Conference & Hybrid Event Safety : Legal Protections for Your Hybrid Event You want your hybrid event to meet the needs of all attendees, regardless of whether they attend in person or virtually. To achieve your goal, you need to account for all aspects of your event, including legal protections.
Safety is paramount when you host a hybrid event. With legal planning, you can ensure your event is developed and executed with safety top of mind. Plus, you can guard against safety issues that otherwise put your business and event attendees at risk.
Manage Your Hybrid Event Team
You need a team to manage your hybrid event. This team should be well-equipped to navigate hybrid event development and execution. You should have no trouble connecting with team members and engaging them at any point during your event, too.
Account for the challenges associated with managing in-house and remote event staff simultaneously. For instance, you need an appropriate platform to stream your hybrid event to attendees from around the world. Furthermore, event team members should know the ins and outs of this platform and understand how to consistently keep secure and operating at peak levels. That way, remote event attendees can seamlessly enjoy your event. At the same time, you can minimize your risk of a cyberattack.
In addition, employ a tech moderator to keep virtual attendees engaged throughout your hybrid event. Your moderator can stay in contact with event team members and provide virtual attendees with updates as needed. He or she can also ensure your event remains on track and verify that virtual attendees get the most out of their experiences.
Keep On-Site Event Attendees Safe
The coronavirus (COVID-19) pandemic is ongoing, and you need to map out your hybrid event accordingly. Review the U.S. Centers for Disease Control and Prevention (CDC) guidelines for events and gatherings. These guidelines can help you take appropriate precautions to keep on-site event attendees safe.
You may want to require on-site event attendees to be fully vaccinated against COVID-19. In this instance, notify attendees in advance that they must provide their vaccination card to enter your event venue. Or, if you plan to let unvaccinated participants attend, establish guidelines for COVID-19 testing.
When it comes to COVID-19 vaccination and testing requirements for your hybrid event, be clear and honest with attendees. It helps to put together documentation to share with attendees regarding your event’s COVID-19 safety guidelines. This ensures all on-site attendees can enjoy safe experiences.
Furthermore, set up the on-site portion of your event in alignment with CDC safety protocols for COVID-19. If necessary, require on-site participants to wear a face mask and practice social distancing. Set up sanitation stations for on-site event attendees.
“Nothing can replace in-person interaction,” says Stacey Mankoff, Managing Principal of The Mankoff Company and Founder of After the Bell Events,”and in this current climate you have to try and be as safe as possible. We recently held an event in-person – the first in 2 years – and required full vaccination status as well as proof of ID. Everyone complied and were delighted to be meeting in person. Going forward, we will be requiring full vaccination plus a booster and, if things change again, a negative on-the-day test.”
Invest in Liability Insurance
Event liability insurance is a must-have. Liability insurance won’t stop accidents from happening during your hybrid event. However, this coverage offers financial protection if an on-site attendee experiences an injury or property damage at your event. The coverage can protect you if a cyberattack impacts virtual event attendees as well.
You need liability insurance that provides sufficient financial coverage. To determine the optimal coverage amount, consult with an insurance agent. Next, you can share details about your hybrid event, and your agent can provide insights into how to purchase adequate coverage to protect against myriad risks.
Shop around for liability insurance coverage. This enables you to identify coverage that aligns with your business’ needs and budget. You can utilize the coverage for your hybrid event. Moreover, you may find an insurance partner that can provide liability coverage for future events.
Seek out an attorney who can explore legal protections for your hybrid event. Your lawyer can learn about your event. From here, your attorney can help you figure out the best course of action to prevent legal issues from cropping up.
An attorney can help you establish rules and regulations surrounding your hybrid event. For instance, if you need an event liability waiver, your attorney can help you put one together. Your lawyer can verify this waiver has been distributed to event attendees. He or she can confirm attendees have signed the waiver before they join the event.
Also, an attorney can assist if you face a lawsuit following your hybrid event. Your lawyer can help you navigate legal proceedings. He or she will work on your behalf to win or settle your case as quickly and efficiently as possible.
Your hybrid event planning is ongoing. At this time, you must account for legal protections to ensure on-site and virtual attendees can make the most of their event experience.
Prioritize legal protections at each stage of your event planning. Lastly & great importance, if you have concerns or questions along the way, address them. This ensures you can take appropriate legal precautions to verify your event is run following the law.
Hybrid events are here to stay. LifeSci Partners‘ Michael Mills told us: “In the future we will be seeing a lot more hybrid events. We are still in the midst of a pandemic, but zoom fatigue is real and people want to meet in person again.”
Lastly, be diligent in your efforts to manage legal precautions for your hybrid event. With a proactive approach, you can minimize risk throughout your event. Most importantly, you can help event attendees enjoy memorable experiences.