Ruthie Coverdale, venue and special events manager at the Royal Horticultural Halls talks us through plan B, C and D in the case of industrial action...
With the events and hospitality industries still feeling raw
after the last two years and with another set of strikes on the way, venues,
suppliers, and organisers clearly need to be flexible.
Historically, the British are good at keeping calm and
carrying on, but recently panic has taken a grip and positive attitudes have
fallen away to the detriment of many businesses. We need to get back to keeping calm and carrying on.
Event organisers shouldn’t need to take flight with their
event in potentially adverse circumstances. There are plenty of alternatives
when confronted with uncertainties.
Let’s look at the facts and potential possibilities
From the outset, a contingency strategy should be part of
the planning to be able to flip from one scenario to another with ease.
Budgeting needs to be flexible, with an emergency pot accessible for potential
additional aspects, such as taxis.
Let’s remember, train companies, while there are delays,
will still run trains, just not a full timetable, so allowing for extra travel
time is a must. As we know, train strike action requires a two-week notice
period. However, teachers don’t have to give any notice if they strike and
parents may have to stay at home to look after little ones at the drop of a
hat.
Having the ability to reconfigure an event whether it’s a conference,
charity gala, awards ceremony or even an exhibition into a range of different
set ups for part face-to-face and part hybrid is paramount.
Hybrid
There’s a good case for having a streaming element included
in every event which can be edited into a video for website, sales and social
media purposes. Plus, having a branded space to interview VIP’s, speakers,
winners or exhibition stand holders to live stream engaging content for those
elsewhere.
Venues
Choosing venues that are close to multiple transport links
is crucial, with a short walking distance to venues and local hotel
availability, maximising attendee potential.
Understanding from the outset, by including questions in the
invitation, the attendees who could feasibly get to the live event and those
who would have to attend via streaming.
If your event venue doesn’t have accommodation, work with a
hotel that you know is flexible and that can support contingency planning for
hosting organisers, VIPs, and staff members.
Catering
Secure a deal with a caterer as to minimum and maximum
numbers for the face-to-face eventwhich can be changed up to two weeks prior
and enquire as to whether they offer a home delivery service.
There are plenty of suppliers who provide bespoke boxes of
goodies for breakfast or post event networking drinks. This ensures everyone
feels part of the event.
Networking
Networking, in a hybrid format, can be arranged by
pre-booking slots with a chosen guest at a certain time. Both can have drinks
together and enjoy the conversation even if they’re not in the same room.
It's important for organisers to have alternatives in place
and for venues to offer ideas as opposed to immediately resorting to an
addendum in the contract allowing people to cancel should the adverse occur. Of
course, in some circumstances it simply may not be possible. But if we’re
striving for events to take place, it will certainly ease the disappointment
and burden of having to reorganise and reschedule if we can just get our heads
around plan B, C and D from the outset.
