When setting up the venue for an in-person meeting that you also plan to broadcast and stream live to a virtual audience, there are several best practices to consider for safety and ease of facilitation.

Physical capacity

You may need to limit the number of in-person meeting attendees based on your county or state's current COVID restrictions on in-person gatherings. Make sure to choose a venue that meets your anticipated capacity needs, and that has a clearly defined maximum capacity (e.g. 100 persons). This helps ensure that you meet guidance for specific numbers of individuals (e.g. no more than 25 people) or guidance for specific venue capacity (e.g. no more than 25% capacity).

Be sure to include information in your meeting announcement about the number of in-person attendees that your venue can support.

Meeting check-in

Make sure someone at the check-in or registration desk is tracking the number of people entering the venue to ensure you don't exceed in-person gathering limits.

Consider having hand sanitizer and additional masks on hand, as well as sanitizer or wipes for any frequently touched surfaces.

If you're doing contactless registration, sign-in via QR code, or using a sign-in Kiosk, make sure someone can provide clear instructions to meeting attendees.

Meeting flow

If you have posters or other information stations, ensure adequate spacing between stations. Plan for at least one or two people per station, in addition to subject-matter experts. Err on the side of too much space between stations.

You may consider having a meeting facilitator who encourages attendees to move between information stations to avoid prolonged contact.

Seating

Ensure at least 6 feet of space between any chairs. Alternatively, consider placing tape or stickers on the floor, to show appropriate physical distance.

WiFi or Internet signal strength

Make sure your venue has strong, consistent WiFi, or good signal strength if you plan to use a hotspot or portable internet.

Accessibility considerations

For attendees with mobility challenges, or who are visually or hearing impaired, consider having an individual available to facilitate movement between information stations, or to appropriate locations to maintain physical distance.

Placement of computer or tablet

If your meeting will have a presentation component, ensure the device you're using to stream the meeting has a clear line of sight to the presenters. Make sure no one sits in front of or inadvertently moves in front of the device during the presentation.

Audio

Consider a wireless or wired microphone to ensure meeting attendees can clearly hear the presenters. This microphone should also be connected with the device streaming the meeting, to ensure that audio quality for virtual attendees is not compromised.

Did this answer your question?