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How to Host Socially Distanced Events

Whether you’re a full-time event planner or putting on a one-off event for your organization, the landscape has changed dramatically as a result of the COVID-19 pandemic. Instead of discussions about how to create the most intimate and connective environment possible, we’re having planning sessions on social distance guidelines for gatherings and how to comply with the CDC.

And while a lot of that can feel somewhat draining, it doesn’t have to take all the wind out of the sails of your event. By understanding how to host a socially distanced event properly, you can meet social distancing guidelines, keep your guests and staff safe, and still put on a memorable event.

CDC Recommendations

Stop number one when putting on a socially distanced event is the CDC social distancing guidelines. Every aspect of your event should be planned and executed under the umbrella and coverage of these guidelines. Not only does that help to keep you compliant, but it also helps to keep your staff and guests as safe as possible.

Here are some tips when looking through the CDC recommendations for event planning:

  • Realize the guidelines are fluid and change frequently. Check now and check often to make sure you’re following the best and most up-to-date social distancing guidelines for gatherings. Note that guidelines are specific to your city/state/county.
  • Invest some time in the process. You’ll save yourself time, money, and headaches by investing some upfront time in fully understanding the requirements.
  • Build some wiggle room into the budget in case something changes that you need to comply with.

Consider Hosting Your Event Outside

One of the best ways to put on a successful socially distanced event is to avoid the uphill battle as much as possible. Yes, the ability to run events inside eliminates some weather concerns and logistical concerns (power, water, security, etc.). However, the social distancing guidelines for gatherings are much more stringent when you move the event to an enclosed location.

  • If possible, consider changing the nature of your event to something you can do outside that still accomplishes your goal. Various types of fundraisers such as golf outings, car shows, fun runs, and BBQ picnics.
  • It doesn’t have to be an all-or-none solution. Even if you’re only able to move parts of your event outside, it’s a step in the right direction. Try and shift as much as possible, but if you can’t get the entire event outside, do what you can.

Limit the Number of Attendees

The unfortunate fact that’s hard to mitigate is the more people you invite to an event, the higher the risk of transmission of COVID-19 and the more challenging hosting social distancing events becomes. Make an honest assessment of your resources and capabilities for social distancing and set your maximum number of attendees accordingly. It’s not ideal, but it’s something that needs to be done to protect the event industry as a whole.

  • See if there is a way to host a portion of your guests virtually.
  • Consider setting up multiple satellite locations that operate simultaneously.
  • Be open and upfront about the limitations with your guests.

Mitigate Through Social Distancing Measures

You can study the guidelines, move the event outside, and limit the number of guests, but if you don’t implement some real mitigation efforts, you’re going to have some issues. Hosting social distancing events does require a lot more planning and more resources, but it’s still possible to achieve a safe and successful event.

  • Don’t forget to look at social interactions in-between your events. For example, if you have a well-spaced out room where you’re running a conference or classes—great. However, if you forget to look at the narrow hallway everyone has to walk down at the same time to get in, you may have some issues.
  • Look at other successful events in your area to see how they’re hosting social distancing events. Things like staggered entry, multiple sessions, satellite events, and virtual options are creative and out-of-the-box ways to marry safety and success.
  • Don’t forget to budget for social distancing guidelines. Things like hand sanitizer stations, hand washing stations, PPE, and cleaning supplies cost money. If you build it into your budget from day one, though, you won’t have any unexpected surprises or cuts down the line.
  • Remember to plan for the exchange of money with ticketing or donations. If you can move that process digitally, it cuts down on a lot of hand-to-hand transactions.
  • Share the guidelines with your guests prior to the event. People are much more understanding when they’re informed about what is happening and why.

Leverage Technology

In the past, many events could get by with manual processes, open invitations, and much looser control on the overall event. However, when it comes to successfully hosting social distancing events, that all changes. Things like firm registration lists, attendance tracking, electronic ticketing, event mobile app with ticket scanning, and disseminating social distancing guidelines are more important than ever. While you don’t have to micromanage every little aspect of the event, you will want to exercise more control to make sure things are safe and smooth.

Do you need to do all of this on your own? Thankfully, no. By leveraging forward-thinking and cutting-edge event planning technology, you can inexpensively set your event up for success. Prepare to be adaptive, and let the tech help to weather some of the added burdens.

The Next Step

One of the easiest-to-use and most powerful event planning programs out there that can help you put on a masterful and fully compliant socially distanced event is Event Espresso. With a few clicks of the mouse, you and your team get full control over things like registration lists, scheduling multiple time slots or sessions, tracking attendees, ticketing, and even collecting donations or ticket purchases.

You have a lot on your plate with the event and making sure you’re properly following social distancing guidelines. Why not leverage the power of technology to take the bulk of the work off your plate so you can focus on what you do best—putting on an incredible event for your people.

