We have so many Oscar Themed/Hollywood Themed Décor and Entertainment to choose from, so you can be guaranteed that no one event will be the same!
Festival Themed Conference
Another great event was hosted at East Midlands Conference Centre and Nottingham University where Eventologists were given just 4 hours to transform the entire site in a festival theme. The event was a 2-day conference held at the venue
We were given a task of transforming the entire site in a sustainable festival theme. The Summer Festival event had the objective of a space where people could network, share creative ideas and future thinking and collaborative. Décor include summer artificial trees, a living sponsor wall, artificial turf hire, foliage pillar wraps, a cloud in the blue-sky thinking space, giant festival letters with real plants for people take away and pallet furniture for booths and outdoor seating.
Gala Dinner – Great Gatsby Theme
One of our favorite spaces at the East Midlands Conference Centre is dressing the long corridor that leads to the main banqueting suite. There’s just so much that you can do with entrances especially when it’s a Great Gatsby style entrance area. Stunning 20’s style fret screens, art deco fan props, stunning Great Gatsby themed table centres.
Nottingham University Conferences and East Midlands Conference Centre feels like home from home. We can’t wait to do our next event there. This a great space for Self-distancing Events in Nottingham and a Corporate Venue in Nottingham that has so many possibilities for any type of corporate event – a dream for Event Management Companies or Venue Search Companies!
Next week, Hilton will begin a worldwide roll-out of a new program to deliver an industry-leading standard of cleanliness and disinfection to Hilton properties.
Hilton CleanStay, created in collaboration with Lysol and Dettol maker RB and Mayo Clinic, includes new procedures to help Hilton guests enjoy an even cleaner and safer stay starting this summer.
Hilton and RB have expanded this partnership to support the global portfolio of hotels and the trusted RB family of products will be used in multiple markets around the world.
Elements of Hilton CleanStay will greet guests from the moment they enter the hotel and will be present throughout every aspect of the experience, ensuring the well-being of guests and Team Members without compromising the hospitality Hilton is known for.
As a part of Hilton’s new standard of hotel cleanliness and sanitization, training was designed to ensure all Team Members are aware of the steps they can take to keep themselves and others healthy while at work. During a stay, guests may encounter Team Members using creative ways to welcome them and demonstrate their hospitality while wearing protective equipment and staying respectful of physical distance.
For more details on Hilton Birmingham Metropole Events, call one of our stylists on 0116 243 6986 or e-mail us with your enquiry at email@example.com.
As an Event Management Company, we’ve lucky enough to work at some great sporting venues and have developed great relationships with the venue and their team. We’d like to review another venue we are missing during lockdown and that’s the awesome Edgbaston Stadium.
Edgbaston Cricket Club offers a range of inspiring meeting spaces, engaging delegates from the moment they arrive to one of UK’s leading sporting venues. Their dedicated team are always on-hand to help plan your meeting and ensure it runs as smoothly as possible. The venue offers great options for holding large and small events across the site. Let’s discover some of our favourite events that we have worked on here.
Located in Birmingham, Edgbaston is an award-winning conference, events, and meeting venue. Their dedicated, passionate, and experienced events team will work with you to deliver a truly unforgettable occasion that you and your guests will remember for years to come. With many smaller suites to hold smaller meetings as well as 2 large conference spaces, we think Edgbaston Cricket Club is an ideal space for so many types of events!
Over the last few years, they have seen the Exhibition Hall been transformed into themed Christmas Parties, catwalk shows, wedding fairs, local and national awards dinners and a range of unique events including Fashion Shows and White-Collar Boxing.
With 1050 sqm to work with, this blank canvas space is very adaptable to any event requirements to suit customers’ needs. This facility is the largest at Edgbaston and is ideal for large events with capacities up to 800 guests.
The Banqueting Suite is a highly versatile space, perfect for hosting larger conferences, award dinners, graduation balls and weddings. It is one of the largest suites available at Edgbaston and boasts its own private balcony offering spectacular views across the iconic stadium and Birmingham skyline.
Our Banqueting Suite which is sure to provide the perfect venue to host your next event, offering exceptional adaptability to customise this space to make your event unique to you.
Named after West Indies legend Brian Lara’s record-breaking unbeaten 501 for Warwickshire in 1994, the new 501* brings a new sophisticated, stylish, and modern appeal to the facilities at Edgbaston.
