As popular corporate event venues adjust to the new normal, we’re taking a reading on the events industry post-pandemic with a visit to San Francisco’s stunning Cal Academy of Sciences.
Our own Andrea Reynolds discusses the future of meetings and events with Christophe Ley, Associate Director of Facility Rentals with The California Academy of Sciences and a valued Key partner. The California Academy of Sciences is an aquarium, planetarium, rainforest, and natural history museum in the heart of San Francisco’s Golden Gate Park — and a powerful voice for biodiversity research and exploration, environmental education, and sustainability across the globe.
On Staying Connected Virtually
Andrea: First off, how have you and your team been adjusting your workflow during COVID and looking ahead to what’s next?
Christophe: It’s become kind of a new normal for everybody. The first few weeks were shocking but we realized that we had precious time to do things we never had time to do before. I always wanted to update my event guide, which we did. We have vendor guides along with new product packages and new ideas. We are also creating new partnerships with vendors that have always wanted to work with the Academy. We have preferred caterers that have worked very hard to create new packages reflecting what future events will look like. I think for us, that has been very important – working with our partners to think about the new normal. It has been time very well spent from our team to try to reflect and reconnect. We’re ready!
Andrea: What has been the hardest part/ best part of your new workstyle?
Christophe: Well, the hardest part is, I am a people person.
Andrea: Aren’t we all in this industry?!
Christophe: For sure! So not being able to see people as much as I want to. I love welcoming guests for site visits. I miss walking my 10,000 steps every day at the Academy. And the best has been reconnecting with everyone virtually that you haven’t connected with for years. Also learning how to work with your team efficiently, remotely, without having to check in on them and know that the work is being done. Through all of this crisis management, I think we have learned a lot as a venue, an industry and a country. Always trying to stay positive and looking at the future in a positive way.
Andrea: It is especially important during this pandemic to stay in touch. How have you stayed connected to clients and industry partners?
Christophe: Yes, we have reached out to all of our clients to say “We are here for you. I hope you are staying safe and let’s plan to reconnect soon.” The Academy has hosted breakfast talks with our scientists, pivoted to a “Virtual NightLife” and held a virtual gala. We join as many of the industry virtual happy hours and webinars as we can. We are also part of the San Francisco Unique Venue Alliance among all venues in the city, exchanging best practices and referrals. In addition, for clients, we realized that being flexible and accommodating was the key to success for us. I am trying to reschedule many of the events to next year and without cancellation fees. This has worked out well and our clients seem very happy. We really care that everyone comes out of this okay.
Andrea: I’m sure they are appreciative of that. And definitely will be back and utilizing your facilities hopefully sooner than later.
On Re-Imagining Events Post-COVID
Andrea: Anything different for events themselves? I know you will probably focus on a lot of outdoor programs if that’s possible, correct?
Christophe: Yes, we are focusing a lot on outdoor events. We have two major side gardens — the East garden and the West garden. Both spaces are huge, accommodating a thousand or more. We are currently creating new programs in those spaces. I have also partnered with Blueprint Studios to help with the floor plans, especially understanding the need for social distancing. Blueprint has been amazing to work with. We still have events that are on the books for fall that we are planning to hold – picnics and weddings and some corporate outdoor activities as well. Same thing for the events inside. We have about 15 venues so each venue will have a different social distancing floor plan that we can offer.
Andrea: Well, it sounds that given our new normal that the Academy is ready to welcome clients on the events side, and also just customers that love the museum and want to get back there with their families.
Christophe: Absolutely. You guys are amazing partners. We can’t wait to work with you on events as well and welcome everybody in our community back safely.
Andrea: Agreed! We will get through this together, Christophe, I really appreciate your time and thank you so much again for chatting with me.
On Health and Safety
Andrea Reynolds, CMP: Once again, thank you for being such a great partner. I understand that the Academy is hoping to reopen in the fall. How has the organization prepared for this? What can guests expect to experience [during visits, during events]?
Christophe Ley: We are really looking at the safety of our employees first and then the safety of our guests. We plan to have timed tickets and staggered entry, controlling flow from the entrance. There will be cleaning stations available all over the Academy, regular cleaning and sanitizing in all exhibitions, and signage indicating where guests are allowed. We are following what the CDC is telling us and following all rules and regulations for social distancing from the city. Staff will wear masks and masks will be required for all guests to come inside. Some areas like the Planetarium, a theater, and the tide pools, which offers a lot of interaction and touching, might be closed at the beginning and opened in phases. We are excited to reopen. The building is so large and has great ventilation. It is kind of an outdoor space that people can visit.
Andrea: That will be very helpful when clients are considering venues for future programs. What pivots did you make to keep the Academy running during a shelter in place? What, if anything, surprised you?
Christophe: It’s funny because we do have 37,000 live residents at the Academy that need constant care. Our biologists have been working very hard to keep our living residents happy and safe. Many of the staff working from home have been very successful at doing their jobs. For the people that have to work, they work at the Academy for the safety of the live residents. We also changed our social distancing in the workstations at the Academy to make sure that everybody stays safe. Our residents are very happy and thriving and cannot wait to see guests again.
Andrea: That’s great. And I hope Claude is doing well too?
Christophe: Claude is doing very well and the penguins and butterflies too!
—
Key Conversations is a series of transparent talks that tackle issues and explore the ideas of the moment. Our guests are thought leaders in their fields who share a passion for our mission to ignite lasting change. To be a part of the conversation, email hello@keyevents.com.