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How to Start a Successful Online Course Business: A 9 Step Guide

Running your own online course business is a great way to create an additional revenue stream while sharing your passions and expertise with the world. And by taking it all online, you’re no longer limited by geographical boundaries, which means you can get attendees from all over the world! Not only is this exciting, but it means bigger and better opportunities to earn.

Before you get started on your journey, it’s important to understand exactly how to start an online course business. By fully understanding the steps from start to finish, you can maximize your potential earnings, limit the time it takes, and set yourself up for success. With the right plan, support, and resources in place, you could be the next great creator the world has been waiting to learn from.

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10 Successful Fundraising Ideas Nonprofits Should Consider in 2021

Nonprofit organizations do incredible work to mold and change the world into a better place. But the ability to accomplish these goals is only made possible through adequate resources. And where some nonprofits find success with yearly events, you may consider shaking things up with a new and fun idea in 2021.

Here are 10 successful fundraising ideas for nonprofits for 2021!

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How to Effectively Promote Your Event Online – 13 Powerful Tips

One of the most critical and often overlooked steps of running a successful online event is promotion and marketing. You can nail all the logistics and plan an incredible event, but if no one knows it’s happening—it could all be for nothing. Luckily, effectively promoting your online event is simple, with a little helpful direction.

Today, we’re going to look at 13 tips for how to promote events online the proper way, including things you can do on your own, ways to leverage sponsors and other organizations, and other great steps you can take right now.

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6 Christmas Event Ideas for Your Church

Engaging with your church congregation and community around the holidays is extremely important. Many people may be visiting, some might be looking to get more connected, or others might not have the resources or outside family support that everyone else has. This creates ample opportunities for your church to step in and meet people where they are and help them with what they need (food, shelter, emotional and spiritual support, etc.).

Today, we want to look at six great Christmas event ideas you can get started setting up today at your church. In addition, we’re going to talk about how the Event Espresso platform can be the perfect companion to help your event be a success. Efficiently executing events will help you be successful in fulfilling the mission of your church.

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9 Unique and Fun Online Holiday Event Ideas

As the holidays draw near, tis’ the season for holiday parties, celebrations, and events. And if this year you’re thinking about getting creative, you may be considering hosting an online holiday event. By taking your celebrating to the digital stage, you open up a lot of unique opportunities to engage with your people, and you remove the geographical limitations that might normally be keeping some people from being able to attend.

Today, let’s take a look at nine of the best and most fun online holiday event ideas you can do.

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How the Active Training Network uses Event Espresso For Their Online Registrations For Training Courses

Are you searching for an event registration system for your training courses or workshops? In this success story, we highlight the Active Training Network to learn more about how they use Event Espresso to promote their extensive list of training programs and to automate the course registration process for their attendees.

Meet the Active Training Network

The Active Training Network is an approved training centre for IOSH health & safety training courses. They deliver a wide range regulated training courses (RQF) in Lifeguard, First Aid and Health & Safety. Courses can be delivered onsite or candidates can join in courses being delivered at one of the training venues.

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Eight Best Practices for Planning an Online Event

women at laptop

Planning an online event carefully is the key to success. To ensure your event’s success, here are eight best practices to follow:

  1. Identify your target audience
  2. Select an engaging topic
  3. Outline your event
  4. Choose a charismatic host
  5. Incorporate digital support tools
  6. Create a digital marketing plan geared towards your virtual audience
  7. Set up your online registration process
  8. Rehearse your event

Read on to learn more about what makes online events different than live functions, what types of events do well online, and how to make your online event a success.

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8 Unique Virtual Fundraising Event Ideas

2020 has been a rollercoaster of a year for companies, small businesses, and individuals working to react and adapt to the effects of the COVID-19 pandemic. And while these particular groups dominate the news cycles, there’s another area of society equally affected—charities and fundraisers. Many of these organizations are also looking for innovative and unique ways to continue raising the funds required to meet the needs of those that count on them.  

One way many organizations, large and small, are adapting is by taking their events online. While it may require some creative planning, there are plenty of virtual event ideas that can help organizations connect with their supporters and raise the funds they need.

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An Interview with Codeable Expert Chase G. On Hiring a Developer for your Event Website

In an age where every aspect of our daily lives is increasingly becoming more and more virtual, events are no exception. Your event website has to convey all the necessary information while offering a seamless experience for your audience. Regardless if the event itself is virtual – or just the tools to promote and handle the logistics – the website where you promote your event is paramount to ensure the success of your event. With so much riding on the online presence for your events’, it is important to work with seasoned professionals who have the professional and industry knowledge to make your event website into a well oiled machine. You’ll want to make sure your developer (plugins, themes, etc.) knows all the requirements of your event registration and ticket sales website to ensure that it’s functioning properly (and of course will also make sure that it looks good!).  (more…)

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