The innovative design of the room encapsulates Lara’s achievement with a tiled wall providing a ball-by-ball account of the innings and a plaque to greet you upon entering, dedicated to the events at Edgbaston on 6 June, 1994.
We share some of our most favourite events at the venue over the years which gives you great ideas of how versatile the venue is for a range of events and just why we’ve chosen to rave about it!
One of our most memorable and experiential events created at Edgbaston Cricket Club was a hoedown for Birmingham Children’s Charity ‘Property for Kids’. This Wild West Themed Showdown was on an epic scale with the exhibition hall full transformed with wild west themed props, cactus plants, wild west backdrops and other cowboy props.
The evening was full of action with a cowboy cabaret , can-can dancers and other wild west actors, Rodeo Bull, Shoot Out Games as well as Wild West Photobooths! What a night thrilling night with over £40k raised!
Christmas Décor – Dancing through the Decades
Eventologists transformed the Exhibition Hall during the month of December for the annual joiner parties which are by far one of the most popular parties to attend in Birmingham. From the moment that guests walk in, they were transported through musical decades with funky 70’s disco props, 80’s props and 90’s décor.
This theme was colourful and set the scene for the Smash Hits theme. Walls in colourful draping, music posters, slinky ceilings, and cool selfie spots for a pic with your besties. This retro theme is fun and hugely immersive as everyone manages to get into the groove when they hear their favourite tracks!
Christmas Décor – Glam and Glitz
We have designed another glamorous joiner Christmas party at Edgbaston Stadium Exhibition Hall. This time the theme was Glitz and Glam – a popular dress up theme for Christmas Events. It’s colours reminded us of the silver screen with blacks, silver and white as the base colour. A great alternative idea to an Oscars Themed Event or a Hollywood Theme Corporate Event.
Our ideas for this staff party included Hollywood poster props, glitzy Hollywood entrance as well as an array of Hollywood Theme decor as well as a magical glittery ceiling with crystal chandeliers and mirror balls. Super chic and sexy, this alternative Oscar Themed Party is always popular at Christmas or for Awards Dinners as it’s such a celebratory theme. We have so many Oscar Themed/Hollywood Themed Décor ideas to inspire you, so you can be guaranteed that no one event will be the same!
For more ideas of what you can create at Edgbaston Stadium, call one of our stylists on 0116 243 6986 or e-mail us with your enquiry at firstname.lastname@example.org.
Another Birmingham venue and a firm favourite for corporate events, Edgbaston Stadium, have announced their Covid Secure Venue Plan, so we thought we would share their plans with you!
Edgbaston Stadium’s events team have revealed its Safe Meetings & Events Promise to existing and prospective clients who plan to stage meetings, conferences and events at the iconic cricket ground from next month.
Reopening from Monday, 6th of July, Edgbaston Events has created a six-point plan that has been designed to provide greater reassurance to all delegates in response to the COVID-19 outbreak.
Maria Jones, Head of Conference & Events Sales at Edgbaston Events, said: “Our 6th July reopening date is something that we’ve been working towards throughout this lockdown period, and these new working plans have been developed following close consultation with our established clients, our partners within Compass Group, Lime Venues Portfolio and Levy Restaurants, and our technology partner PTI.
“We pride ourselves as being a business that regularly innovates and constantly assesses new market opportunities. As a result of this process, our suppliers are providing new technology to meet the changing needs of our clients who wish to stage hybrid or virtual events.”
For enquiries relating to an existing or prospective event at Edgbaston Stadium, please contact the team on 0121 369 1994 (option 3) or email email@example.com.
Eventologists is really proud to share Covid Secure plans for various venues we work with as we get closer and closer to the opening of Venues Nationwide in our efforts to support the Hospitality Industry recover. The first venue we focus on is Park Regis Birmingham who have begun to welcome back their guests, they want to ensure that they are providing their guests & employees with a safe, welcoming and clean environment.
They have been delighted to remain open to the NHS & key workers and are looking forward to reopening their doors to the public very soon.
The hotel has been fortunate to retain their Senior M
anagement team which has given them the ability to be fast to react to change thus having been able to create a Covid-19 Secure 8 step summary along with a complete Standard Operating Procedure document.
