This month’s #MeetGreenChat discussions were around event planning and COVID-19. We wanted to take the time to start thinking about hybrid and in-person meeting planning. To help us with the discussions we invited Alan Kleinfeld who provided the questions and participated in the chat. Here are some highlights of “What’s New with COVID Event Planning?”:
What’s the soonest you or any of your clients planning on an in-person or hybrid meeting?
A1. I ended 2020 doing some hybrid. My next onsite compliance event will be in April. It's just been confirmed so I don't have a lot of details. I suspect it'll be 100 ppl or less.#MeetGreenChat
— Alan Kleinfeld (@akleinfeld) February 3, 2021
A1: Right now I am working towards planning for in-person/hybrid events in the Fall…but have seen some in the broader events community booked for the Summer #MeetGreenChat
— Eric Wallinger (@EricWallinger) February 3, 2021
What challenges do you anticipate for hybrid or in-person meetings this year?
A2 One I anticipate is making entry contingent on having received a vaccination, how to prove that, and the risk of exclusivity in certain situations. One of the best aspects of virtual is that the event is accessible to everyone around the world! #MeetGreenChat
— Aaron Elliott (@MeetGreen_Aaron) February 3, 2021
#MeetGreenChat A2. the different experiences that virtual will provide vs the in person and providing both attendees value
— Jen (@jennlynne27) February 3, 2021
What kind of budget concerns do you have for hybrid versus remote?
A3. From talking to other planners and some clients, doing a hybrid event is actually planning two events. You have two different environments, two different interactions, two different everything. It sounds like it could pressure on the ol' wallet. #MeetGreenChat
— Alan Kleinfeld (@akleinfeld) February 3, 2021
A3. From a budgeting perspective, I would hope that running a hybrid would cost less than running two separate in-person and virtual events. Surely, a hybrid event can share costs in some areas while also incurring uniquely in-person and virtual costs. #MeetGreenChat
— Peter Deitz (@peterdeitz) February 3, 2021
How often do you seek updates on C19? From what sources?
A4: Being connected to the events industry, fairly often. I toggle between county, state, and federal sources…and sometimes have to triangulate a general impression from all three : )) #MeetGreenChat
— Eric Wallinger (@EricWallinger) February 3, 2021
A4. For me it's daily if not several times a day. Sources are probaby too many to name, but I get updates daily and automatically from the CDC and the Washington Post. Then there's Johns Hopkins web site and sometimes I search for updates from Dr. Fauci. #MeetGreenChat
— Alan Kleinfeld (@akleinfeld) February 3, 2021
For hybrid events, do you plan on handling C19 yourself? Why or why not?
A5. If you're doing a hybrid event then listen to other planners and get help managing C19 compliance. With news changing daily, virus variants springing up and challenges of planning two events together, it's a burden you don't want. #MeetGreenChat
— Alan Kleinfeld (@akleinfeld) February 3, 2021
#MeetGreenChat A5 I think to act responsibly we must consult with others who are experts to help meet safely in person
— Jen (@jennlynne27) February 3, 2021
What protocols do you plan to enact for hybrid meetings?
A6: At MeetGreen, we want to ensure that the physical component maintains sustainability best practices and educates attendees on the what/why/how of the event. Also encourage planners to highlight sustainability aspects for the virtual component. #MeetGreenChat
— Aaron Elliott (@MeetGreen_Aaron) February 3, 2021
A6. This can get complex. Briefly, I like to work towards the idea of the "COVID bubble," like the NBA or Tyler Perry Studios. That's challenging to do in a hotel over a short period of time. But that's what I like to envision. An abbreviated bubble. #MeetGreenChat
— Alan Kleinfeld (@akleinfeld) February 3, 2021
For hybrid events, what Duty of Care policy have you drafted?
