Month: June 2021

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Paul Swain joins Trinity Event Solutions and EDGEvenues.com

Trinity Event Solutions and EDGEvenues.com are delighted to welcome Paul Swain to the team in the role of Director of Business Development.

Jacqui Kavanagh, founder and owner of Trinity Event Solutions is very pleased with the appointment. “Paul is the perfect fit for Trinity,” comments Jacqui. “He brings a wealth of industry experience, contacts and knowledge to the role as well as a fresh eye. Trinity has gone from strength to strength since we started in 2006 and our venue finding platform www.EDGEvenues.com is growing rapidly as we see event organisers returning to their jobs as the Covid pandemic recedes. This is the perfect time to seek out new opportunities and grow further and we look forward to the impact that Paul’s creativity and skills will bring to company.”

Paul is happy to be joining the team at Trinity Event Solutions and to help play a role in building the growing community of event professionals on the EDGE Venues platform. Paul’s previous roles spanned a wide spectrum of the UK events industry. Most recently he headed up the UK business events market for Rotterdam Partners and The Hague Convention Bureau, building the brand and profile of both destinations and winning new events into each city. However, he has also held business development roles with national convention bureau, hotels and venues, DMC’s and the events media, giving him extensive industry-wide experience.

Paul now brings his talent and experience to work with the Trinity team, striving to make EDGE Venues the most effective ‘go-to’ venue-finding platform for all event organisers, and to help planners maximize the value they can gain from this next-generation business tool. Paul adds that: “This is an exciting time to be expanding our EDGEvenues.com platform, as the industry slowly but surely finds its feet again and regains its focus to enhancing the power of live and hybrid events within secure environments. I look forward to working with the team to deliver on the growing potential EDGEvenues.com offers users as a valuable free-to-use tech tool for their venue-finding, whilst always having a human personality just a helpline call away!”

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Brightspace’s Guide to Planning COVID Secure Events

By Sarah Threlfall, Director, Brightspace Events

As we all look anxiously towards the vaccine rollout delivering a much needed recovery for our industry, Risk Assessments will take on a new importance as a non-negotiable process required to operate live events, safely, legally and – most importantly – to ensure that the guest experience is as seamless and enjoyable as ever.

Here are your key considerations for every event that is organised by a business, organisation or charity in the future.

What is a risk assessment and why do we do them?

Your usual legal requirements to provide a Risk Assessment from The Management of Health & Safety at Work Regulations 1999 remain – and now there is additional stipulations from The Health Protection (Coronavirus, Restrictions) (Steps) (England) Regulations 2021.

Principally, organisers have a legal requirement to complete a Risk Assessment – plus it also allows you to keep your staff, visitors and members of the public safe.

What happens if I don’t do one or it’s not good enough?

Under the Coronavirus Legislation, Local Authorities now have increased powers for enforcement around COVID-19 risk assessments and events. Many authorities as well as the HSE are operating spot inspections at premises and events – plus ‘tip offs’ from the public could trigger an investigation.

In a worst case scenarios, this could result in your event being immediately shut down.

What are the other benefits of doing a COVID Secure Risk Assessment?

  • Make sure you are operating legally and safely
  • Build confidence with clients who will be asking to see them earlier and in more detail than before
  • Attract and reassure your audience by showing the delegates that everything is safe
  • The process provides a structure and confidence to a brand new way of working for Event Planners. No one has experience to rely on when it comes to COVID secure events so a regimented document & system will ensure everything is covered.

Key Points for a positive COVID Secure Risk Assessment process

  • Start at the beginning of the event design process – aim to have the measures identified well in advance so they can be woven into the event rather than stamped on top of an already laid out event.
  • Include Risk Assessment as an item on the agenda of any and all planning meetings to ensure it gets buy in from all stakeholders
  • Stress the importance of leading by example to event staff and clients – if PPE / masks are required then EVERYONE needs to wear it, no exceptions (unless medical).
  • Consultation with all involved including suppliers and ‘on the ground’ staff to ensure all measures are practical and sufficient.
  • Prioritise – focus on the higher risk areas and not every trivial point

What to include

A COVID Secure Risk Assessment focusses on the Risk of Transmission of COVID-19 and nothing else. We advise starting with an opening section to ‘set the scene’ and detail the general risks.