Park Regis Birmingham have been building their plans to develop the hotel over the last couple of months and have created a series of short videos to chart their progress in becoming Covid-19 Secure, take a look at the first video highlighting their meeting and events journey
John Angus, Managing Director said “It became clear in early April that Park Regis Birmingham would have to significantly change to become Covid Secure. Our programme commenced in April and will take 3 months to complete, to include a full Standard Operating Procedure plan that changes all of our service standards. We have installed protective screens and signage throughout the hotel, as well as installing sanitizer stations and new Air Purifiers in the reception and lounge areas.
Cleanliness is now the No1 requirement from our guests and we have implemented PRB Clean, which is focused on bedroom cleanliness with the final sign off being our PRB door seal that gives our customers confidence that the room has been sealed for them. New Floor Plans have been implemented in our Events Centre and our in-house Audio Visual company have implemented live streaming between rooms. Finally, to provide confidence for our guests our certification process will include a Safe, Clean & Legal Accreditation from Quality in Tourism and Shield Health & Safety, both will confirm that Park Regis is Covid Secure.”
For further information on Park Regis Birmingham Covid-19 Secure plans or for booking events in 2020 and 2021 please email firstname.lastname@example.org.
Here at Eventologists, we know that finding the perfect location to host your event is of great importance especially now as we need to be assured that your chosen venue has your safety covered. Therefore, we embrace the challenge of sourcing the right venue to match your event and ensure that not only is it suited to you and all your guests, but that the space accommodates your visions and theme perfectly!
One of our top venues is The Park Regis Hotel in Birmingham due to its prime location in the heart of the city, and the multiple options it provides for space. Below we provide some insights as to why this is one of our star locations.
This four-star luxury hotel offers a wide range of different spaces for you to choose from, with various function rooms that are suited to cater to any event you have planned. In addition to this, the hotel also offers meeting rooms, refreshment areas, outside terraces, and dedicated receptions – all of which can be transformed into mesmerising themed event spaces by us at Eventologists. What’s more, with this multitude of rooms, the Park Regis Hotel has a capacity of up to 400 people, so you can be sure that all your guests will fit right in at your event!
The Park Regis Hotel is conveniently located on Birmingham’s famous ‘Broad Street’, known for being the most dynamic entertainment destination. It is easily accessible, being only a five minute walk from the nearest train station and ten minutes from the city centre. Add to that plenty of parking and accommodation facilities, and you can rest assured that this venue fits everyone’s travel requirements for smooth sailing on the day of your event.
Eventologists has had the pleasure of working with Park Regis on many events over the last few years. Below is showcase of some of our favourites!
Eventologists delivered a Great Gatsby themed event for Park Regis Hotel with Gatsby Props take guests to the roaring 20s with the sounds and atmosphere of the Prohibition Era!
As the moment guests walked into drinks reception, they greeted by an elegant Flapper in a skirt she served champagne from. Once walked into the beautiful ballroom they were welcome with endless champagne and food by the hotel, roaring 20’s theming and props such as Gramophones props, an art deco screens, Vintage props and some stunning Gatsby Themed Table Decor which included Gold Gatsby Lamps and feather table centres. The evening was a roaring success as guests partied through the night!
Eventologists had the honour of designing and decorating the hotel ready for Christmas and what an enormous task it was since the tree stool 22 foot in the air and many smaller ones! This was no ordinary Christmas Tree Installation – this was a Commercial Christmas Tree of a magnitude that we only dress at the tallest spaces and venues. Over 10,000 baubles, 100’s of metres of fairy lights, enormous present boxes and an enormous ladder to attach all the Christmas decorations with. Every year, after dressing the tree we stand in awe of this one. This Christmas Tree soaks up the glamour of gold and drips in opulence. Its just the most unique Christmas Tree and we are proud to call it one of our creations!
As they open their doors soon, we will be sharing their plans of social distancing and how they will be supporting to ensure the venue is safe and a great for meetings again!
The reopening of pubs, bars and restaurants should be celebrated, not only because it allows the public to create a sense of normality, but as it allows the landlords and their staff to return to what they love doing and starts to create economic prosperity again in the hospitality industry. We look at critical success factors of what the punter-after lockdown will be looking for?
We’ve all missed our favourite pub landlords and our locals, but things are different now. We’ve found ways to entertain ourselves indoors and now creating a compelling argument to go out a visit pubs, bars and restaurants means looking at creating an experience that they can’t get sitting at home. We review how making making visiting bars, restaurants and pubs could be different.
