If there is anything that 2021 has pushed us all to do, it is to think critically and be adaptable. In the event world, the dust is settling, and we’re now emerging with new tools to move forward.
If you’re getting ready to attend an event in person, what should you keep in mind? We’ve compiled our tips for how to navigate in-person events in the safest, most enjoyable way possible.
Health and Safety
Health precautions are instituted for good reason and have made the new normal of events possible in the first place. Precautions to anticipate before you attend include: pre-event COVID testing, on-site COVID testing, showing proof of vaccination, miscellaneous day-of health checks, mask mandates, staying outdoors, and social distancing.
Have your proof of vaccination on-hand: As mentioned previously, showing proof vaccination will likely be required for most events, especially if the event is larger and indoors. To make the process easier, have your documentation easily accessible when you check-in at registration.
Stay home if you (or those around you) are sick: Do not attend if you or someone you’ve been in close contact with doesn’t feel well and/or is showing symptoms of COVID. While it is certainly unfortunate to not be able to attend an in-person event you had been planning to go to—especially given how exciting it is that they are now happening again—it’s the precaution with the most direct impact on the health and safety of other attendees.
Consider attending virtually: If you cannot attend an event, know that in-person events commonly incorporate virtual elements and alternatives which enable you still to experience the event from the comfort of your home or office. We’ve seen most events include a hybrid function and expect that to continue in 2022.
Travel Considerations
An exciting element of in-person events has been and will always be the opportunity to go somewhere new. A caveat here, however, is that travel can now introduce complications in regard to both logistics and safety.
Have a backup plan: It’s important to note that last-minute travel restrictions may arise unexpectedly, and the best you can do is anticipate them and have a backup plan—whether that be different means of travel, a modified timeline of travel, or preparing with your coworkers for the possibility that you will not be there (if this happens, check to see if you can attend virtually!).
Stay in the know: It’s also important to know the state of things where you’re travling to. You can keep tabs on the different regulations and case statuses across international and domestic locations to make decisions accordingly. Here you can find the latest regulations and COVID cases by state in the US.
Event Logistics
It’s on event organizers to be transparent and responsible about health and safety—but it’s never on anyone but yourself to decide what’s best for you. Taking fewer precautions than required of you is not an option, but taking more is certainly acceptable.
If you’re considering attending an in-person event, you can ask yourself the following questions—if you’re comfortable with the answers, you’ve reaffirmed your choice to attend. If not, you know what to look for in future in-person events.
What transportation will be required of me to get there? Will the travel require me to be around a large group of strangers?
What transportation will be involved once I have arrived? (example: a shuttle bus from a hotel to the venue).
How many people are attending the event? What locations are they coming from?
How long is the event and how long will I be there?
What parts of the event, if any, will be outdoor or in an adequately ventilated space?
Remember: Enjoy Yourself!
This is a central point in and of itself for good reason—the whole point of attending an event is to meet people, learn, and have a good time!
Be prepared, but don’t obsess over the rules and regulations: The event space is in a time of transition (don’t you feel like your head just might explode if you hear “post-pandemic” one more time?). And this transition calls for a lot of communication in regard to new guidelines–but don't let it consume you! You can micro-mitigate worst-case scenarios until you’re blue in the face. Remember instead that there’s no such thing as a new normal if we lose sight of why we go to events in the first place.
Are you on the event-planning side? Just as attendees have to play it smart, it’s crucial that event planners do the same. Check out our previous blog post on how to make the odds in your favor in hosting a safe event. If you follow these points, you’re asking yourself the right questions and doing the right things. Maybe throw an extra hand sanitizer in your bag, too. Then, you’re all set.