A7: In sustainability, we view our efforts as connected to supporting risk management overall. I foresee us increasing the scope and of this conversation as we return to hybrid events in 2021 #MeetGreenChat
— Eric Wallinger (@EricWallinger) February 3, 2021
A7. I see Duty of Care as a statement of what the meeting planner/organization will do to protect the attendee. It says we will do XYZ in order to keep attendees protected from C19. It goes deeper than just masks and hand sanitizer. #MeetGreenChat
— Alan Kleinfeld (@akleinfeld) February 3, 2021
Do you also include a Code of Conduct for attendees?
#MeetGreenChat A8 Yes! In conversations relating to what is essential, this very much is
— Jen (@jennlynne27) February 3, 2021
A8. I like to suggest both DOC and a COC. Some groups use one or the other, but I think they each have purpose. COC tells the attendee what they agree to do in regards to C19. It says that if you attend you agree to abide by a certain set of rules #MeetGreenChat
— Alan Kleinfeld (@akleinfeld) February 3, 2021
What kind of support do you expect from your venues for hybrid events?
A9 I think venues will be expected to have more streaming and virtual event knowledge and capabilities. The venues that are equipped for easy streaming and broadcast will be a step ahead of the game! #MeetGreenChat
— Aaron Elliott (@MeetGreen_Aaron) February 3, 2021
A9. Hotels and venues, in my recent experience, have been GREAT at supporting groups. They want the business and like it when groups have successful events. So ask what resources they have. They'll be happy to help. #MeetGreenChat
— Alan Kleinfeld (@akleinfeld) February 3, 2021
#MeetGreenChat Q9. Inform planners of changing local & facility regulations, their duty of care, new protocols, new floorplans based on social distancing, info on temp check & sanitizer stations, F&B changes, etc. It would be nice to have discounted/free wi-fi to support hybrid
— Jen (@jennlynne27) February 3, 2021
Let’s say we get a handle on C19, what do you think events will look like in 2022 and beyond?
A10 From a sustainability and accessibility standpoint, I am hoping that events will maintain their virtual offerings and use what they've learned in 20-21 to engage a greater number of people! #MeetGreenChat
— Aaron Elliott (@MeetGreen_Aaron) February 3, 2021
A10. I think as we work out way thru C19, it's gonna become a supplier market. Everyone will be so eager to travel or meet or just move that hotels will fill up and groups will be going head to head for space. #MeetGreenChat
— Alan Kleinfeld (@akleinfeld) February 3, 2021
Thank you to everyone who participated in this important discussion! A special thanks to Alan Kleinfeld for providing the questions! See you on Twitter for the next #MeetGreenChat on 3/3/21.
A9 I think venues will be expected to have more streaming and virtual event knowledge and capabilities. The venues that are equipped for easy streaming and broadcast will be a step ahead of the game! #MeetGreenChat
— Aaron Elliott (@MeetGreen_Aaron) February 3, 2021
A9. Hotels and venues, in my recent experience, have been GREAT at supporting groups. They want the business and like it when groups have successful events. So ask what resources they have. They'll be happy to help. #MeetGreenChat
— Alan Kleinfeld (@akleinfeld) February 3, 2021
#MeetGreenChat Q9. Inform planners of changing local & facility regulations, their duty of care, new protocols, new floorplans based on social distancing, info on temp check & sanitizer stations, F&B changes, etc. It would be nice to have discounted/free wi-fi to support hybrid
— Jen (@jennlynne27) February 3, 2021
Let’s say we get a handle on C19, what do you think events will look like in 2022 and beyond?
A10 From a sustainability and accessibility standpoint, I am hoping that events will maintain their virtual offerings and use what they've learned in 20-21 to engage a greater number of people! #MeetGreenChat
— Aaron Elliott (@MeetGreen_Aaron) February 3, 2021
A10. I think as we work out way thru C19, it's gonna become a supplier market. Everyone will be so eager to travel or meet or just move that hotels will fill up and groups will be going head to head for space. #MeetGreenChat
— Alan Kleinfeld (@akleinfeld) February 3, 2021
Thank you to everyone who participated in this important discussion! A special thanks to Alan Kleinfeld for providing the questions! See you on Twitter for the next #MeetGreenChat on 3/3/21.
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