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Barley Mow Centre, 10 Barley Mow Passage, London W4 4PH

InFocus: Return to Onsite Events


Author: Eden Comins
Job Title: Marketing Executive

Telescope in hand looking over a lake, image from blurry to focussed.

“Whilst Outsourced Events rapidly pivoted to a rigorous and successful virtual events programme over the last 18 months, nothing will replace the buzz of executing our live events services and being onsite, interacting with the delegates. It was great to be able to do that again.” Said Rebecca, the Event Manager overseeing our the first event that allowed the team to return onsite following the emergence of the pandemic.

The team agreed, to see a venue full of smiling delegates and to work with our team on site again was a great feeling, the room was full of people and created a great atmosphere.

Enotria & Coe Decameron Annual Wine Tasting

On Monday September 6th, after 554 days, some of the Outsourced Events team finally returned onsite with the Enotria & Coe Decantment at The Brewery. Event Managers Lauren Mooney, Rebecca Henderson were joined behind the registration desk by Event Executives James Porter and (making her Outsourced Events onsite debut) Amy Smith.

The delegates, understandably were keen to collect their badges quickly and  make their way through to the venue,  visiting stands and to network with fellow delegates for what was the first time in a while for many.  The Outsourced team provided a swift and effortless registration process, issuing badges for over one thousand people and were thoroughly excited to meet and greet the arrivals, removing any apprehension attendees may have had about attending an event mid-pandemic.

OE team stand alongside Enotria & Coe Decantment pull up banner
OE team (from left to right Amy, Lauren, Rebecca, James) stand alongside Enotria & Coe Decantment pull up banner

Covid Regulations

Covid restrictions are everchanging and developing, at the time of the event the following regulations were in place to ensure that all could enjoy a safe event.

Outsourced Events Staff:

  • Prior to the event the Outsourced Events team all had to produce a negative lateral flow test result.
  • Whilst onsite and moving around the venue the team wore face masks.
  • At the registration desk, the team were stood behind a Perspex screen and had access to hand sanitiser which they were encouraged to use regularly.

Delegates:

  • Prior to the event all delegates had to produce a negative lateral flow test result.

The Brewery*:

  • All food was served from stations in individually portioned and sealed boxes, in order to both reduce contact time and increase service speed.
  • Perspex screens were placed where needed throughout the venue.

*All information regarding The Brewery’s Covid-19 Guidelines and Measures can be found here

Prepare for the worst, hope for the best

It was the first event that we were back onsite for and despite all the planning and preparation, things didn’t go perfectly to plan, at least not to plan A.

All good event planners always make a plan A, B, C, D…(even at times, up to Z), this for us was more important than ever as we returned to the live events and indeed we had a created a series of contingency plans.

 Unfortunately, just three days before the event a  member of the onsite team tested positive for Covid.  Of course, we took this in our stride, and reverted to plan B, simply sending another member of the terrific team that we had placed on standby, in case such a situation arose. They slotted in seamlessly and were thrilled to be able participate in the execution of this successful event.   

We all know, event planning can be hard with Covid continuing to impact upon people’s health and at times causing havoc with travel and local restrictions, plus the impact Brexit is having on shipping is adding to the challenges. However at Outsourced Events; our event planners are flexible and accustomed to building back-up plans, they are trained to foresee and overcome challenges, so our clients don’t have to worry about running events in a constantly changing landscape.

To find out more about how Outsourced Events can assist you in realising your vision for the return to in-person events and smooth the process please get in touch now via email or by calling us on +(0)330 460 6007.

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