Running your event during Covid-19 and the recovery period
As the world re-opens and we learn to live and work alongside and beyond Covid-19, event organisers are looking at new and innovative ways to overcome some of the toughest challenges faced by any industry to maintain social distancing, meet health & safety requirements and ensure attendees feel as safe as possible whilst still enjoying the event experience and benefiting from it.
These challenges are here for some time so it is important to EAS and our sister company Accredit Solutions to lead the way in supporting our stadium, sporting and live event partners to bring venues back to life by sharing our knowledge and expertise in secure event badging and accreditation.
Technology will be at the forefront for organisers to achieve that seamless event transition, assisting with tasks such as:
- Limiting attendance
- Priority attendance for the key people exhibitors need to see
- Traffic flows
- Regulatory requirements
- Easy access into the event with limited interaction
- Online options for those that cannot travel
Here are some of the options our systems can provide to address these and other issues:
REGISTRATION AND PRE-EVENT REQUIREMENTS
Using the Registration Form to collect additional data
Registration forms will need to show additional messaging, collect additional COVID-19 related data and may require the registrant to confirm and ‘sign’ new terms and conditions.
Photo and Document Uploads
A full document upload module is available within all the systems. It can handle the uploading of multiple identification documentation such as passport scans, company details or certificates.
Where photo identity is required images can be added to badges or used purely for access control purposes and checking on entry.
Vetting Registrations based on set criteria
Our integral vetting suite, with multiple vetting levels (including Covid-19 related questions such as recent travel etc.) enables access to the data and document uploads and feeds statuses directly into the main client administration area.
Requesting Exhibitor staff to provide further information through the portal
Our Exhibitor portals allow the stand holder to invite staff to register themselves, which can link to a short form or document upload area. These invitations can be held as pending until the staff member has completed the required details.
Using the Registration Form – to prioritise bookings and select entry times
The inevitable control of attendance numbers, entrance and movement will increase the challenge of ensuring the right attendees are coming to the event and that priority is managed properly through initiatives such as profiling, registration codes, wave booking and wait lists.
Wait Lists and Customer Re-engagement
Due to Covid-19, we must be reactionary to situational changes so customer re-engagement nearer the event date is key for those who have pre-registered to ensure they have supplied up to date required data, and can update session times or cancel attendance. This also facilitates the offer of attendance to those on the waiting list.
Controlling Session Registration
Walk up sessions are no longer a viable option as attendance figures must be managed to facilitate social distancing. If multiple sessions are available during the event a full session matrix grid can be linked to the registration form.
AT THE EVENT
Electronic & Print at Home Badging
Print at home badges are an efficient solution to social distancing and hygiene registration challenges, or attendees can be sent a barcode to scan and print at the event. Our system goes one step further by offering the perfect solution of easy to use mobile device check in.
Onsite Self Registration and Badge Print
To ensure this is quick and compliant this is best served by live mobile device registration, quick self-print of badges or self-registration areas with badge collection (suitably spaced, managed and maintaining appropriate hygiene standards).
Entrance Scanning vs Self Check in
Normally carried out face to face using portable RFID scanners, tracking attendance can be done with static scanners operated by staff in adequate PPE or using a Perspex screen. Alternative EAS systems facilitate safe and secure self-scan which is easily monitored to ensure compliance.
Monitoring, managing and reacting to venue attendee numbers is paramount to ensure any event is safe and operating at optimum capacity. Capacity tracking can be used to allow additional access if numbers are low and the system can ensure these are allowed access through the control system.
Check ins around the around the Show – Features and Sessions
Knowing where attendees are, and which sessions they are attending is always important event data for both organisers and sponsors. Access control and self-check-in can be tailored to provide a record of check in and access control for bookings and capacity, as well as offering sponsorship opportunities, additional messaging to the attendee including relevant directions to events or areas.
Streaming Conference Sessions
EAS conference platform provides a simple interface to load conference sessions into the matrix for streaming and in addition offers full tracking detailing when each session was viewed and by whom, and how long the session was viewed for. The platform enables easy access through the main conference matrix and log in without additional registration, simple management by the organiser, chargeable content options and live webinar API options and CPD certification points (including qualification questions).
The EAS matchmaking module maximises visitor engagement by highlighting the exhibitors that match their interests and offering an additional revenue stream from exhibitors or sponsors through raising their profiles in the match lists. It also provides a remote option of matching those individuals that can’t attend with the top matches of exhibitors using their chose preferences, which can be added as a chargeable function allowing access to the portal for those that wish to benefit from the matching.
Why Choose EAS?
Every member of EAS is passionate about events and thrives on the challenges and rewards that come from working in the live event environment.
The team has extensive on-the-ground experience in the events sector, working with clients around the world across a large spectrum of events, including conferences, exhibitions, live and secure events.
We understand the important role that registration and the use of data plays in delivering both the marketing strategy and a seamless onsite experience. EAS brings event data to life in the format that allows our clients to thrive.