What direction? Uncertainty and your event . . .
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When we said ‘let's start 2020 with a bang!’, we're pretty sure that most of us weren't expecting the hot topic of the moment, coronavirus.
With anything new, it's the unknown that is always the scariest, and with the constant reporting on the virus, it's easy to let the panic take over, just like, oh, I don't know, a virus ...
That panic has started to affect a lot of our everyday lives from supermarkets selling out of hand sanitiser, people weary to travel and the threat of cancelling events attended by a high volume of people.
We know that in the grand scheme of things, events can be seen as trivial compared to the fact that the potential fatality of the virus but it would be wise to keep a level head before you decide to cancel attending or running an event.
Below are some things you should consider before making that decision:
Am I being told to cancel my event?
As to date of this blog, the deputy chief medical officer (CMO) has said there is ‘no clear rationale’ for closing UK-based events to prevent the spread of the virus. Read more direct from the source.
Should I travel?
This depends on where you're travelling to, if flights aren't affected and if you must attend? Don't worry about what your boss thinks, your health is everything, and only you can make that decision. Just remind them that you may have to self-quarantine for 14 days upon your return.
What message should I be sending out?
Positive ones! Show that your guest's welfare is paramount, and let them know what precautions you're taking to put their minds at ease.
Follow and share guidelines set by WHO and CDC
Ensure that all attendees are aware of the first signs of symptoms
Display signs around the venue to remind people to wash their hands and have hand sanitiser and tissues at the ready!
Encourage social distancing or a no handshake policy
Let your attendees know there are basic medical supplies and how to access them
Actively support people showing self-responsibility. Offer people refunds if they prove they have travelled in an affected area within the past 14 days
Ensure your bins have a lid and can be pedal-operated
What message shouldn't I be sending out?
Negative or false ones! As with many things in today's social world, false information can be spread quickly so be aware of what is and isn't the truth. The WHO site is vital in finding the latest mistruths, so also worth a look before telling everyone that all your catering contains garlic in an attempt to kill the virus. Read more myths here.
What else can I do?
Look to see what alternatives are available. Virtual events, such as webinars, chat rooms and remote spaces are all viable options to bring your audience together. Concentrate on the experience by introducing some of the interactive elements you'd find at a typical event. Lighting talks, campfire sessions, live polling can still be used, and just think, you can still wear your PJ bottoms and no one needs to know!
I'm going to cancel my event? Am I insured?
It's really difficult but the monetary side of things shouldn't be affecting your decision whether to cancel or not. Ultimately it comes down to your insurance policy but the government has just made things a little easier by declaring the virus a "notifiable disease", a formal classification required by many insurance policies. Read more direct from the source.
I’m cancelling, what now?
Bust into that contingency plan ASAP! Change your website to offer an explanation and more details, send out those emails, and go the extra mile by picking up that phone and adding that personal touch. Consider the following options for your guests so you can save face (and hopefully some money).
Let them know:
The reason for you cancelling the event
Why you didn't let your guests know sooner
What happens now (refunds, etc)
Who should they contact
Do I refund?
Well, yes, you've cancelled the event so you're liable I'm afraid unless you have it absolutely locked down in your T&Cs but even so, do you want to be that person? Some suggestions for saving face could be:
Offer to transfer tickets to a new date. The new date and location may not work for everyone so refunds must be available.
Go for the feel-good factor. Offer to convert the cost of tickets into a donation. You may want to follow up with a donation thank you letter to each ticket holder if you opt to do this. Chances are, some will still want refunds (which is fine) so show good sportsmanship and offer the refund.
Offer a discount code for a future event.
Get them to follow your lead, if you can't cancel hotel rooms, catering etc, offer them to a charity, turn your bad news into good PR.
Anything else?
If you're going to pull the trigger, do it sooner rather than later, as the further out you are, the more likely you may be able to save on cancellation fees, annoying your customers and suppliers, and setting up a strong contingency.
Also, do remember our opening statement. At this point, there is no clear rationale to cancel live events. The news is jumping on any story at the moment regarding the virus and the events that have been cancelled as precautions have had a large base of international attendees.
Ultimately, the virus is a global health emergency and while cases in the UK may be relatively low, it's vital that everyone in the events world is up to date with the news from reputable sites. Remember, be conscious of informing people with the right information at the right time, and, most importantly, keep yourself and attendees safe.