Need some ideas for how to go about booking and organising an event venue during COVID-19? Here is our guide on what to look for when planning your next event in Sydney, whether it be face-to-face or a virtual meeting.
Important Considerations for Events
When organising an event, conference or meeting, we understand there are challenges even at the best of times. It’s now more important than ever to ensure you have flexibility with the terms of booking your next event space, without compromising on high-quality service. You also need to factor in the technical capacity to support virtual meeting hosting to a large number of remote clients, whilst domestic and international travel restrictions remain in place.
The Covid situation in New South Wales and the rest of Australia is ever-changing, with uncertainty around what could happen in a few days time, let alone the weeks and months ahead. Here are a few things to prioritise when planning your event in these current circumstances:
Know Your Numbers
To ensure you comply with the current New South Wales government regulations, the number of people allowed in any given space may vary. However, as a general rule, event participants must be able to physically distance themselves by 1.5 metres. Knowing the size of your venue is a must for planning your guest list and at Crowne Plaza Coogee Beach, your dedicated Meeting Planner will be able to discuss room capacities and explore the options that will work best for you.
Regardless of the size of your event, the current health and safety procedures must be followed according to the latest measures on the NSW Government Website.
Flexible Cancellation Policies
Lockdowns can occur with short notice and may mean you need to completely change your event plan. Ideally, choose a location that can adapt to a variety of circumstances and a venue that is able to be flexible with you and your guests, offering support if issues outside of your control arise.
At Crowne Plaza Coogee Beach, our Meet with Confidence policy not only allows you to elevate your event with bonus extras, but gives you complete confidence in booking your meeting with an adaptable venue. With flexible rescheduling terms and the ability to extend corresponding guest room bookings, enjoy a hassle-free experience should you need to postpone. Meet or stay by 31 December 2021, and the hotel will secure you with zero cancellation or attrition fees.
Outdoor Spaces
Having an outdoor space in an event venue can be a great way to overcome space restrictions. Not only can it be used to give your guests somewhere they can feel comfortable and safe, but it can also add a little extra interest to your event itself.
With the recent government announcements that fully vaccinated people will soon be able to socialise in outdoor spaces, it is more important than ever to find a venue that can offer this to give your event the best possible chance of going ahead as planned. The Crowne Plaza Coogee Beach Experience Gallery has verandah access, offering flexible networking opportunities whilst ensuring you adhere to local legal requirements at your next conference.
Safe Food Options
If you're planning an event that's longer than a few hours in duration, offering a food option can create a positive experience for your guests. However, in accordance with government regulations, it is a good idea to check what your venue does to provide a safe way for your attendees to enjoy refreshments.
When choosing your venue, look for catering options or packages that will suit the style of your event and are appropriate depending on the duration. While buffets are currently off the table, individual grazing platters or alternate drop meals are a safe and delicious option.
Good Health and Safety Protocols
Before COVID, you probably didn't think too much about the cleaning standards at event venues. However, this is now a key consideration - no matter where you choose to host your event. To keep your participants as safe as possible, stringent cleaning policies that meet or exceed industry standards are a must.
As an IHG venue, we ensure our meeting rooms and event spaces are regularly cleaned and disinfected. Learn more about our IHG clean promise and commitment to the highest level of cleanliness and feel assured that your attending guests can enjoy themselves in the safest way possible.
Interactions with Staff
Check-in and check-out stations at events are critical points for overcrowding and possible transmission. So, make sure your event venue has a plan for these danger points that includes minimising your attendee's interactions with event venue staff as well as each other. At Crowne Plaza Coogee Beach, your dedicated meeting planner is your primary point of contact and will be your go-to both in the lead up to the event, and on the day.
Safety Briefings
It can be challenging to keep up with the latest information on staying safe in Covid times, and your attendees can't obey the safety rules if they don't know about them. That's why your event venue should provide a safety briefing in some form so that attendees know about the venue's rules and best practices during the event.
Capacity to hold Virtual Meetings
More than ever organisations require technology that connects employees and employers virtually. Stay connected at Crowne Plaza hotels across closed borders with meeting technology that makes Virtual Events or Hybrid Meetings a breeze.
With Crowne Plaza Sydney Coogee Beach as the Host Hotel, Avestar Audio Visual can connect you to key capital cities on your preferred meeting platform from as little as $700 per day. Based onsite, their Technical Services managers can recommend the very best products and tailor proposals for your specific needs. For more details, review our current Virtual & Hyrid meetings offer available.
THE CROWNE PLAZA EVENT EXPERIENCE
Crowne Plaza Coogee Beach is using creativity and style to bring back in-person events and to add that little something extra to every virtual meeting. With a dedicated meeting planner, our beachside hotel is back on the corporate scene with a new look and a top-tier approach to Covid safety.
The hotel's redesign now features:
- 13 meeting areas with more than 1,450 sqm of space.
- A variety of different rooms to suit any event or meeting.
- Built-in Audio-Visual equipment with multi-room connectivity. This includes Hybrid Meeting Technology from $700 for virtual meeting hosting.
- Flexible rescheduling terms with the 'Meet with Confidence' offer, valid until the 31st of December 2021.
- The Crowne Plaza Coogee Beach Experience Gallery, which has verandah access for networking during restrictions.
- A comprehensive Covid safe plan for events.
- Brand new event dining concepts and menus.
- World-class cleaning processes.
These new meeting spaces can work for a range of business events – from internal meetings to seminars, workshops, and cocktail events. They're the ideal choice when you're looking for an alternative to a virtual conference or event.
Why not check out our 360 degree Virtual Tour here!
THE TAKEAWAY
Hosting a virtual meeting or conference is a great option in these uncertain times, but there's nothing quite like an in-person event. That's why the best event venues are being creative, innovative and proactive in their approach to event planning. Stay up to date on the latest restrictions for events in Sydney and rest easy knowing you have chosen an event space at Crowne Plaza Coogee Beach that has a plan moving into the summer months and can keep you and your guests comfortable and safe, for a seamless and successful experience on the day.