How To Host An In-Person Corporate Event During The Pandemic

Hosting an in-person corporate event during the pandemic can be a great way to bring your team together and build morale. This is because it allows you to take a break from your day-to-day responsibilities and focus on something you enjoy doing together. 

Here are some ideas for hosting an in-person corporate event during the pandemic: 

1. Consider Your Guests’ Safety 

Considering your guests’ safety is one of the most important things to consider when you’re planning to host an event. Planning and scheduling the event early in the morning or late at night when there are fewer people outside walking around would be a great option. You can also choose to have events on weekdays rather than weekends or holidays when fewer people are traveling or attending public events such as concerts or sporting events. This way, you’ll be able to ensure that your guests will be safe from getting infected by the virus. 

In addition, consider contacting Mobile Field Hospitals, which will be readily available during your corporate event. This medical unit will be professionally responsive during emergencies to help you avoid getting an ambulance or waiting for one at your venue. They can also provide medical supplies, such as masks, gloves, and other protective gear for guests. 

2. Locate Your Meeting Space

Getting to your event is one of the most important factors when choosing a location. If you’re hosting an in-person event during the pandemic, you must ensure your attendees can find their way there easily — especially if they’re coming from outside the city or state. You also want to ensure that your location has enough space for everyone, especially if you expect a large turnout. 

When choosing a business event space, it’s best to choose an out-of-the-way location with few people coming and going from it. This will help prevent the spread of germs at your event and keep your attendees safe. A great option is to look for a conference center or hotel where you can block off sections of rooms for specific events rather than having people come and go freely between them all day long. 

3. Ensure There’s Enough Food And Drinks Available

You must provide ample food and drink at your event so that everyone feels comfortable and well-fed throughout their visit. This will also allow them to feel less stressed about having to leave at any point during their stay due to hunger or thirst. 

For instance, you can appoint a team member who will keep track of the number of attendees at each meeting. This way you’ll know how much food and drinks are needed for the meeting. You can also allow each employee to bring their lunch or food they like, so they don’t need to worry about getting hungry during meetings or presentations. This will make them feel more comfortable and relaxed throughout their time with your business. 

4. Check Local Restrictions

Some cities have restrictions on large gatherings like conventions or conferences during the pandemic. Check with your local government before buying plane tickets or booking hotels for out-of-town attendees. If there are no restrictions, it’s still a good idea to keep everything small-scale so that no one is exposed to large crowds of people. 

For example, limit your in-person corporate event to just one day and only host your employees at their offices. This way, you don’t have to worry about flying them in and out of town multiple times (which would increase their risk of exposure).  

You can also use this strategy if you’re hosting smaller events such as regional sales meetings or internal staff retreats. Ensure everyone understands why they’re not traveling outside their home city for the meeting. 

5. Follow Hygienic Standards

All guests must wash their hands before eating and drinking at any event to keep everyone safe during the pandemic. You may also want to provide hand sanitizer for those who don’t have access to soap and water right away. To encourage good hygiene habits among your guests, ensure they know what’s expected when they arrive at your event — and keep reminding them throughout the night. 

For instance, you may check in with them periodically to see if they’ve washed their hands yet. Or you could set up a station by the entrance where people can go as soon as they arrive. If someone is visibly ill or has a cough, you shouldn’t let them into your event space until a doctor has cleared them. 

6. Offer a live stream for those who cannot attend in person

Key Takeaway

Hosting an event during the pandemic is more challenging than it sounds. In addition to choosing a venue that can be sanitized and arranging transport for those who will attend, hosts must also factor in how they will keep attendees safe once they get there. 

But if your business regularly holds in-person events, you may have an advantage when dealing with the pandemic. With proper planning, these events should be more successful than most others being held simultaneously.