  • What do we know about the hazard; about COVID-19 and who is at risk
  • What’s the current risk regionally and nationally (infection rates, vaccination situation)
  • Set out which areas you can control and therefore are included in the assessment
  • What is definitely NOT included eg. areas that you cannot control

Then, use a Risk Assessment table. A numbered risk matrix is NOT a necessity but include if preferred.

  • Break down every ‘action’ at the event and include a line for each specific risk of transmission eg. arrival, registration, cloakroom, using toilets, breaks, catering, using equipment, departure etc.
  • Include a column for the TYPE of transmission at each point – Direct (droplets from person to person eg. speaking / coughing), Surface (via contact with an infected surface( or Airbone (smaller droplets from breathing / speaking / coughing which remain in the air for some time)
  • Another column for Who could be affected – particularly any vulnerable people
  • A column for the control measures that are REASONABLY PRACTICABLE to minimise risk
  • A final column for other information, to designate responsibility and detail deadlines if applicable

Additional Requirements for COVID Secure Events

  • Information on screening guests to stop entry for anyone with symptoms or should be isolating
  • A written procedure for dealing with guest or staff member who shows symptoms during the event
  • On site considerations
    • Nominated COVID officer & additional staff to reinforce safety messages
    • Sign in / sign out procedures to aid test and trace including all delivery drivers / suppliers
    • Monitoring – how will you review / improve the measures?
  • Supplier Risk assessments and other H&S policies should all reflect COVID Secure measures eg. have hotels amended fire policies to aid social distancing?
  • Impact assessment of self-isolation / quarantine. As test and trace would require people to immediately self isolate, you need to minimse the impact on your team by eg. keeping your event team apart so that they don’t all have to isolate.
  • Communication – how will you ensure crew, delegates, clients and staff are aware of all measures and comply?

Don’t forget the other risks

A COVID assessment is as well as a normal and full risk assessment. In fact, COVID measures could introduce additional risks – e.g. queues that extend into car parks that could be targets for terrorism.

A Final Word on Staff

Arguably, Event Staff are the ones most at risk in running an event.

Your Risk Assessment should pay particular attention to the way the staff work including the office, briefings, the build and crew catering. Consult with the team on deciding what measures are required so that you can improve compliance when on site and make sure you include systems and information for monitoring and enforcement so that what’s on paper translates into the event itself.

Please note: This guide is aimed at corporate meetings, hybrid or studio filmed events, training courses and conferences. It is not designed with large scale, public events or exhibitions in mind. It is also written for those who do not have a background or much experience in Health and Safety.

Covid Secure Events Training

Sign up at www.brightspaceevents.co.uk/covid-secure-events for updates on guidance and information on their training course. Interactive, online and with a H&S trained Events Expert, this course will ensure you and your team are fully prepared to deliver COVID Secure Events.

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Using gamification – education, fun or both?

One of the biggest challenges for event organisers at the moment is how to improve engagement at their conferences, meetings and events. Gamification is increasing being used, but what are the benefits, particularly in this hybrid world that we now find ourselves in?

As always, objectives need to be set and the programme designed accordingly, but why not make learning fun and different. The goals need to connect with the content and collect relevant data, as well as improving the user experience.

One organiser who tested their audience’s knowledge before the event and then afterwards, found that 97% of people who started the gamification session finished it, and 30 days later 90%+ of the knowledge was retained. This was far higher than when gamification hadn’t been used.

Particularly successful examples of the use of gamification are for sales training and product launches.

The gamification element can be played individually or in teams, so attendees connect and network with other people. It could be used to encourage attendance at future or recurring events as an ongoing competition or ‘re-match’ if scoring is used.

Planners who have introduced gamification say that there are many advantages to using a game format that is designed specifically for the audience:

  • Improved learning experience
  • Higher attendance
  • Different learning environment
  • Measurement of impact
  • Interaction, either face-to-face or via online comments and discussions
  • Instant feedback of data
  • It can be used as an incentive or booking discount tool

Measurements can be in place to assess the success of introducing gamification:

  • Any increase in participation
  • Knowledge on a specific topic
  • Response rates
  • Improved post-event assessments
  • To identify new opportunities

The data that gamification can provide:

  • Who participated
  • How they participated
  • Educational gaps
  • What they liked and disliked

And this can be used for:

  • Future programme design
  • Using profiles to target the right people appropriate marketing
  • Encouraging post-event feedback

Considerations

  • The presenter or moderator needs to be happy and confident to use gamification, which can be done by using a previous example, showing audience participation, their response and the data gained.
  • Different cultures may prefer individual or team exercises
  • Some groups will be happy with a competition, but others will not be comfortable with a public scoring system or leader board
  • Think about whether the results should be published at the time or afterwards, or whether individuals should just receive their own results

Introducing gaming strategies and techniques to conferences, meetings and events does have advantages, particularly data collection and insights in to delegate behaviour, but the key is that it has a well defined strategy behind it and it improves the user experience.

