With so much information regarding events floating around, below we answer the most common questions you have on the return of live events.

When can face-to-face events return?
In new guidance issued on 06 April, the government has clarified how the UK will emerge from lockdown. Here’s what it means for events:

  • Now: In-person meetings for work, training or education purposes can take place now, but only if entirely necessary, and if the venue can demonstrate it has followed COVID-19 guidance.
  • 12 April: Outdoor events will be allowed with restrictions.
  • 17 May: Large indoor events should be able to resume. (1,000 people or 50% of a venue’s capacity, whichever is lower at indoor events or 4,000 people or 50% of a site or venue’s capacity, whichever is lower at outdoor events).
  • 21 June: All being well, all events will be allowed.

What type of events can I hold when they return?
You can hold any type of business event when they return. This could be an Exhibition, Conference, Product Launch, Roadshow, Training, Gala Dinner, Awards Ceremony, Charity Auction, Private Dining, etc. as long as the relevant Covid-19 guidance is followed.

What size events can I hold?
You are restricted to 1,000 people or 50% of a venue’s capacity, whichever is lower at indoor events or 4,000 people or 50% of a site or venue’s capacity, whichever is lower at outdoor events.

Capacity restrictions must be adhered to at any point throughout your event. For example, a theatre can admit over 1,000 people in a single day, but no more than 1,000 people at one time. If an event runs over the course of multiple days, no more than 1,000 people should be admitted at any one time over that period.

If a single venue hosts multiple different events at one time, and the attendees of each event are separated for the duration of the event (for example, a cinema with multiple screens, or an exhibition centre hosting multiple business events), the 50% capacity cap will apply to each individual event, rather than the venue.

Can I conduct a Site Visit in the meantime?
From 29 March site viewings at business event venues have been permitted, for a future work-based event, if these cannot be carried out remotely. Covid-19 measures must be adhered to i.e. Social Distancing, Face Masks, Sanitisation. It is also worth conducting the newly announced Rapid Coronavirus Test the morning of your site visit prior to departing for travel.

You will need to contact your venue to see if they are willing to conduct your site visit as Hippo Events have found that with some venues still closed, they are unwilling to conduct site visits until they officially reopen (17 May).

What is availability like at Venues at the moment?
Confidence is very much on the increase for Q4 of 2021 and with that has come a huge bottleneck for space at event venues. Whilst it is always worth conducting a Venue Find to establish available venues (as we always say; if you don’t ask, you don’t get), space is becoming harder to come by due to a recent surge in event enquiries and venues honouring events which have been delayed the past 12 months.

With this in mind, and with the pent-up demand for events, we expect availability to remain hard to find for the majority of 2022. If you are planning to hold any events next year it is certainly worth thinking ahead now, even if it does seem far away, if you act early you won’t be disappointed.

What about the rates?
Rates don’t appear to have changed all that much from pre-Covid quotations. The main point of difference at the moment is the availability and that most venues are working off a “first come, first serve” basis i.e. whoever signs the contract first gets the space. This is to ensure they are filling their books and making up for lost revenue.

I’m hesitant to book a venue for a live event this year…what shall I do?
Pick up the phone and speak with us. Let’s chat it through, establish your circumstances and advise accordingly. There is no ‘one answer fits all’ as every organisations situation and event are unique. The general feeling in the industry, and given that the Government are still on track with their milestones, is that events will certainly be returning after 21 June.

What will live events look and feel like when they return?
Face-to-face events will look and feel slightly different for the foreseeable. There are so many aspects to be considered – one-way systems, social distancing, face mask wearing, minimising touch points and handouts, served dinners (or bento boxes) over buffet food, floor stickers and so on. This doesn’t mean your event cannot successfully take place, but it just means measures do have to be in place to mitigate risk.

Hippo Events are an accredited “Safer Events Organiser”. This certification provides us with all the knowledge we need to plan Safer Covid-19 conscious Events. We advise on the best routes to take for minimising Covid-19 transmission at your events, plus we write the most almighty Covid-19 specific Risk Assessments!

Will I need a larger than usual venue due to Social Distancing?
The short answer is, yes. For the foreseeable future Social Distancing is here to stay – but who knows how long for? Venues can operate at 50% capacity or up to a maximum of 1,000 attendees, so you’ll have to look at a larger than usual venue to fit your attendees.

Can I still hold the event Virtually as well?
Absolutely you can – holding a Face-to-face and Virtual event at the same time is called a Hybrid Event. There are several additional elements to think about when it comes to this, so please give us a call and we can chat through it in more detail.

How do I find a suitable venue?
Comparethemarket’s meercat, Aleksandr Orlov, has it nailed down when he says, “Simples!”. The answer? It’s simple – give Hippo Events a call. We will find the appropriate venue for you and for free, using our Global Venue Finding Service.

To discuss how Hippo can assist with your event organisation through our Event Project Management and Global Venue finding services, please contact us – we’re here to help. Hippo.