This is how the #PowerOfLiveEvents event became safe

Many people regret it, perhaps just as many have written us off, given up on us. Even within the profession, many have given up. Everyone is right that we are not in a good situation, it is very difficult without real help. However, on September 10, within the framework of #PowerOfLiveEvents, we did something that has perhaps never been seen before in the event industry in this country.

Recovering from the shock, putting aside the victim role, we came together and showed each other, the clients, the world, that we have not disappeared, we are prepared, we have answers! We organized a series of programs, one of the main elements of which was a safe conference. We cannot be naive, fear and the virus will not disappear by tomorrow, but perhaps it can spark something to start. I am sharing this experience now so that you do not have to think so much, so that you have arguments and ammunition in your hands, because indeed, it is possible to organize events with the least risk even in 2020.

Individual responsibility

When I was planning the article, I had a very strong idea of where I would take it. Then, as thoughts came, memories, and they turned into words and then into characters typed by my fingers, I realized that this time I would break the plan and the rule, and I would take the most important lesson to the beginning. Because there is so much to say now that I fear the dear reader will tire by the end, and exactly what needs to come through will not.

So here stands one of the most important messages of #PowerOfLiveEvents: individual responsibility.

This is what truly makes an event safe. Organizers, contractors, creators do everything they can to reduce risks according to their capabilities. But all efforts are in vain if participants do not follow the rules, whether they are guests or contractors. It has never been different, we just talked less about it. Now, during the organization, we realized how little attention we had paid to this before, and yet how significant it is. Fortunately, our „audience” behaved responsibly, just as we hoped, and as the country did during the shutdown in March.

I believe, and perhaps I can say on behalf of all organizers, that with proper preparation, emphasis, and communication, the same can be achieved at any event. I will refer to individual responsibility in several places, which is why it was important to clarify the importance of this concept in the first lines.

#PowerOfLiveEvents Photo: Szabolcs Németh

Safety

Perhaps the biggest criticism we faced regarding the organization of #PowerOfLiveEvents was the prior communication of safety measures. (Not as an excuse, but the feeling of lack may have arisen because we had to coordinate different protocols and solutions from scratch. Many things took their final form at the last minute, many debuted at the event, so it was impossible to communicate in time. In the future, everyone will certainly have an easier time because there is already experience, there is a model that can, and indeed must, be used.)

Critical voices also confirm how important it is to communicate simply, understandably, and clearly under the current circumstances. The invitation to the event and the necessary operational information in 2020 was supplemented by the communication of „safety measures” (of course contactless, solely and exclusively digitally).

Thoughtful and consistent communication

Although it may seem obvious, a significant influencing factor from the very first moment is what guests know about the safety measures taken regarding the event. Based on this, they can decide whether to attend or not, and this determines how they arrive at the event, with a sense of security or doubts. Our experience is that the measures need to be communicated as many times, as „loudly,” and as clearly as possible. It is not a problem if we repeat ourselves many times. As the event approaches, people's doubts increase. The message should be reinforced that we have done everything possible, and now individual responsibility follows.

A declaration is an excellent opportunity for the latter, where the guest states that they are not sick, have not been in a place where they could have caught anything, and have not come into contact with anyone who is confirmed to be sick. Contrary to popular belief, the essence of this declaration is not to protect the organizer but to prompt guests (and not to mention the staff) to think. If we sign something or digitally „approve” it, in a good case, we read it, and if we read it, we also consider the answers. And this is the essence of the declaration. If guests and staff reflect on the health-related important factors and honestly (aware of their individual responsibility) declare this, then the risk decreases further. And if we also know that everyone present has done the same as we have, our sense of security increases.

Communication cannot cease upon arrival at the event. We placed safety reminders in every possible location and surface, such as on walls, floors, or screens. We drew people's attention everywhere to the 3 basic rules: Social Distancing, Mask Wearing, Disinfection. There can never be enough of these communication surfaces. Practically, wherever guests looked in the space, they encountered this. Even if they did not consciously perceive the message, the constantly present images surely had an effect on them.

