Event profs guide - what we can learn from coronavirus
Whether you’re an events or weddings planner, manage a venue, run a catering organisation or own a florist, decorations, lighting or technology business – you will have been affected by Coronavirus.
Even though you may not be able to work on upcoming events for the time being, that doesn’t stop you from preparing for the next chapter of your offering, or spring cleaning the way you operate to make the most of your space, location, resources or services for when you’re able to get back up and running.
Think outside the box
Webinars are a great way to make your event reach a wider audience
It’s been hard to ignore the evolution and fluid approach of businesses in recent weeks – so be inspired! Rip up the rule book of where a certain type of event should be held, what the session should include and who should be invited. Meetings no longer need to take place around a table, and conferences don’t need to be in business centres.
And don’t underestimate the power of technology – can your event be transformed into an interactive webinar as well as being face-to-face to ensure you reach a wider audience and stay connected? Can your meeting – even your AGM – be taken online via a hosting platform or utilising your venue’s sound and video options? Virtual events mean you can invite speakers and guests from all over the world without facing the current coronavirus travel or group-size restrictions and all good venues will have an experienced tech team on hand with full sound, lighting and filming support to make your digital dream a reality – including the brilliant Oxygen Events team at 116 Pall Mall.
Hospitality from home
It’s not just meetings and events that can work successfully in a virtual environment – so can your staff. The possibility of working from home hasn’t seemed a viable concept for those in hospitality as so many moving parts means it’s beneficial to be based inside your venue, or alongside your bookings team, but Coronavirus has taught us that with a bit of tweaking, working remotely can be productive, rejuvenating and provide a boost of fresh inspiration for your work. Whether that’s the way in which you configure meeting rooms based on how you’ve reworked your living space into an office, new and exciting ways promote your business on social media, fresh ideas for menus or decorations... the possibilities are endless once you take a step back to reassess and – importantly – relax.
The team at 116 Pall Mall have been catching daily using video calls
This forced downtime has also highlighted the pressures and fast-paced environment of the events and hospitality industry, giving businesses time to think about how they can better serve and support their colleagues, customers and clients’ mental and physical health in line with the demands of their role, responsibilities and requirements. For example, team members with long commutes are now able to utilise those extra hours that are no longer spent travelling by exercising, spending time with family, volunteering or enjoying their hobbies – all of which are invaluable in improving mental wellbeing. Life will inevitably get back to normal, but the impact that Coronavirus has had on the adaptability of businesses means the way we work is certainly set to change for good.
Protect yourself and your guests
In view of recent occurrences, now is the time to work hard to make sure your contracts cover every eventuality in the event of a cancellation - whether that’s from a health and safety or commercial perspective. Always ensure your venue adheres to strict health and safety legislation outlined in your contracts – during the current outbreak this may mean requiring all staff and contractors entering your building to wash their hands, cover their mouths with a mask or wear protective gloves – to give peace of mind to your clients and colleagues.
From a commercial perspective, use this time to research contracts that offer a tiered approach to cancellation windows and circumstances to keep your business and reputation in-tact. This may mean it takes an extra day or two to get everything confirmed but you’ll have the confidence that your event is covered, and your venue understand their role and rights too. It is better to spend an extra day on negotiations than another month chasing a resolution, which puts added pressure on teams that may already have been streamlined under furlough.
Update your online presence
Given the current lockdown situation, potential customers and clients have a lot more time to plan and research their next event. So now is the ideal time to make sure your comms and imagery – on your website, email newsletters and social media profiles - are inviting, engaging and up-to-date. Not only do you want to entice future enquiries with great content, you want to keep them excited about and looking forward to their event, no matter how far in advance they’ve made their booking.
And don’t neglect your booking process from this spring clean. Can you take your contracts online and offer virtual document signing to remove the need for access to printers, scanners and postal services for both you and your clients, as well as having a positive impact on the environment? Those small changes that make using your venue or services easier, faster and safer both now and in the longer term once this is all over will show your clients and customers how much you care and will keep them coming back for more.
Other articles you might be interested in…
Coronavirus - 116 Pall Mall update
How teaming up with competitors is the recipe for success
5 ways to make your event more sustainable
Want to read more articles like this? Sign up to our newsletter to receive our latest news, blogs, offers and industry trends.
EVENT SPACE FOR HIRE AT 116 PALL MALL
116 Pall Mall, a historic, Grade-1 listed Georgian masterpiece in the heart of London can be hired as a venue for any kind of event, from weddings to conferences, launch parties to fashion shows.
For more information on how 116 Pall Mall is tackling the coronavirus outbreak, or for more information on our party packages for the rest of the year, make an enquiry