Quick Tips for Hosting COVID-19 Safe Meetings

Not too long ago, one of the most Googled questions was ‘how to host a Zoom meeting for the first time’. Due to the COVID-19 pandemic, boardrooms were suddenly out, and virtual meetings were in. They became a feature of our daily working lives and came with plenty of pros and cons. However, with restrictions on work-related gatherings lifted people have started getting back to their traditional ways of working.

But the reality is that – restrictions or not – COVID-19 is still very much a concern, and indoor gatherings of people can lead to workplace outbreaks. Read on if you're a Director or manager of a company and you're looking for tips on how to host an effective meeting, whilst keeping safety as the top priority.

Hybrid meetings

The best way to return to conferences and meetings is to offer your attendees a choice between attending in-person or virtually from home. This type of meeting is called a hybrid meeting and gives employees flexibility, whilst reducing the number of people in one confined space.

Could it be an email?

Pre-pandemic, when office occupancy was at a higher level there was also a higher frequency of meetings during the working day. Nowadays, we’re all more inclined to think carefully about the message we need to get across and whether or not it's necessary to communicate face-to-face. Instead, opt for an email, saving your team time and reducing the risk of a COVID-19 outbreak.

Refresh everyone's memory

We've now been living with COVID-19 for over two years, and we've all heard about the importance of social distancing and hand washing. Following these protocols is just as important as they have always been. When sending out a meeting request, consider reminding meeting attendees about COVID-19 protocols, and then ensure they are enforced on the day.

Come prepared

It's one thing to remind everyone to sanitise their hands frequently, but you shouldn’t assume everyone will bring their own supply. Supply staff with COVID-19 essentials, including: sanitiser, antibacterial wipes for surfaces, and face masks (people should feel able to wear a mask if they prefer doing so).

Think carefully about the venue

It's exciting to think about returning to the boardroom, but statistics show that COVID-19 is likely to spread more easily in enclosed spaces. Because of this, it's going to be beneficial to all in attendance if you opt to host the meeting in an open-air, outdoor space instead, weather permitting, of course. If you can't organise an outdoor venue for whatever reason, do your best to choose a larger meeting space with plenty of ventilation and room where attendees can socially distance.

Consider the catering

In the past, it was commonplace to order in a platter of sandwiches for your attendees to share during or after a meeting. However, in a post-COVID world, everyone is more tuned into the fact that this type of catering setup has the potential to spread germs. A more hygienic alternative is to order individual meals – or request that attendees bring their own refreshments.

Arrange for onsite COVID testing

If you want to be really thorough in your approach to meetings (especially for larger, multi-day events), it's worthwhile organising onsite COVID testing. Either send out postal tests to attendees or have a clinician come directly to your chosen venue and test the attendees.

Once everyone has been checked, and anyone testing positive for COVID-19 has been asked to exit, the meeting can commence.

COVID-19 testing for meetings and conferences

Now that you've read through our ‘hosting a meeting’ tips for maximum safety, you'll have come to realise the importance of COVID-19 testing to ensure a streamlined, successful corporate event.

Here at Cignpost Diagnostics, we specialise in onsite COVID-19 testing and meetings and conferences. Choose from rapid onsite testing and hub and spoke testing based on your preferences and budget.

We provide an end-to-end testing solution so that you can stop stressing about the spread of the virus and focus on your meeting agenda! Get in touch today for more details on our UK government-approved fast and effective testing process.