During COVID-19, Hold Your Next Meeting Outside

September 28, 2020

De-de Mulligan

De-de Mulligan is a digital marketer, blogger and President of Mulligan Management Group, a full-service, boutique marketing agency. A former meeting planner who received the MPI Ohio Chapter’s Planner of the Year award in 2006 and 2012, she brings a unique perspective to her blog posts, including for Rentacomputer.com. You can connect with her on Twitter and LinkedIn.

Sunny days are upon us, followed by star-studded nights. Wouldn’t it be fantastic if you could bring your typical indoor event outside? The answer is you can…but you need a plan! Focus on how to make the most of the great outdoors, so every one of your attendees can feel safe and engaged.

COVID-19 Planning Guidelines:

Sweat the Small Stuff.

If you are planning an outdoor event, you still need to consider:

  • Lighting: Do you need it? What kind of light is best – LED, pinpoint, or overhead? Work with your venue’s A/V specialist to discuss options.
  • Sound: Do you need microphones and a sound system? Remember that sound travels over longer ranges outside, so a sound system may not be necessary. Also, each person that speaks will need to sanitize their mic with an alcohol wipe before handing it off. 
  • Heaters: Does the venue offer them? How much heat does it put out, and over what area? Have a few on standby just in case.
  • Seating: Are people spaced six feet apart at the tables?
  • Linens: Do you need them? If the tables are in great shape, there is no need for them. However, if the tables and legs need a makeover, spandex linens are a good option.
  • Centerpieces: Do you want them? LED candles for an evening event can provide a creative component to the table setting.
  • Hygiene: Have plenty of hand sanitizers and disposable wipes on hand. 

Place Goody Boxes at each Place Setting.  

Include in the box a disposable mask, sunglasses, sunscreen, aloe, and bug repellent. Many attendees will be thankful for the gift and it's a good reminder of your event.

Provide Shade for a Daytime Function.

Strategically placed umbrellas, chairs under trees, and providing a tent are all good options. Remember, it is usually 10-15 degrees cooler in the shade.

Keep Bugs Under Control.

An outdoor event can draw all kinds of insects, from bees to mosquitos. Ensure the venue is swept two-three days before for nests and then spray for mosquitos 12, 8, and 4 hours before the event.

Select Technology Carefully.

Outside events may or may not require the same technology as indoor functions. Check into the lumens on the projector, whether mobile technology can easily be viewed in direct sunlight, and make sure all A/V cords are secured to the ground and hidden out of sight. Lastly, make sure the Wi-Fi works effectively outside.

Make Sure Your Food and Beverage are Contactless.  

No buffet or butler style service should be available.  If you have an open bar, have plenty of hand sanitizer, Clorox wipes, and napkins on hand. 

Have a Different Date Locked in if Inclement Weather Strikes.
 

Benefits of Outdoor Meetings

  • It’s considered the safest way to meet in a COVID-19 world.
    While it isn’t impossible to get coronavirus outside, the risk is greatly minimized, especially if individuals are at least six feet apart.
     
  • Fresh Air and Sunshine. 
    Nothing invigorates a team like getting outside from the four walls of a conference center. Also, according to the World Health Organization, 15-20 minutes of sunshine fights depression and can ward off illness.

This article was originally published on the Mulligan Management Group website.

 

Don’t miss any event-related news: Sign up for our weekly e-newsletter HERE and engage with us on Twitter, Facebook, LinkedIn and Instagram!

Add new comment

Partner Voices
One of the most iconic names on the Las Vegas Strip just got an upgrade. Mandalay Bay has everything that your business needs from a refreshed convention space designed to inspire productivity and creativity, to an impressive selection of world-class restaurants and amenities. If you're looking for a venue that's both inviting and innovative, you have to be here. New Wave Experiences Mandalay Bay continues to invest in a new wave of enhancements both in the convention space and within the resort as a whole. New restaurant openings including Orla by Michael Mina, drawing inspiration from the award-winning chef’s childhood in Egypt and with flavors and décor inspired by the spices found in markets common to coastal Mediterranean towns, as well as Caramá by Wolfgang Puck, bringing the essence of Italy and spirit of Wolfgang into one concept, are recent additions. The Four Seasons Hotel Las Vegas also experienced a recent remodel of all 424 rooms. Swingers, a high-end, adults-only golf and entertainment concept will debut in Fall 2024. Enhanced Technology Creating a truly effective conference venue requires careful thought into what a business needs: the right technology, capacity, and inspiration to bring ideas to the next level. As part of the resort’s refresh, Mandalay Bay implemented state-of-the-art technology upgrades, installing cutting-edge Cat6A Ethernet cabling throughout the convention center. This advancement doubles the frequency of data transmission, enabling lightning-fast speeds up to 9400% faster. The convention center now boasts 11 dynamic digital walls, spanning up to 24' x 13', strategically positioned for brand placements, sponsorships and targeted event messaging. Additionally, attendees can benefit from 20 double-sided 55" mobile flexible display units, facilitating effortless navigation to meeting rooms and events. RFID locks were installed on all meeting room doors, and over 200 motion detection cameras have been placed throughout the space. Refreshing New Design & Fine Art The newly remodeled convention space provides a bright and vibrant atmosphere that complements Mandalay Bay's tropical-inspired brand. Featuring white-washed walls and ceilings adorned with bold floral patterns in cerulean and coral tones, the space is complemented by warm walnut accent walls. In addition to the redesign of all pre-function spaces, meeting rooms and ballrooms, Mandalay Bay's 1 million square feet of exhibit space has undergone a rejuvenation, including new paint, covered pillars and relocated strobe lights. Sustainable Spectacles Mandalay Bay is committed to Focused on What Matters and creating more responsible meetings. Refillable water stations all available around the resort, cutting unnecessary plastic usage from single-use bottles. The Mandalay Bay campus’ recent upgrades represent a bold step forward in redefining the Las Vegas experience. With a focus on innovation, sustainability, and unparalleled service, Mandalay Bay sets a new standard for excellence in business hospitality. Whether you're seeking cutting-edge conference facilities, world-class dining options, or simply a luxurious retreat, an unparalleled meeting experience awaits.