Navigating the changing guidelines for events and gatherings can be a challenge, but venue managers can take advantage of new approaches to create unforgettable events.

We reached out to a few local experts to learn how they’re staying ahead of the shifting landscape, keeping attendees safe, and what unique elements they can offer.

Our experts:

Benjamin Davis, director of Studio Lab studiolab.community

Chase Clark, event production and rentals manager, Events United eventsunited.us

Giovanna Bonilla, director of events and partnerships, Boston Billiard Club & Casino bostonbilliardclubcasino.com

What are your best tips for creating an outstanding virtual event?

Davis/Studio Lab: “Take the time to plan properly with everyone, especially with the production team. Virtual and hybrid events add an extra layer of accessibility, but they often take additional planning and rehearsal in order to ensure a quality experience for attendees. In addition, look to leverage unique offerings of the venue or production to provide your online attendees something memorable.”

What are some steps you are taking to ensure attendees feel safe?

Davis/Studio Lab: “We always work with clients to make sure that we model the Covid protocols they need to feel comfortable. This includes, but is not limited to, disinfecting hightouch surfaces, wearing masks, limited crew in studio spaces and social distancing wherever possible.”

Clark/Events United: “For a virtual event, creating an environment at home that gives a great online experience is the safest way. For live events, giving people space in an environment requires a large amount of space and more production with even more audio coverage and visuals.”

Bonilla/Boston Billiard Club & Casino: “In 2020, we added igloos to our outdoor patio area. The igloos can accommodate up to five guests and include comfortable seating and heaters to keep guests warm. The guests have control over the temperature of the igloo. This is a great option for guests that prefer safe distancing but still want to enjoy a night out. Inside of the club, we have several touch-free hand sanitizer stations available, including at the entrance of our private event spaces. We recently reconfigured our private event spaces to allow more spacing between guests.

“For the off-winter seasons, we have updated and expanded our patio area. This includes a new full-service container bar. This outdoor bar features flat-screen televisions and heaters for when the nights cool down. Our newly expanded patio also features two fire pits. This area is available for private events and can be rented for up to 60 guests. Outdoor events are an excellent option to ensure guests feel safe and comfortable attending.”

What is a special feature your venue can offer event planners?

Davis/Studio Lab: “At Studio Lab, we have a large video wall which can be used as a virtual background, transporting the speaker or performer anywhere they need to be. Additionally, our beautiful support and meeting spaces offer amenities perfect for exclusive VIP experiences on site.”

Clark/Events United: “We are able to use our sister company, Studio Lab, as a venue for our virtual events. They have a large studio with an LED wall as a backdrop. This allows for unique backgrounds and sets for each event. Events United also travels to clients and can bring the production to the client’s desired location, whatever the scale of the event may be.”

Bonilla/Boston Billiard Club & Casino: “Our location is extremely versatile and ideal for encouraging guests to connect with one another while providing a fun and memorable experience. We pride ourselves on creating a professional and safe environment with a focus on fun and quality service.

“We can accommodate any size event.

Whether the event is for an intimate gathering of five or a group of up to 300 people, there are several options for our guests to choose from. What separates us from other venues is our eclectic activities and spaces. Between the private rooms, billiards tables, shuffleboard, arcade room, patio, lounge areas, dining areas and, of course, our casino with extensive game offerings, we have 25,000 square feet of space, and something for everyone.”

What are your best tips for creating an outstanding hybrid event?

Clark/Events United: “Even at home, the guests want to feel like they are a part of the event. Being unique to your event and goals for the event, creating inclusiveness for the remote guests is important. You want to make sure that they feel as if they are there and that the talent on stage knows that they’re watching. Having communication with the attendees creates a feeling that the guests have a voice and are heard from the audience, even remotely.”

Bonilla/Boston Billiard Club & Casino: “The new normal of events really demands that there be an option for people to participate remotely through a platform such as Zoom or Microsoft Teams. We have outfitted our smart flat-screen televisions to offer Google Chromecast and an HDMI connection to accommodate this need.”

What kind of events does your venue typically host?

Bonilla/Boston Billiard Club & Casino: “You name it, we’ve hosted it: team building, corporate meetings, fundraisers, birthday parties, bachelor/bachelorette, baby showers, holiday parties, celebrations of life, tournaments, fantasy drafts, etc. The list goes on and on. Boston Billiard Club & Casino truly is a destination for celebration. We are currently booking private parties of all shapes and sizes throughout the fall and winter.

“Visit our website to see our new events menu and work with our event planners to put together a perfect celebration for you and your guests.”

In what ways can you customize an event to meet a client’s needs?

Bonilla/Boston Billiard Club & Casino: “We pride ourselves on being flexible when it comes to planning a successful event. Some of our team-building options include pool tournaments, poker tournaments and casino ‘how to play’ classes. While we offer an extensive event menu to choose from, we are also more than happy to accommodate special requests for diet restrictions and any other needs. We work closely with every client and listen to what exactly they are looking to accomplish with the event. After listening to a client’s needs, we answer any questions they have and make sound recommendations to achieve the end goal of a successful event and provide a high level of comfort. Another important aspect to working with the client is knowing their budget. We have the capability to work with any budget and, regardless of what it may be, still hosting a memorable event.”