Everyone is looking to party after lockdown at your pub, bar or restaurant, there are so many ways you can use Event Hire such as props hire, furniture hire and party hire to maintain social distance, comply within regulations, and create a welcoming atmosphere.
Creating the right ambience is so important to your customers having been indoors for such a long time. For them, they will be excited to see some friendly faces that have been missed for so many weeks, the interaction with friends, neighbours, and local villagers alike.
They’ve probably been talking about what drink to order first and who they would like to meet up with for weeks. Creating awesome experiential spaces that allow them to relax and remember what they missed, will be essential for post lockdown solutions for hospitality spaces to encourage repeat visits and increase dwell time and spend.
We think that interesting furniture, themed décor, outdoor furniture, social distancing beer gardens, creating a zones for small family celebrations will all be essential to kickstart hospitality.
So once people have had their first fix of visiting their favourite local pub, beer garden, restaurant, or bar – how can we keep them coming back. For many staying at home has become like a cosy pair of slippers. Let’s face it, many of us have loved to hang out in our pyjamas till 5pm each day.
An option could be to create a themed night with an offer on themed drinks, food, or cocktails? Integrating this themed event with appropriate themed props, furniture and entertainment could encourage repeat custom as they experience something new for each visit. All these theming ideas and outdoor décor could be used to transform spaces whilst social distancing and ensuring that you work within regulations.
Covid has brought communities together in a way that no other single event has and tapping into this sentimentality will be a winning strategy. As well as theming and décor to create an experience, how can you get them involved and engaged in activities that adds to their experience of being out again? Maybe it’s an old-fashioned knees up and sing song.
What about the a chance to take part in a real-life pub quiz, as much as we’ve all loved our virtual quizzes with family and friends, nothing beats the atmosphere and good old banter between teams and the friendly heckling at the quiz master if they should dare make a mistake or read out an incorrect fact during the weekly pub quiz. What about other social distancing games that makes going out fashionable again?
We think experience and atmosphere will be essential strategy for the hospitality industry to ensure people enjoy the return back to social. The entrance may no longer be the well-known front door of the pub, but instead a wooden gate that leads to the pub’s beer garden.
We may not be able to sit too close to friends and acquaintances or even enjoy the jovial chit chat as we queue and wait to be served at the bar but bringing experience into hospitality will be one way of bringing a sense of normality and bringing customers in to enjoy the delights of the local ale, favourite meal or our favourite tipple once more.
In fact, we are so sure that creating atmosphere is an important strategy, that we are offering 50% off to those want to re-ignite and restart their pub, bar, or restaurant. E-mail us today at email@example.com for a free consultation.
Let’s raise a glass and toast to the return of our beloved Local Pubs!
As venues amend floorplans to reflect the new norm that we are about to enter, there is considerable discussion around whether the social distancing measures and spaces may leave venues look sterile and empty. We think that this might just be where Event Production will take a new role and importance in helping to infill spaces and make them feel more natural rather than empty and alarming.
Eventologists have created products that could help to fill spaces, create zones and barriers as well as being useable to attendees. The first such product is our Charging Trees to create Chat and Charge Zones at future events and post Covid conferences.
Eventologists created a chat and charge tree for an exhibition in 2019 that allowed users to charge their phone whilst having a mindful moment or catch up with work whilst charging their phone. We have now created wider stations that allow individuals to work, charge their phone as well as socially distance at Post-Covid Conferences, Post Covid Exhibitions and around venues and open spaces where the objective is to make venues look more decorative, increase dwell time and fill empty spaces.
Charging Trees stand proud at over 4m tall and have a large footprint so they take up lots of space. Research shows that creating natural spaces promote well-being and who doesn’t love a beautiful tree to transform a space
Available in 3 options; white blossom tree, pink blossom tree and green oak tree, the trees are uber natural looking. We suggest dotting these around the space as useable features. The base can also be branded with logos or event details and hashtags.
The base is completely wipeable so venues can wipe the surface after each use, or it can house wipes so users can wipe their surface.
The best thing about our Phone Charging Tree collection is;
Are you looking at ways to fill those empty spaces created by the need to maintain social distancing measures? As venues look for the holy grail of how to make large banqueting suites look natural and unsterile as a result of the new guidelines on venue floorplans and room capacities, we look at whether our natural looking trees could hold one possible solution!
