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by: By Hazendal on: February 18, 2021

Hosting safe corporate events in the time of coronavirus

Corporate events look very different in 2021 in the wake of the global COVID-19 pandemic. Whereas before, we’d gather in large groups without a second thought, we now take a much more considered and careful and risk based approach to hosting and atte...

Corporate events look very different in 2021 in the wake of the global COVID-19 pandemic. Whereas before, we’d gather in large groups without a second thought, we now take a much more considered and careful and risk based approach to hosting and attending gatherings.

But there are solutions, there are ways to pivot, adapt and change while still delivering events that pack a powerful brand punch.

Following the hard lockdown in 2020, as well as the rolling lockdowns most of the world is likely to face continued restrictions on coming together well into 2021. Events are part of life, and people have missed engaging and connecting with their brands, and colleagues. A new balance needs to be achieved. 

This means that as we move forward in a post-COVID era, it is crucial that events venues adopt safer ways of hosting functions. Companies will be judged on how they translate meaningful connections in the new work-from-home environment successfully.  The opportunity to get very creative, within the regulations, should be seen as a welcome challenge, and not an insurmountable one. 

 

Conferencing in COVID times may feel like a challenge- but it can be done!

Conferencing In Covid

Because of the highly contagious nature of the COVID-19 virus (it spreads between people through direct contact: touching infected objects or surfaces, as well as indirect contact like sneezing, coughing by an infected person). Check out the World Health Organisation’s useful mini videos that answer the questions in full here.

Smart event planning takes these risks into account and works around the new, and ever-changing regulations.

When planning and executing an event, Hazendal has always employed the strictest protocols to ensure a successful event. During the Coronavirus pandemic, as new protocols have come into play, we’ve taken extra care to add these to our regime.

 

How to work around the pandemic restrictions for your corporate event:

Covid Corporate Events

  • Don’t let the 1.5 meter social distancing restrictions prevent you from booking your event. Make sure the venue offers lots of space for your group to be able to move around within the guidelines. Moving away from confined spaces, Hazendal offers open plan set ups within our 444 square meters Grand Hall space that can easily and comfortably meet the 1.5 meter social distancing requirement.
  • Make sure the venue has an appointed COVID officer. An appointed officer will ensure that all delegates abide by the restrictions, offering a safer space to attendees. Hazendal offers a trained COVID officer at each conference to ensure delegates are kept safe.
  • Make sure the venue is continuously sanitising the spaces that are being used by your group. Continuous disinfecting prevents spreading of the virus. Hazendal appoints designated staff to disinfect the rooms and stations at interval times.
  • Make sure the venue caters individually to each guest to avoid cross-contamination. Moving away from food installations, Hazendal provides individually plated cuisine to each attendee to eliminate the possibility of exposure.
  • Make sure the venue keeps record of the temperature of attendees. A registration list is provided at arrival to record details of guests- this provides an easy method to contact guests in case of any COVID requirements.     

How different will social and corporate events be in the wake of COVID-19?

We’ve all heard of the ‘new normal’. This way of thinking and doing things is likely to affect not only events, but all other aspects of our lives, too. 

Small, local gatherings will be how events take shape for the moment, particularly given travel restrictions and the fact that the virus isn’t yet under control. 

 

‘New normal’ events may look:

Smaller - don’t expect to see the entire team together again in the same room anytime soon. Different departments are likely to host their meetings separately according to department/division.  HR and Finance and Marketing will likely meet as individual teams and then the HOD will relay the info to the relevant ‘other’ teams involved. 

Local events will likely be held within a specific radius. The North West team are likely to meet at a local lapa and the Western Cape team at a (currently dry) wine farm. Cross province, nevermind international travel means that a short car ride, and not a red-eye flight will be the extent of conference travel we will be seeing in the future. 

Hybrid: some companies may even elect to have some teams at an in-person conference with other city/country members perhaps dialing in/logging on and following along. A strong, stable internet connection is crucial here and it might be worthwhile to remember that extra camera and AV costs are likely to happen. While hybrid is helpful, it may also be a costly exercise so make sure you get proper quotes prior to committing to this type of event. 

 

What measures are taken to host safer corporate events during COVID-19?

We have prioritised the following measures at our venues and events to help ensure that our guests can feel safe.

These standard operating procedures, which prioritise health and safety, are absolutely critical to us, and include:

  • Hand-washing even more frequently than usual, particularly when working with food.
  • Additional handwashing and sanitiser stations for our staff and guests.
  • The use of PPE (personal protection equipment): all our staff wear masks at all times, as well as gloves when working with food.
  • Social distancing, which we employ as much as possible among our staff and guests.
  • Disinfecting of all surfaces before, throughout, and after events.
  • All our indoor areas are well ventilated, and we also have ample outdoor space which we use as much as possible.
  • Maintaining clean and disinfected kitchen areas, and any other areas where food is prepared or served.
  • Ensuring that food and drinks are served in such a way as to avoid sharing or contamination, and disinfecting all utensils afterwards. Our picnic style lunch breaks have been quite a hit already.
  • Having an events coordinator and COVID officer on site to ensure that protocols are correctly followed at all times.

Safer corporate events at Hazendal

When you attend one of our corporate events, you can rest assured that we’re taking every precaution possible to help ensure your safety. We want you to be able to relax and enjoy the event with complete peace of mind. 

Read more about our corporate events and functions, or get in touch with us now. 

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Hosting Safe Corporate Events in the Time of Coronavirus