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Conference Venues Event Planning Guidance 2023

November 29, 2022

Here at Cavendish Venues, our conference venues have been experiencing cancellations and this time round it is not regarding Covid but to do with the strikes and on top of that the cost of living.

We all know since the pandemic; security became a vital part of our lives. This is the reason we thought we will help you get through to next year to ease your worries and if any unexpected occurrences happen you know what to do without needing to panic.

Check your contracts and cancellations clauses

During Covid, it was normal for suppliers and event venues to offer cancellation clauses to attract customers to book. However, since Covid restrictions will not play a significant part in 2023, our policies are much tighter especially with the RMT strikes.

You need to ensure you have reviewed our venue and suppliers’ policies carefully, this will help you to know what cover is included if you or your suppliers need to cancel your event.

We highly recommend looking into event insurance to cover travel and the event itself, specifically if your event involves international travel, or it is at higher risk of things going wrong.

Have hybrid in place

While events are now widely back to being in-person, it is worth your while to have a hybrid conference feature to bring in a wider audience and allow guests to attend from elsewhere. This means if the delegates or speakers cannot travel on the day, they will still be able to participate in the event.

Have a backup tech platform for live streams

If your live stream is not working out, you need to have a backup plan. Ensure you have an emergency backup live stream prepared just in case of an emergency. You should also create a strategy to keep your attendees up to date and direct them to the new platform if required.

The other backup option you could have in place for workshops or meetings is to offer a conference call option. This way if you lose an internet connection, participants and speakers can re-join without needing Wi-Fi.

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