Conferences are excellent opportunities for sharing ideas and networking with experts in the field. Attending a single conference could help professionals forge crucial industry connections that they wouldn’t have made if they had stayed in their office that week.
Conferences can do a lot of good, which is why it’s important that they go smoothly. If you are involved in the organization of a conference (no matter how small), you should read these strategies to make sure that the event is safe for all attendees.
Securing the Premises with Proximity Cards
One simple way to keep a conference safe is to control access to the venue with proximity cards. By giving only staff members and conference attendees proximity cards, you can prevent non-attendees from infiltrating the event. This is especially important when your conference is discussing industry-sensitive information (like a product announcement that has yet to go public).
You can also secure access with proximity cards for areas within the conference. If there are staff-only parts of the venue or VIP sections, you can use these contactless cards to limit access to these internal spaces to authorized persons. No one who shouldn’t be in these locations should be able to get in.
Proximity card printers like Avon Security Products can also print out ID cards and badges. You can arrange for every attendee to have their very own ID card on a lanyard. The card can have the attendee’s name, photo and position in the field. This should make tracking attendees easier for conference staff and networking easier for attendees.
Minimizing Health Risks
Conferences are notorious for spreading illnesses because they draw large groups of people and keep them in close proximity to each other. In 2020, conferences like the Pacific Dental Conference in Vancouver were deemed superspreader events for COVID-19. This is why it’s important for conference organizers to do all they can to minimize the spread of illness.
These are some strategies that can prevent viral spread:
- Provide Hand Sanitizer: Have hand sanitizer stations available throughout the venue, particularly at entrances. All bathrooms should also have fully stocked soap dispensers to encourage proper handwashing.
- Use Contactless Entry Methods: Viruses can stay on non-porous surfaces like doors. So, to prevent viral spread from high-traffic surfaces, use proximity cards for contactless entries.
- Provide Masks: Provide free face masks to attendees. Masks can stop wearers from unintentionally transmitting viruses like influenza, COVID-19 and RSV.
- Encourage Remote Attendance: Offer virtual options for attendees who cannot attend in person and for people who are not feeling well. Sick guests can participate remotely instead of forcing themselves to attend, which could put other attendees at risk of getting sick.
Preparing for Emergencies
It’s always good to be prepared for emergencies, whether that is an attendee needing medical attention or a fire. Create an emergency evacuation plan and train all staff members in it. Have visible signs for emergency exits so that attendees can quickly exit the building. Make sure that the venue has emergency devices like Automated External Defibrillators (AEDs) and evacuation chairs. If necessary, arrange for medical personnel to be present during the conference.
You want every attendee of your business conference to go home safe, healthy and happy that they came. So, use these safety strategies. The event will be a lot smoother when you do.
