Covid-19 update 1: Launch of Hybrid Meetings
Hope you are well and you and your families are well and surviving working from home in these bizarre times!
Steel Events would like to suggest a few different meeting options if you are getting a little Zoom fatigue as venues are able to open from the 4th of August for small meetings for less than 30 and the hope is we will be able to do larger meetings from the 1st October. We are social beings and after such a lengthy lockdown and all the restrictions, we are looking forward to being able to meet again – of course taking into account social distancing regulations in a Covid 19 secure venue
For the smaller meetings, we can help source venues that can cater for up to 30 delegates in both the meeting room, registration area, and refreshment area ensuring social distancing is met and the new normal is achieved. Larger meeting spaces will be needed and will be no more expensive than before the pandemic, venues are happy to offer larger rooms to cater for social distancing.
For your larger meetings, we can offer a hybrid meeting, set in a professional setting such as a conference room, with the option of your audience either joining the meeting in person (limited numbers) or via a conference link. We will arrange a professional stage and set for your presenters to run the meeting in front of a small audience and your other employees/clients can join the meeting via a conference link. It’s a cost-effective and professional way to reach the people you would normally have a meeting with. If you were thinking of also having an exhibition, we can arrange for the exhibitors to present from home or a safe place with their stand and link up all the information so delegates can enjoy the updates.
At Steel Events we can help with completing Covid 19 risk assessments to ensure we have your safety covered.
We really are hoping we will be able to meet soon. Any questions, please do let us know, we would love to help in any way we can! Below is further information about holding meetings for up to 30 delegates from the HBAA who give us regular updates on what we can do in the events industry.
Best wishes and stay safe!
Nicky and Helen
HBAA update:
Updates to the Visitor Economy guidance have now been published to reflect the current permissions related to meetings being held of up to 30 persons. The full details of which can be found here
In summary:
Exhibition and Conference centres that have small, separate and directly accessible meeting facilities as part of the site, may be used to host business meetings and events of up to 30 people, if social distancing can be maintained, groups can be kept separate, and the venue can demonstrate it has followed the COVID-19 guidance.
If a venue has several separate and directly accessible meeting facilities as part of the site these may be used to host business meetings and events of up to 30 people if social distancing can be maintained, groups can be kept separate, and the venue can demonstrate it has followed the COVID-19 guidance.
Exhibition Hall or Conference Venue must remain closed by law until at least the 15th August for the purpose of marketing or pre-planning.
Any permitted venue can host a business meeting of up to 30 people, following COVID-Secure guidelines.
Basic catering can be provided at meetings and events, following the COVID-19 guidance for bars, pubs and takeaway services. However, it is advised not to hold extended sit-down meals for large groups. The UKHospitality guidance may also be useful; it recommends grab-and-go and pre-packed food rather than buffet.
Banqueting and private dining events should not currently take place in any venue. If a banqueting venue is able to operate as a restaurant (following the relevant BEIS guidance, adhering to rules on social distancing, keeping household groups/bubbles separate, etc) this would be allowed. The dining provision for groups of up to 30 would have applied to weddings only, more widely we advise against extended sit down meals for large groups. Allowing wedding receptions of up to 30 will be kept under review (although will not be before 15 August). BEIS has developed guidance which is currently going through the government approvals process and will be published as soon as possible.
Receptions, award ceremonies, examinations, filming, fashion shows, product launches, team building exercises will all need to wait until restrictions on business events are lifted (1 October, if public health assessments allow). They will need to carry out risk assessments in line with Visitor Economy and AEO guidance, and the pilots (when they take place) will assess whether that guidance is sufficient or needs updating in any way. Venues may also need to consider mitigations depending on specific aspects of their events (e.g. performing arts guidance on singing/dancing if relevant).
The guidance states that events should operate at a capacity allowing for compliance with social distancing of 2m, or 1m with mitigations. This should be the fundamental principle. It notes that for conferences and events, venues should consider social distancing approximately equivalent to a density of 10m² per person, given the additional risks of large groups interacting in this specific environment. The pilots (when they take place) will assess the guidance and whether the mitigations suggested are appropriate/sufficient.
Academic venues (Universities and Colleges) can use their lecture theatres and classrooms for external meetings of up to 30 people and as above, separate and directly accessible meeting facilities can be used as long as groups are kept separate and all other guidance is followed.
Details on whether face masks need to be worn in meeting venue settings are still being sought.
With as regards to the 10m2 referenced within government guidelines, Section
2.2.3 of the visitor economy