Are The New Safety Procedures In Events, Actually Modernising Our Industry?...

The new world order for event planners 

There are various skills over the years event planners have gained through experience, but having the proficiency in protecting attendees is now the focal point of all event planners worldwide. The vast world of event’s is no longer what we are familiar with as an industry, it’s been altered by the pandemic, in desperate need to be transformed. Developed to overcome real and metaphorical barriers that undermine it. We have only just comprehended the complexities of hybrid and virtual events, so for many the after-math of Covid will test event professionals' capabilities in their learnability, regarding the newly structured event climate. Event workers since the start of Covid, have had to adapt and evolve as individuals determining how this stage will be no different. The event’s sector is in the midst of re- opening up it’s door to entertain the masses once more. However, through investigating this topic it’s come to my attention that changing attitudes in events are forecasting a shadow upon our industry. Only a small percentage of event professionals understand the new wave of strategies, and smart technological devices aiding in the crisis to protect guests. This article will outline possible innovative solutions to consider, decreasing the level of risk and stress at your event, whilst progressing it onto the next level of modernisation.

Content State of mind 

To have an open mind, is to be optimistic about the future, allowing positivity to spread through yourself. This mentality has been hard to capture within recent events but, it’s now become a necessity when wanting to put on a successful function post- Covid, or accomplish any activity you desire to attain. To see the event’s industry as a world full of opportunities instead of pessimistically, increases the amount of favourable circumstances that may arise benefiting life and career, as negative dispositions will not manifest hopes and dreams. Now more than ever, it’s powerful to maintain a positive outlook when arranging an event. 

You're probably wondering what this has to do with safety… well the challenge of creating a safe environment for your guests is intricate, harder now than it has ever been before, and at points tiresome due to the meticulous nature of the activity. So, to go into the dilemma all guns blazing (so to speak), will only make the objective easier to achieve. The pandemic has been a test of character and faith for everyone, but I think many people have surprised themselves with their determination to conquer hurdlers thrown their way. This safety issue is just another form of that, it will be overcome. 

Focusing on Hybrid/Virtual and Outdoor events 

Luckily for us events come in all forms, making the predicament of social distancing rules slightly more manageable with Hybrid, Live and Outdoor events. With the current advancements in the technological field, this world can now rely on the virtual elements supporting us through these restrictive conditions. Lowering the chances of the Covid variant being spread, as the governing of physical space is less due to the reduction of guests. 

Emphasising how these alternatives in comparison to a full scale live event will be a securer preference, when certain event’s start to be held once again. But, with the majority of events now performing online, there is the potential for problematic cyber dilemmas to occur. 

When people attend an electronic event, personal information is stored about them, not putting procedures in place to protect this data can be detrimental to their safety and the reputation of the event. Thus, your virtual stream chosen needs to be secure through a WPA (wifi protected access) which simplistically is a WIFI encrypted password, impeding the likes of hackers from stealing personal data from attendees.

There is of course one rule of thumb, use the SAFEST systems available in the market, even if they are costly or require training. ! 

Wearable Technology

Understandably, there is a considerable amount of anxiety for event planners, that with the increase in protective instruments, the feeling of a true event may be lost. In all honesty in some scenarios this has potential to be true. Although, if you're lucky enough to afford wearable technology for your event, then it’s a game changer for all events worldwide. 

We now live in a society where smart wristbands, watches, apps and eyewear pieces have become all the rage in western culture. If you’ve been to any of the Disneyland’s within the past 5 years a wristband is handed to every guest and through Bluetooth, you gain the power to access into the park and onto the rides electronically. Highlighting, the minimal contact that is usually mandatory to gain entry into an event through a physical ticket worker checking one’s authenticity of a pass. A much safer process to start thoroughly reviewing for all events. 

Wristbands can determine heart rate flows and therefore energy levels, monitoring attendees throughout the various stages of the function. Imagine being at a comedy show, where the comedian can tailor his set based on the atmosphere of the audience, an astonishing noteworthy tool that in places like Seoul (Hong Kong), a breeding ground for state of the art futuristic technology, has levelled up the gadgetry world immensely. 

Wristbands allow less contact with staff and touching of objects, exposing yourself to harmful bacteria. Not to mention, data from footfall rates can be analysed to understand what locations of the event were deemed most popular, from the measurement of time spent at that certain setting. 

Event planners can use this information to improve the event for following years to come, whilst driving the intrigue for potential sponsorships up, as compelling data can be audited on attendees foot traffic to see if they spent time in areas of the location where sponsorships materials are stronger. For eyewear, face recognition glasses allow attendees to access certain restricted or VIP areas of the event. Accentuating the diminishing number of essential staff necessary to aid in the events functioning, less staff  means less room for potential contact with guests, adding to the protection of your visitors. 

Lastly, apps and smart watches can drive consumers to a certain location of the event through virtual notifications and signage. This information can communicate where they should next go, persuasively pushing them to less busy secure areas of the event. Bettering guests protection as it removes the vulnerability of contact. The utilisation of smart devices, only improves guests involvement, experience and most significantly their safety. 

Covid testing pre and during event

The biggest safety procedure of all, is ensuring your guests are not carriers of COVID whilst present at the event. The obvious choice for this is making PET (Pre- event testing) an obligatory action to take 24 hours before the event (this is a national legal requirement). Meaning, using the NHS’s rapid test services where results can be determined only 30 minutes after the initial test was taken. Each attendee will display their email confirming their negative test, in order to enter the event safely. But, this is an elementary requirement we have expanded to further advanced forms, that track Covid coinciding with this original procedure. Infrared thermometers are one of the fastest selling health devices online recently, allowing the user to check the guests temperature is between 97 to 99 degrees Fahrenheit, in a non contact approach. The infrared can pick up on a human's body heat from a distance, providing accurate results in a split second. This way if attendees have a high temperature, they simply are rejected access into the event (harsh I know, but it's the only way!). Cognitively the event planner can be relieved that there is no individual within the event, who might be unwell easing concerns of Covid spreading. 

Smart wristbands have sensors that can oversee a person’s heart  and respiratory rate, these days devices like Fitbit derive from smart wristbands. Which are now common in households. Studies at Stanford University infer that they provide early warning signs of the virus, by detecting substantially high heart and respiratory levels. If deciding to adopt these into your safety strategy, throughout the event one can trace and track participants wellbeing

I know what you're thinking... These systems can be deemed harsh in some cases causing provocations, but we now need to be cautious in times of the pandemic. Maybe, provide complimentary gift bags as back ups to ease disappointment. This methodology is not for all, I personally feel it’s far fetched but still valuable to know nevertheless. These gadgets may be small, yet make a remarkable impact in bettering and correcting our events safety levels as event planners post-Covid. 

Conclusion 

Protecting those is now an embodiment of who we are as event professionals. We have a duty of care when it comes to reducing risks through any means necessary. However, the world has gone beyond the simplistic traditional systematic methods we were once accustomed to. Bettering our industry during the pandemic, due to the numerous contemporary technological gadgets and devices that have emerged from pioneering characters through the 21st century. For many, going back to planning events is a daunting prospect, but just know there is a universe of help out there for anyone stuck when trying to fortify their event. Sometimes change is imperative to take an industry to the next phase of modification.