We have a beautiful variety of artificial trees to transform any space or event from reception areas, canteens, entrance areas to the drink’s reception area to the chill out areas. With a large footprint, attendees of events generally avoid at least 3m around them. We think they are perfect as separators and dividers around the room and enhances the room features. Although rigid partitions and dividers have their place, they are not as pleasing on the eye! Our faux trees create a visual impact and stunning centrepiece whatever the season! With our diverse collection there’ll be a tree hire option to suit your theme. Here we’ve provided a few inspiring tips on how our trees can be used to take your event to new heights.
Our artificial blossom trees can instantly transform any indoor space to give the sense of the outdoors and the fresh air of the season. Standing at 4m tall, they work excellently in venues tall ceilings in order to create height and impact. Variations of Spring trees are available as white blossom trees and cherry blossom trees, which can be adapted into our beautiful overhead canopies and ceiling décor like the ones we created for Wagamama’s Hanami Festival campaign.
Whatever the summer theme you want to create for your next event, our choice of summer themed trees is sure to add the sizzle to your summer celebrations. Want a Festival themed event? Why not dress your venue with our life size trees strung with colourful paper lanterns and twinkling lights to create the lively vibes of a summer festival. Holding your event outdoors? No problem. Our artificial trees can be planted outside with planters and ballasts to add dimension to your al fresco event. Or maybe you want to add the exotic to your Beach Paradise or Arabian Nights themed event? Our palm tree options, including 3m tall Palm Trees in terracotta pots or Kentia Palms, will add the perfect touch to complete your summer heatwave.
Create a statement in the room with an autumn theme event with our life-size trees bursting with all the colours of the season. Think burnt oranges, dusky reds and rich browns. Our beautiful Maple Tree for hire brings all the autumnal ambience to your venue whilst creating a visually stunning statement that will be sure to wow your guests. As we hope that we start seeing a little more relaxation of measures by Autumn, these trees still create barriers and zones in areas where guidelines are still in place.
Christmas in 2020 and Christmas Parties in 2020 may not quite be the same as previous years, but that’s not to say that Christmas should be cancelled! Create a winter theme event with our impressive winter trees and other winter venue décor to create inviting spaces. At 4m tall, these create beautiful whimsical statements that will incorporate seamlessly into the décor of your event whilst still helping to maintain the measures that maybe in place at the time. Picture frosty white branches strung with glimmering lights to match the winter snow of your theme. Picture white seating dotted around the room and white lit silhouettes from lighting!
Bring the festive spirit to your Christmas and winter theme events with our gorgeous options of Christmas trees for hire. Whether you want real or artificial, dressed in glittery ornaments and tinsel or classic plain snowy, Eventologists can provide you with the perfect festive trees to set the mood and bring the magic to your festive event.
The possibilities are endless when it comes to tailoring our trees to your requirements. Your trees can be adorned with whatever is needed to transform them into feature pieces to suit your event such as candy apples for a Halloween or Willy Wonka theme. Colours can be customised depending on the mood and atmosphere you wish to go for, and even the base can be adapted to create stunning effects by lighting them with colour. Strategically place 4-6 of our enchanting trees around the room as inspiring feature pieces or have them built into your dining or networking experience. Bespoke trees are great for product launches and brand activation exercises. You can brand the tree trunk or even the tree to really bring the event alive. The impact of bespoke trees is so strong that it automatically puts a smile on people’s faces! A great anxiety reliever!
For smaller rooms, we have smaller trees that create the same impact. Our trees come in a variety of sizes so no matter the space you’re working with, we’ll have something that fits all. In contrast to our hyper real tall trees, we also have smaller tree options such as our twisted dome trees with neatly clipped foliage that would suit any type of theme. Place them tastefully around the drinks reception area or chill out zones for a stylish and sophisticated touch between individual seating.
Our full-size Oak tree stands proud at 6m tall with a stunning full canopy of leaves. An amazing unique product that is great in venues with high ceilings, this tree makes a great product for feature installations and brand activation exercises in large spaces with tall ceilings. In fact our tree looks so real that if you blink, you might actually imagine the leaves falling and you might even smell the oak as you walk passed it!
The best thing about our artificial tree collection is:
Check them by visiting our Trees Hire Gallery and please contact us if you wish to find out more.