For more information about planning your conference, please call 01780 484051 or email enquiries@edgevenues.com

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Venue concessions: negotiating what’s best for your event

venue concessions

In this blog, we look at some venue concessions you can request to make a contract more attractive and possibly save you money, too.

An event planner knows exactly what they need to make it happen, but on low budgets, not everything is possible. Negotiating with your venue can help make the most out of your event while achieving a few discounts. 

Of course, the more attractive your business is to the venue, the more likely they will negotiate with you. And it can be reassuring to know that the attractiveness of your business is not necessarily because of its value, or the size of your group. It might be because it fits well with other bookings, is on a less popular day of the week, or time of the year. Or it’s an event type that can support the venue in attracting similar business.

A good venue procurement specialist such as Trinity Event Solutions will negotiate on your behalf. So let them know what’s important to you and they will help. The results can often be better by using an agent that negotiates directly.

It’s always worth asking for the important things and being brave, the venue can only say no, meet you halfway or agree! So, what venue concessions can you consider negotiating?

Venue concessions: The hotel or venue

  • Extend the bedroom rate three days before and three days after the meeting dates, in case attendees are travelling from afar and need to arrive early or stay late.
  • Hotels often offer a complimentary bedroom for a certain quantity of bedroom nights. Try to negotiate an additional free room.
  • Enquire about a complimentary or reduced rate accommodation for the event organisers and any individuals needed for set up.
  • Ask if there are any suite upgrades available last-minute free of charge.
  • Request complimentary room nights or dinner for a site visit and planning visits.
  • Ask for a proportion of early check-ins or late check-outs.
  • Request a private luggage storage or cloakroom for attendees to leave bags if the meeting doesn’t match the hotel’s check-out time.
  • Ensure your group has complimentary use of the health club, spa, pool, and any other leisure facilities.
  • Ask the venue if they can offer any free or discounted transfers from the airport or train station.
  • Ask the venue if they have any discounts on leisure facilities, spa treatments or golf for attendees. It is also worth asking whether they can offer discounts for local attractions.
  • If there is a resort fee, ask for it to be waived or discounted.
  • If there is a parking charge? The hotel should be willing to discount it or allocate several complimentary spaces.

Contracting and invoicing

  • Agree with the hotel well in advance on which charges they will post to the master account and which charges attendees will pay. Communicate this to attendees too, so they are fully aware of any charges they may face.
  • Check the minimum delegate numbers with the venue and negotiate, if applicable to your event.
  • Check whether there is a food and beverage minimum spend. If there is, and you are wary your event might not reach it, ask if the venue can lower it.
  • Negotiate a percentage of guest room attrition on the original contracted block.
  • Negotiate on the rates and confirm whether they include service and tax.

The event/ meeting

  • Check the Wi-Fi will support the quantity of attendees. If it is unsuitable, ask the venue to upgrade it free of charge. It needs to cover all meeting rooms, registration areas and catering areas. The capacity of the Wi-Fi is important as many people have multiple devices.
  • If you need to use the venue’s AV equipment, ask if they can make a deal to incorporate it into your event package.
  • Find out what equipment is included and ask for anything else you need. If the venue has it in stock, it may be complimentary.
  • Consider if you need early access, late breakdown, or overnight hold of the meeting rooms. If so, check the venue can do this free of charge for you.
  • Check if the venue provides paper, pens, stationery, water and sweets in the meeting rooms. If not, ask for a discounted rate or complimentary stationery for your event.
  • One of the most popular requests is morning breakfast rolls on arrival. The venue may be willing to add these free of charge as they are not expensive to produce but are great for delegates, especially at early morning events.
  • Ask the venue to include a re-booking clause in the contract. The clause can mitigate the cost if you need to cancel and re-book.
  • Enquire if the venue will offer a multi-year deal at a set rate and/or hold dates for future years. If the event works at the venue and you want to re-book then the negotiation has already been done.

