Back in the room
What happened when we met face to face again?
After months of online get-togethers, associations are making a tentative return to in-person events – and the results have been overwhelmingly positive. We spoke to five organisers about being back in a room together and considered the challenges of reconvening in the ‘new normal’…
Jon Bruno, executive director, The International Ecotourism Society
Jon Bruno, executive director, The International Ecotourism Society
Event: Ecotourism & Sustainable Tourism Conference 2021 (Dedeman Tokat, Tokat, Turkey - July 2021), attended by 341 delegates and 766 attendees
What were the key successes of the event?
We had some good luck, and some very good planning by our vice president Murtaza Kalender, so our very strict Covid protocols worked. We held all large dinners and group lunches outside; we even had a late-night riverside event, with gondolas and a coloured fountain.
What were the unforeseen challenges?
We lost a keynote, five speakers and at least 50 delegates to Covid restrictions. There was just nothing to be done about it. If your government says they will not accept passengers from certain countries, there is no way you can mitigate that.
What Covid safety measures did you put in place?
Our venue, Dedeman Hotels, was extremely strict, handing out masks to those who didn't have them, placing hand washing stations at all entrances and exits, and detailing Covid protocols they already had in place. They already had social distancing with signage well established in all areas.
How did people behave?
People were so eager to see other people and enjoy real human company that they didn't complain at all about the strict measures we took. In all, I think ICCA's Kaohsiung Protocol was very effective. This experience showed me that events can happen in the most difficult of times, that people still love to eat, drink, dance, learn, and network in person.
Ira Hajdamacha, director client accounts at Kenes International
Ira Hajdamacha, director client accounts at Kenes International
Event: Second Joint Congress of the INS European Chapters (e-INS 2021) (Palais des Congrès de Paris, Paris, France - September 2021), attended by 490 delegates
What were the key successes of the event?
This was only the second event of this series, and it was almost as well attended as the first in 2018. Meeting in-person felt quicker, better, more productive and most of all – more human. It was exciting and on-site it felt as if there was something going on all the time.
What were the unforeseen challenges?
The mandates and rules from the country posed a real challenge, as we knew they could change at the last moment. We needed to adapt how we serve food during the day, and effectively check the health passes of all delegates at the entrance.
What Covid safety measures did you put in place?
Masks were not required by law (for this event size), but we highly recommended them. We provided branded masks with the congress logo to all delegates. There was no social distancing required, but the venue and set-up provided enough distance and options for all participants to sit apart.
How did people behave?
Most people that met for the first time seemed to opt for fist-bumps rather than handshakes. But people that knew each other were more open. It seemed that people also hug less, and they chose to sit at some distance from others too.
Rosangela Quieti, managing director AIM Italy at AIM Group International
Rosangela Quieti, managing director AIM Italy at AIM Group International
Event: 20th edition of the European Society for Organ Transplantation (ESOT)’s Congress (MiCo Convention Centre, Milan, Italy - August/ September 2021), attended by 1,200 participants (plus 1,400 online)
What were the key successes of the event?
Delegates really appreciated the opportunity to network and exchange experiences with other colleagues. They confirmed that discussions during the live Q&A sessions still remain more exciting and interesting.
What were the unforeseen challenges?
The daily monitoring of rules for entry into Italy, access to the convention centre, and updating the relevant information on the website as well as preparing specific communication for all the stakeholders.
What Covid safety measures did you put in place?
We prepared a safety and security plan to respect the main criteria for in-person events, in line with Italy’s latest regulations. Safety was a major concern: some of the measures include the Green Pass checking of every attendee, separated entry and exit flows, body temperature measurement at entrances and hand sanitising stations throughout the venue, as well as an upgraded cleaning service. Everyone who needed a Covid-19 test to return to their origin country could book to receive a swab test on-site for free.
How did people behave?
The perception we had during the four days was that the delegates felt very comfortable. The preventative practices like face mask-wearing and social distancing allowed delegates to attend sessions and courses in a way that helped them see some sense of normality returning.
François Chritin, director associations solutions & engagement, MCI France
François Chritin, director associations solutions & engagement, MCI France
Séminaire de Dermatologie Pédiatrique de l’Hôpital Necker (SDPHN) (Maison de la Chimie, Paris, France - June 2021), attended by 279 participants, almost half of whom were online
What were the key successes of the event?
The creation of a dedicated digital platform with access to live sessions and replays (for six months), as well as the interaction between participants and with moderators. We also had increased exposure for exhibitors from in -person participants as well as virtual visitors; overall, participants enjoyed having the choice to join in-person or virtually.
What were the unforeseen challenges?
Moving from 100% in-person to a hybrid format in a short lead time and having to design and develop a digital platform one month prior to the event. We also had last-minute changes to the programme: one of our keynote speakers was told he had to isolate, so we had to set up his session virtually at the last minute. Without a hybrid format and the digital platform, this would not have been possible.
What Covid safety measures did you put in place?
Delegates were required to wear masks and social distancing was practised, with only one seat out of two used in the session room, and only five people per table for the seated lunch. There were other measures too, like no walking coffee in the expo, one-way traffic flow and more.
How did people behave?
Everyone respected the rules and those attending were really happy to be able to meet face-to-face again.
Smara Iglesia, managing director Kenes Spain at Kenes Group
Smara Iglesia, managing director Kenes Spain at Kenes Group
AABIP 2021 Annual Conference (Hilton Baltimore Inner Harbor, Baltimore, USA - August 2021), attended by 415 people with a further 245 online
What were the key successes of the event?
The online element brought additional delegates to the event and opened a new channel of communication to AABIP. Hybrid is indeed a format to remain for the future, as both forms had highly engaged participants and the feedback was outstanding.
What were the unforeseen challenges?
The team that worked on the event found out they couldn’t travel to Baltimore only three weeks prior to the event, due to the latest travel bans. Very quickly a new team had to be put together and briefed. Additionally, due to the high volume of speakers, with almost half online, there was a need for a sufficient team to ensure the smooth operation of the online event.
What Covid safety measures did you put in place?
We made sure to communicate clearly what the State of Baltimore required of us. There was no mandate on social distancing, but we set up additional space for three times the expected attendance to give options to all participants. Vaccination or proof of immunisation was requested at registration and again on-site.
How did people behave?
It felt natural to be together again. Everyone is now used to respecting the new regulations and wearing masks, for example. It felt great to feel the buzz in the venue, and even the smallest moments, such as carrying crates and setting up the stage, were filled with so much joy and enjoyment from the whole team.
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