Ruthie Coverdale, venue and special events manager, Royal Horticultural Halls, shares some best practise for event organisers in light of the upcoming rail strikes.
With the events and hospitality industries still recovering from the pandemic and with another set of strikes on the way (12, 13, 31 May and 3 June), venues, suppliers and organisers clearly need to be flexible.
Let’s look at the facts and potential possibilities…
1. Make the most of your budget
From the outset, a contingency strategy should be part of the planning to be able to flip from one scenario to another with ease. Budgeting needs to be flexible, with an emergency pot accessible for potential additional aspects, such as taxis.
2. Consider a hybrid approach
Let’s remember, train companies, whilst there are delays, will still run trains, just not a full timetable, so allowing for extra travel time is a must.
Having the ability to reconfigure an event whether it’s a conference, charity gala, awards ceremony or even an exhibition, into a range of different set ups for part live, part virtual, is paramount.
There’s a good case for having a streaming element included in every event which can be edited into a video for website, sales and social media purposes. Plus, having a branded space to interview VIP’s, speakers, winners or exhibition stand holders to live stream engaging content for those elsewhere.
3. Pick a central location
Choose venues that are close to multiple transport links is crucial, with a short walking distance to the venue and local hotel availability, maximising attendee potential.
Understanding from the outset, by including questions in the invitation, the attendees who could feasibly get to the live event and those who would have to attend via streaming.
4. Choose supportive partners
Work with flexible hotel groups, who also have hotels close to your host venue. For example, some hotels offer a 24-hour cancellation policy.
You should also secure a deal with a caterer as to minimum and maximum numbers for the face-to-face event, which can be changed up to two weeks prior, and enquire whether they offer a home delivery service.
Looking ahead
It’s important for organisers to have alternatives in place and for venues to offer ideas as opposed to immediately resorting to cancelling the event.
Of course, in some circumstances it simply may not be possible. But as long as we’re striving for events to take place, it will certainly ease the disappointment and burden of having to re-organise and reschedule if we can just get our heads around plan B, C and D from the outset.
