Dreaming of your next Event

Meetings and Events Set to Return in July 2020

The recent announcement by the Australian Government to relax rules around crowd numbers in outdoor and indoor venues is a positive sign for the meetings and events industry, but what does it mean for companies wanting to resurrect their events calendar? 

What’s changing?

  • The 100-person rule on indoor gatherings will be removed. There will be no limit on numbers, but a requirement that venues allow for four square metres of space per person.
  • Socially-distanced crowds of 10,000 will soon be able to go to concerts and sporting matches.
  • All states and territories are on track to complete the move to the new rules in July.

 

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For companies wanting to plan an event interstate, states have flagged the potential reopening of all borders in July, allowing more options for meeting and event locations. 

The announcement of borders opening and the relaxation around the number of people able to attend public events is a welcome step for the business events community as we etch closer to the return to business events.  While it is a long road ahead with a domestic first recovery these changes allow for the conversations to commence once again and the ability for business and the events industry to start to reimagine what events will look like, talk content and for at cievents how we once again create experiences that engage and inspire for our customers albeit in a different way.

Natalie Simmons - Global General Manager, cievents

 

How to prepare for a return to events

The thought of returning to planning and executing events may feel a bit overwhelming considering the number of new rules and regulations meeting planners will need to navigate to ensure duty of care is top of the list. The good news is that hotels, conference venues and other event spaces should be putting into action COVID-19 safe operating protocols aimed at protecting the health and safety of attendees. 

For example, the ICC Sydney has released information on their EventSafe Operating Framework, a set of operating principles that will enable the safe running of events in an environment transformed by COVID-19. It signals the readiness of ICC Sydney to recommence running events, pending the further rollback of Federal and State restrictions. 

Event agency support

cievents has also created a COVID-Safe framework and helpful checklists to assist event managers with pre, during and post-event planning. 

The cievents COVID-Safe framework outlines protocols to increase safety precautions throughout the delegate journey. Following the Australian Government Department of Health regulations, these processes include strict adherence to physical distancing measures, increased cleaning and hygiene practices, food service safety and additional delegate communication methods. Relevant Safe Work Australia principles and checklists are also included to provide one consolidated resource for event managers to safeguard the wellbeing of all event attendees, staff and suppliers.

The cievents COVID-Safe checklists ensure that the production of each event will meet cievents’ minimum safety requirements in line with government legislation as well as internal policy. In the current environment, the pre-event checklist is crucial in determining supplier preparedness as well as managing client and delegate expectations. 

Both the cievents’ COVIDSafe framework and checklists will be available from on our COVID-19 hub soon. You can also find out the latest travel news via our global travel hub.

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Not sure where to start? We’ve pulled together a top 5 checklist to get you started with your event planning. You can also contact our teams in Sydney, Melbourne, Brisbane and Adelaide with any questions you have about a return to meetings and events. 

Top 5 Checklist for Returning to Meetings and Events 

  1. Meet with your company’s travel manager to check that your travel policy has been updated to reflect the impacts of COVID-19, particularly around employees travelling for events. 
  2. Review your suppliers carefully. Work with your event agency to review your preferred program to make sure all hotels are known as ‘COVID clean’ hotels. Meet with your preferred event spaces to run through their COVID-19 policies or frameworks. Carefully consider ground transport options. 
  3. Communicate COVID-19 changes with your attendees. Reassure your attendees that adequate social distancing rules are in place, hotel hygiene practices are happening and address any concerns they may have. It’s normal to feel some level of anxiety when it comes to travelling again, so an open line of communication will help. 
  4. Equip your travellers. Do you need to supply PPE for your attendees such as disposable masks, gloves, sanitiser, wipes and a digital thermometer?  Having travel packs stocked with these items will go a long way to providing extra comfort. 

Ask for feedback.

Check-in on your attendees post-trip. Ask if they were comfortable with the venue and accommodation choice, did they see anything that would be cause for concern? Relay this information back to your event manager. One of the benefits of booking all travel with an event agency like cievents is if there are any post-trip concerns with traveller health you can easily track their journey using reporting.

A major focus for cievents was, is and always will be your safety.

Get in touch with us to make your event dream become a reality.

 

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