Prepare for the new normal for in-person meetings with attendee waivers and health security plans.

By Chris Schriever

As we head into fall and the last quarter of 2020, planning for next year’s events is already well underway. With so many uncertainties still up in the air in regards to the pandemic, it’s important for associations and meeting planners to prepare for any possible circumstance—including the potential of a return to in-person meetings.

As you think about your next event, it’s important to recognize what our “new normal” will look like. Should you put on an in-person event, potential attendees will want information ahead of time that shows them what measures you’re taking to keep them safe. You’ll also want to take steps to protect your organization in the event that any of your attendees does become sick during or following your event.

Here are two new items that every meeting planner should consider incorporating into their future event plans:

A Health Security Plan

A Health Security Plan includes everything from surface disinfection and fever screenings to mask requirements and on-site medical support. Having a Health Security Plan in place can help reassure potential attendees that you are doing everything you can to keep them safe. It’s also a valuable way to make sure your team is on the same page about what to expect at your first in-person show amidst the pandemic.

There are a number of organizations that offer entire suites of on-site medical support and resources, like InHouse Physicians for example. With everything from a full pharmacy to a network of nearby specialties and emergency room supplies, this type of health security supplier can help you mitigate some of the risk of COVID—and allow you to better protect the health of your attendees overall.

For more information about the merits of having a Health Security Plan, listen to this podcast discussion with Jonathan Spero of InHouse Physicians. 

An Attendee Waiver

Until the pandemic is truly over, attending any in-person events will continue to pose risks even if you have a Health Security Plan in place. Regardless of precautions, there remains a chance of COVID-19 spreading at any large gathering. With that in mind, if you are considering moving forward with your in-person event, you might want to consider asking your attendees sign a waiver. In signing such a document, each person knowingly acknowledges and accepts the potential risk of attending an event. While this type of waiver does not guarantee that an event host will be fully released from liability, it does offer a basic level of protection.

For more tips on how to put together a COVID-19 Waiver, check out this helpful post from MeetingsNet.

Want to learn more? Get in touch today.