Venue concessions rules for negotiation

  • Only ask for items that are important to you. It’s better to focus on these than a long list.
  • Be fair and realistic. If the venue team understands why you are asking for something, it will be more likely to try and make it work.
  • Remember that the venue has costs too. Don’t negotiate on anything that will negatively affect your meeting, the service, or quality.
  • Think about where the venue makes its profit – that’s where they will most likely be able to reduce costs.
  • Negotiations will be much quicker if you can deal directly with the decision-maker.
  • Be kind. The venue staff will do their best to make your event perfect. But if they can’t offer exactly what you want, be kind and thank them for what they can do.
  • Make sure everything is put in the contract. Ask a colleague or legal adviser to check it before you sign. Trinity Event Solutions Your event specialists should be able to do this for you – you just need to ask!

Remember, you want to be on good terms with everyone to ensure they deliver a successful event. So all parties need to be happy with the venue concessions agreement.

If you would like any help with venue concessions, or more information or advice about booking a venue please call us on 01780 484051 or email enquiries@edgevenues.com

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Conference Content: How to engage an audience

Event organisers have lots to consider when they are planning events, and conference content is a big one! 

Planners must get across their clients’ messaging through captivating meeting or conference content. That point is true whether it the event is live, a webinar, hybrid/virtual, workshops, training, exhibitions and so on. 

Engaging and exciting content will entice delegates to pay attention, understand, and retain the message.

So, how do you get your message across and keep your audience engaged? And if it’s a non-compulsory event, how do you make it attractive enough to ensure bookings?

Here, we look at things you should consider in the planning of your conference content to ensure event success:

  • Who is the audience?
  • What are your objectives?
  • What are the attendee’s objectives?
  • Your messages – that do you need to convey?
  • The key is to offer a solution to their problems or fill gaps in their knowledge.

Choosing the right speaker is essential! Whether it is someone external from inside your business they must have the right skills to deliver the message. 

Ensure they have experience presenting using your chosen medium; they need different skills for face-to-face, virtual or hybrid events. 

Your speaker must be someone people look up to and can learn from. This clout will encourage people to book and turn up.

If it’s a live event, consider the room set-up. Do you need theatre-style, cabaret-style, or classroom-style? Consider whether the attendees need to engage with each other and whether the seating arrangement will achieve the desired outcome. 

Still unsure? Our handy room layout guide can help you decide what will work best for your event.

Whether it’s a hybrid, virtual or live event, think creatively and use production experts who can bring the best skills. Consider the following elements:

Branding. 

Know your brand and follow through with the signage, graphics and colours. Make sure it is easily recognisable throughout the event.

Culture.

Understanding the attendees and their social behaviour can allow you to predict what they will like and not. This understanding and consideration limits the chance of errors and unpopular choices.

Scripts. 

Manage the introductions, cues and prompts, and check in with your speakers about what they intend to discuss. Ensure all of these align with each other, alongside the event goals.

Design. 

Consider using frames, graphics, videos, growing text, animations, images, and filters. How should the session look and feel? Do you want a pre-recorded slide deck, or would it be better without? 

Remember, sometimes a virtual audience has a better or closer view than a live audience. So, if you use video, it might be better at full screen rather than behind the speaker.

Speakers. 

Do they understand the software? Give them coaching to prepare and rehearse. The production company will have ideas about camera angles, roving cameras, microphones, lighting and audio.

Interaction. 

Do you want to include networking, quizzes, demos, competitions, and entertainment? Consider what elements delegates will respond to.

Targeted sessions. 

Think about who you are targeting, their culture, and whether there should be different sessions for live and virtual audiences.

Social media. 

Integrate activity with the content, encourage and remind attendees to join in. Use content from the event to continue to promote the sessions even after the event ends.

Sponsors. 

Do you want to include branded promotions? If these are screened at a live coffee break or networking, how can you successfully deliver them virtually? Ad packages must be captivating, so you might need different media for live and hybrid.

It’s a good idea to have a different person or teams to look after the live and virtual attendees. They can each focus on the best delivery and outcome for their audience. 

Decide in advance whether to use the same or separate content and delivery method in each session. A planner and production team for each segment will be able to meet the goals for their audience.

Overall, understanding the delegates and considering every aspect of the event will allow you to create a captivating event. If you’re still stuck, ask delegates for feedback after the event to identify aspects to improve on.

For help with your conference, meeting or any event, just call EDGE Venues on 01780 484051 or email enquiries@edgevenues.com