This post is part of the HopSkip Live Event Success Series where we interview planners and the other key players involved in creating a safe, successful live event during covid-19. Keep and eye out as we release more stories like this over the next few months.
Event overview: AAPL’s Annual Conference, November 15-16th 2020 LV Caesars Palace, Linda Hyde of AAPL (American Association of Private Lenders), Managing Director.
What were the top few things that made you feel confident that you were set up for success to have your first live event since the start of COVID-19?
The hotel protocols were really important to us. Caesars seemed very prepared and drove our confidence. We did a hybrid portion as well for those members uncomfortable with travel so they can participate with live attendees as well. Also the local governmental restrictions and guidelines for both staff and attendees were paramount in making a safe and confident decision.
What was the deciding factor between virtual or in person?
We had quite a few members pushing for the live event, and asking that if it can be done safely they would love it. This feedback was the impetus in moving forward with face to face.
How did you find out that your attendees would be willing to travel to and attend a live event?
We just set up our standard registration and marketing process. Also, we made it very clear we were moving forward with holding the live event. One of our first people called me and asked are we flying or walking to Vegas, because I’ll be there! Local governmental restrictions allowed us to communicate the safety protocols as well.
Did you receive any feedback from your attendees leading up to or following the event regarding if they felt safe?
Yes we had quite a few get nervous as the news reported Covid spikes and those attendees flipped to virtual at the last minute, but the more we put out which protocols we were putting in place as well as having the hotel do the same eased those concerns. This content included a fact sheet, webinar, website, and an app. Members felt like we were doing everything we could do to keep them safe. During and after the event, attendees consistently gave great feedback on safety and all feedback since then has been positive.
Did the number of attendees change compared to prior years?
Absolutely, last year we had 555 and 63 vendors. This year we had in total 286 between the virtual and physical evet. Live event attendees numbered 186 and 20 vendors. Hybrid was key to keep more attendees and vendors involved.
Were hotels’ safety protocols and communication of them a deciding factor in choosing a property?
I signed the contract in advance two years ago but their protocols they implemented moving forward was important and that was the factor that led us to deicing to hold our event at Caesar’s. They were the only hotel doing conventions and prepared for it in this COVID-19 climate.
What did the hotel do to ensure safety compliance?
Traffic was designed with a one way in and out of the meetings set up. There were six feet distancing stickers and all staff were masked and wearing gloves when food and beverage were served. Our staff and the hotel’s constantly reminded people to stay seated if eating or drinking and to put masks back on politely. There was a great amount of signage, sanitizers, and even thermal imaging cameras at the door and our staff checks temperatures as well.
How was the process of doing physical distancing room layouts? Space to rooms ratio?
We had a full ballroom. Last year we split it into 3 rooms for our 500 attendees. This year we had the three together and 120 in the same room. Four to a table at a round and space between each table. Caesars gave us several ballroom options as well.
Did you find the F&B minimum to be more expensive or less expensive before COVID-19?
We found it to be less, they waived our minimum and worked with us. We ordered exactly what we needed to have for our number of guests. Coffee attendants and extra servers were covered by the hotel, but we paid for the extra bartenders because of need for safety. In the mornings we had a breakfast stationed with an attendant serving you and it was individually packaged but had to be eaten sitting down in an area. Other meals were plated and served, even hors d'oeuvres.
How did masks and physical distancing affect attendee networking?
I don’t know if it did since we created our own app to help ease that concern. We have a networking session every year, this year we didn’t want to forget it but instead we spaced everybody out and instead of exchanging business cards you can exchange info via the app contactless. People were able to have great conversing and networking. We made the name badges huge to get away from people not recognizing their face due to masks.
Is there anything you wish you did differently when preparing for the event?
There’s always things you can do better. I would say the need to communicate the protocols more and more, since you can never do it enough, to make sure staff and attendees are following the rules in place.
As a result of COVID-19, will your target destinations change from traditionally popular markets to regional, drive-to, and less densely populated cities?
Not for us because we are always going back to Vegas. For in person were looking to change to secondary or tertiary cities for both a cost and safety reason.
Has COVID-19 affected brand loyalty in any way?
I would say it has strengthened. We have seen our members really appreciating what we have been doing. People have called and asked to sponsor just to support us. Our relationship with Caesars was strong before but even stronger now because they bent over backwards and were so grateful to have our meeting and did everything they could to make us safe, comfortable and successful.
As a result of COVID-19, did your sourcing workflow change in any way? More approval gates, contract negotiation, hotel communications?
Yes more so in the contract negotiation process, specifically to make sure we have failsafe in place in case something goes on with Covid and there’s a surge.
This post is part of the HopSkip Live Event Success Series where we interview planners and the other key players involved in creating a safe, successful live event during covid-19. Keep and eye out as we release more stories like this over the next few months.