What are the tips for holding leadership summits during COVID-19?
- Establish clear communication with executive teams
- Keep participants updated with health protocols
- Consider changing the venue layout
- Manage crowd density to observe social distancing
- Prepare sanitation tools
- Have a plan for participants that exhibit symptoms
Large-scale leadership summits are held every year to align heads of organizations, develop effective solutions to a wide array of issues, and fuel collaboration. Given that high-profile individuals are often the participants, planning a summit involves tremendous planning and resources. This fact is especially heightened due to the ongoing pandemic situation. There is the question of selecting the right venue, how to maintain engagement, and ensure the safety of participants as well. Despite these challenges, there are tips for holding leadership summits during COVID-19 that prioritize health protocols.
Even under the general community quarantine (GCQ) status, summits are seen to press ahead to address leadership topics and challenges, such as the ASEAN Summit and National Women’s Summit which decided to integrate their goals and agenda in-person.
As function rooms in Manila for rent reopen their doors such as from World Trade Center Metro Manila, there are certain health and safety measures to implement. Applying these tips can allow the industry to seize the opportunity to harness collective knowledge from frontline executives of organizations. Continue reading to learn more.
Establish Clear Communication With Executive Teams
Before the leadership summit, clarify the roles and responsibilities of key personnel and define the safety objectives for the summit. It is crucial to establish clear communication with them regarding the safety of the event. This involves discussion of the health protocols to be implemented.
Everyone on the team must be on the same page in maintaining the safety of participants. You do not want to end up hosting a summit that lacks coordination, which in turn, can heighten the participant safety risk.
Aside from discussing the agenda for the summit, briefings should contain the latest updates on health protocols advised by public authorities.
Today, venues are asked to closely monitor guests. There should be temperature checks in place, the hands of participants should be sanitized, and they must wear face masks before being granted entry. Complete guidelines can be shared by venues, such as World Trade Center Metro Manila’s B.E. (Business Events) SAFE Program. Some local government units (LGUs) may also require the use of face shields.
Keep Participants Updated With Health Protocols
Take the time to inform participants about the hygiene protocols being implemented on the day of the leadership summit. This would not only ensure the safety of everyone but also let them know what to expect when attending the event.
Make use of online platforms and infographics which include information such as the implementation of social distancing, wearing of face shields and face masks, access control, and the like.
Consider Changing The Venue Layout
As stated earlier, leadership summits are held to align participants and come up with development strategies. Event heads may be wondering how to promote engagement, while still maintaining the safety aspect. Changing the venue layout is one of the best ways to address this need.
The roundtable seating arrangement is commonly used in leadership summits to facilitate the exchange of ideas among participants with ease. However, with the current COVID-19 situation in mind, you would want to opt for traditional theater seating where proper social distancing can be achieved.
In addition, there should be floor markers in place as well. This helps avoid overcrowding and reduces the risk for virus transmission.
Manage Crowd Density To Observe Social Distancing
As you may know, the COVID-19 virus is transmitted through respiratory droplets and particles. To reduce the risk of infection, manage the crowd density.
A strategic way to go about this is by keeping track of the attendees before the day of the leadership summit itself. To avoid overcrowding, you can also opt to choose a venue that is spacious enough for all your participants. Since the venue will be operating at a limited capacity, the recommended populace for a single live event is at 10%, with respect to the size of the exhibition halls. The idea is to maintain the 6 feet distance from one another which is why World Trade Center Metro Manila has halls and room occupancy guidelines that can be followed.
Prepare Sanitation Tools
One of the most important tips for holding leadership summits during COVID-19 is to prepare sanitation tools. There is a risk for infection in high-touch surfaces. To mitigate this risk, sanitize thoroughly every surface periodically. There should be enough supplies of hand sanitizers and cleaning implements around the venue as well.
Event teams should be ready with extra masks and other protective equipment in the event staff may need more.
Have A Plan For Participants That Might Exhibit Symptoms
In the event that a participant exhibits symptoms, you must have a concrete plan. This includes setting up an isolation room, available medical experts or help, and providing transportation to medical facilities if needed. It is also a requirement to let local authorities know about the detected case especially since it took place in the event.
Key Takeaway
This guide rounded up the tips for holding leadership summits during COVID-19. Keep in mind that the priority is to ensure the safety of everyone — be it the event planners or participants. It is most important that people implement and follow health protocols to mitigate the threat of infection.