As we navigate through a new norm, we look at just some points that you may find useful when we you are planning an event after Corona Virus. We suggest some top tips and considerations during your planning process.
1. Start Planning Early
Begin planning as soon as you possibly can. If your event is a large event you should realistically begin planning, it four to six months in advance. Smaller events need at least one month to plan. To keep the final run up to the event flowing smoothly, try to ensure that
all supplier contracts are completed a few weeks before the event and remember follow up, follow up, follow up. Keep everything in writing and cover your back after all key communication. Read up on the latest legislation on holding events and include them in your plans. Allow extra time for these new processes
2. Remain Flexible
Over the process of planning the event, things are going to change, and you need to react and respond quickly. Whether it is event times, locations or even the type of event you’re hosting, you need to ensure that you’re flexible and can meet the changing demands. You
may find that something that was health and safety policy 6 months ago, may have changed again. Be prepared to remain agile.
3. Suppliers and costs
Covid-19 has devastated the events industry and many suppliers may not be in existence. Even with fewer suppliers, ensure you negotiate but remember there may be higher costs as even the suppliers need to plan and cost in changes due to Covid-19. Remember that
with every event there will be unforeseen costs, so try to negotiate price but leave at least 10% of your budget as a buffer for changes that occur along the way. Keep all contracts and notes for all suppliers and if things change and you need to communicate, ensure you do it immediately after the change. Its so easy to forget to update them.
4. Delegate Responsibilities
Break up the various tasks of the event and group them in area’s (e.g. registration, dinner, health and safety, internal communication, conference management, supplier management). Assign an area to each member of your team but ensure you have a weekly catch up with them to ensure that the project is on schedule. These Team Members are solely responsible for their own area they will be much more clued into small detail changes especially related to the new norm of events. In terms of who gets what, look at key individual skills and assign tasks according to their skills and experience.
5. Create an Event Planning Manual
In order to keep everyone on the same page, create a master project document that details everything to do with the event, including presentation slides, Risk Assessments, table plans, supplier contracts, delegate lists, timings and the floor plan. With a shared event manual, each project member can refer to plans throughout the day, and your entire team can spot if something is out of place.
6. Have a Plan B
The very nature of events makes them open to small changes or issues at the last minute or on the day. For example, there may be an accident on the motorway, an item may not turn up or a speaker maybe sick on the day. We suggest that you identify they key risks that could occur and have a backup plan for each. By identifying key risk, you can understand the big issues and perhaps even exclude them from the event
7. Rehearsals and Walk Through
We suggest a project walk through about 2-3 weeks before the event, the entire plan of the day and event process. Organise a project planning meeting and talk through the day maybe at the venue so that you understand all the elements as you may not be familiar with the timings and complexities that could occur as a result of social distancing, new floorplans etc. Maybe walk through everything, from initial set up to the follow up process. Often complications are highlighted at these site visit, and you will have time to correct them.
8. Communicate Everything Clearly
Ensure delegates clearly understand the process and the changes that you must follow at your event. Communicate it prior to the event but also on the day. We like infographics so people understand instructions clearly – Pictures paint a thousand words and there are lots of templates available for the requirements for post Covid for branded communication. Your venue will also have to display these too.
9. Virtual Events
Many people may not be able to attend this event either due to travel restrictions or due to floorplan restrictions. You may consider staggering attendance throughout the day and run the same conference in the morning and afternoon. Alternatively, you may consider
streaming the whole meeting for others to watch remotely. Maintain your social media presence throughout the day and maybe send a summary of salient points on-line – it’s a great way of maintaining good recall of key messages.
10. Follow-up Immediately
Once the event is over, many organisers fall into a common pitfall – taking a break. While the event is over, it’s important to make notes of learning – key things that worked and didn’t work for next time. We are working through a new norm and it’s important to get feedback from the team, attendees, and suppliers. Video the event so that you can share the event again in the future to help re-energise teams or remember key elements. Following up with attendees is so easy through survey monkey or a similar platform or maybe via feedback on social media, to demonstrate the success of the event. Whilst this is not a fully comprehensive list of considerations, we hope these ideas help you to think of how you will need to think differently as we start to return to events in the future. Nothing will be the same for a while, so we do suggest speaking to your venue, suppliers and consult Government regulations and guidelines during the planning process.