Fernando Lonergan of BCD Meetings & Events APAC and Stephen Davis of MCI Singapore share event planning best practices as Covid continues to evolve. Photo Credit: GettyImages/NicoElNino
Covid levels are again on the increase in Asia, fuelled by the spread of more contagious subvariants of the Omicron virus.
Just this week alone, South Korea’s daily Covid-19 cases passed the
100,000 mark for the first time since late April and there’s been a
record number of infections in Tokyo, while New Zealand is battling a
new wave of the Omicron strain. Singapore also reported a surge in cases
over the last month.
With Covid making a comeback across Asia, what best practices should
event planners be undertaking? BCD Meetings & Events' Fernando
Lonergan, and MCI's Stephen Davis share their tips.
Fernando Lonergan, senior director, Australia & regional sales & solutions, BCD Meetings & Events, Asia Pacific
Covid continues to be dynamic and as such, event planners have to be
meticulous with regards to current local regulations. This is more
important than ever as we deal with very different responses to rising
numbers, depending on the countries’ governments. Event planners also
need to monitor changing airline regulations and schedule changes as
they deal with labour shortages.
As fluid as the pandemic is, companies have very different strategies to manage this situation.
There is a clear sense to get back to face-to-face engagements after
two years of virtual engagement; this thinking is supported in markets
like Hong Kong - international travel is still banned but domestic
events are now taking place and Australia is hosting face-to-face for
both domestic and international event programmes.
Clients are not mandating staff attendance at events but allowing
employees to make their own choice and we are seeing nearly everyone
take up that opportunity to meet in person.
Destinations such as Singapore and Australia are hosting business
event educational trips to reassure the meetings sector that these
markets are open and ready to host events, providing additional
reassurance that we can live with the virus if we make smart decisions
to mitigate unnecessary risks around events.
Event managers continue to be prudent around Covid protocols whilst
complying with the local regulations. Whilst these new strains are
potentially more infectious, government restrictions set the tone for
what is expected.
We don’t feel clients are asking for more reassurance but having hand
sanitiser stations, individual meals where possible, generous spacing
between seats and providing masks for those who may wish to wear one,
continue to remain top of mind.
Where possible, hosting networking sessions in outdoor venues such as hotel pool decks, rooftop bars, gardens and lawns is a good option to help ensure attendees feel safe.
Fernando Lonergan, senior director, Australia & regional sales & solutions, BCD Meetings & Events, Asia Pacific
We continue to see the hybrid option utilised across the region,
giving those attendees, who don’t want to participate in person, the
ability to join key sessions virtually.
Contingency planning has become the norm to respond to Covid and
having a clear ‘Covid Event Response Plan’ is critical to ensure the
clients and the event planning teams understand how the event response
will be managed. These plans take into account a higher concentration of
cancellations in the final week prior to the event (on average up from
10% no show/cancellation to approximately 15-20%), working with hotel
partners on more flexible attrition clauses., noting this change in
cancellation behaviour pattern, and ensuring guests can isolate in their
hotel room for the required isolation period. It’s also about providing
rapid antigen tests on onsite so guests can test if they feel any
symptoms.
More importantly, it reinforces the message that it is okay to test,
and that you will be supported if you test positive, protecting the
whole group.
Stephen Davis, MCI Singapore, client success manager
RSVPs for attendance at physical events may drop significantly a
couple of weeks prior to the event day and this may affect minimum
guarantee agreements with the venue.
It is important to always include a clause in contract agreements
with the venue to avoid any penalties due to minimum guarantee that is
affected by Covid situations. Despite the rising number of infections,
we are seeing requests for hybrid options rather than fully virtual, as
most countries have eased regulations.
With physical events, always plan for a hybrid/virtual option for the client if the current Covid situation seems unstable.
Stephen Davis, MCI Singapore, client success manager
If the event has attendees flying in from overseas, it is best to
capture which country they are flying in from during the registration
phase, in case local Covid regulations change with regards to
self-isolation/quarantine. This allows us as planners to quickly advise
the client and delegates in advance to make alternative arrangements to
their travel plans. Additionally, this will also help with Covid tracing
at the event, should there be a sudden spike amongst the attendees.
Always include Covid safety protocols in all event communications so
that all attendees are aware of what is required to attend the event
safely and smoothly.
Ensure attendees are masked up when necessary and that everyone has
easy access to hand sanitisers (preferably give them their own ones).
Have a box of spare masks, thermometers and test kits handy.
Ensure all event staff are briefed and aware of the protocols if a
delegate is feeling unwell. If there is a positive case at the event,
authorities should be alerted and managed discreetly, without alarming
the rest of the attendees at the event.