Safety protocol

In addition to visual solutions, attention also had to be paid to sound (the more senses we affect, the better). Future hosts better get acquainted with the aforementioned 3 words: Social Distancing, Mask Wearing, Disinfection. This needs to be woven into future speeches. It may seem dry now, but over time, creative solutions will surely come.

We ensured contactlessness throughout the guest's journey, starting from arrival, where visible safety was the main focus. This allowed us to provide the psychological basis (supplemented by preventive communication) that enabled the guest to truly feel safe at the event. By passing through a thermometer and disinfectant gate, we could filter out elevated body temperature as a symptom and could (have) deny(ed) entry, while disinfection could reduce the chances of viruses being brought in from the street. Not to mention that during construction and preparation, all staff working on-site were subjected to temperature checks at every entry.

The hostesses and reception staff welcomed guests in rubber gloves and face masks, also showing what the rules are. Speaking of staff, special attention had to be paid to ensure that those staff members who come into contact with guests (e.g., hostesses) are aware of all safety measures, such as the mask-wearing rule. Thanks to digitalization, registration took place quickly and smoothly using a QR code.

To emphasize individual responsibility, guests could choose between green or red disinfected wristbands. In addition to the well-known function of the wristband (there was no need to re-register if someone left the guest area), it also carried a message. The green wristband indicated that the guest was not afraid of the virus and could be greeted with a handshake, while those wearing the red wristband signaled that they wanted to avoid physical contact and requested more distance. (Isn't individual responsibility important?)

Attention to detail

After registration, the conference room could be approached by stairs or elevator. Those who chose the elevator did not have to worry, just wait a little. The elevators could be used two at a time, and hostesses wearing masks and gloves were provided to operate them. They pressed the button from the outside, so the guest did not have to touch anything.

In the room, in addition to frequently encountering hand sanitizers, it was noticeable that the chairs and armrests were placed at a greater distance than usual (yes, due to social distancing). However, it is important to note that colleagues and friend groups like to be closer to each other. We created islands, which positively affected the overall appearance and atmosphere of the room. Every organizer should consider such solutions, as no one said that rooms arranged under the banner of „social distancing” had to be oppressive.

Sense of security

The catering staff naturally wore gloves and masks, but an equally important and visible element was that they served from behind plexiglass walls. Catering is always a bottleneck at an event, yet it was possible to ensure that there was no significant congestion. On one hand, with the help of barriers, and on the other hand, with a limited selection pre-portioned. For example, we mostly provided PET bottles (except for coffee), and the food was also pre-packaged. The cups we used for lemonade were cleaned, stored, and transported with increased attention before the event, and were used only once throughout the entire event.

Last but not least, disinfection! This term should not only refer to the prior disinfection of the room and other facilities or regular and intensive ventilation, but also to the cleaning of any equipment that guests may come into direct contact with during the event. The technical team(s) also performed exceptionally well in this regard. It is almost a given that they make their equipment safe before the event, but it is new in the event industry that those items (e.g., microphones, furniture, chairs) that multiple guests may touch are cleaned during the event. From the outside, this kind of attention and care fills participants with great calm.

I must admit that I was personally apprehensive before the event regarding feedback. There were many skeptical voices, since the outbreak of the pandemic, almost everyone has become a virologist, the media presents events in a terribly one-sided manner, and I could go on listing why we felt we were operating in a challenging environment. However, the on-site reactions and subsequent feedback validated us. Many had not attended a live event since March because they were afraid, but here they felt safe. Some even said that compared to events, restaurants, shopping malls, and stores, we were able to create an outstanding and much stronger sense of security.

Summary

Overall, I believe we managed to prove with the event that there are indeed opportunities for live events in 2020. Does it require more attention? Yes. One must forget the routine, at least for a while. Space and time must be allowed for the realization of the event, if for no other reason than to thoughtfully consider the safety protocols and have enough time to communicate them, and to be adequately prepared. Although it should not have been any different before.

As we did with the #PowerOfLiveEvents team, it can be a point of reference. We are happy to share our experiences with everyone because we believe that together, learning from each other, we can get back on our feet faster, both as individuals and as an entire economy. Because without events, the country cannot be restarted.

What we must not forget is that while we need to learn many new mechanisms and skills, one thing remains constant: THE POWER OF LIVE EVENTS!