Event Management in the Time of COVID-19
Frequently Asked Questions of Event Planners
- Should we cancel our event?
This is a question that only you can answer. However, here are some questions that we recommend you consider before making a final decision:
- What is the location of your event?
- Who will be attending the event?
If your attendees, speakers and other program participants cannot make it to your event, that could have serious financial and programmatic implications.
- Where are your attendees traveling from?
- Are these countries impacted by travel restrictions?
- Have any corporate travel restrictions been imposed?
- Will existing closures, limitations on services, etc. make it difficult or impossible for attendees to get to your event?
- What is your threshold for cancellations?
It is important to consider how much time you have, how much money you are able/willing to forfeit, in terms of cancellation fees and penalties, as well as how many attendee or program participant cancellations you can absorb before hosting the event becomes untenable.
- What are the deadlines by which a decision needs to be made?
- What are the hotel and travel booking deadlines?
- How much advance notice do your attendees and program participants need in order to change or cancel their plans?
- What contracts have already been signed?
- Carefully review the cancellation and force majeure clauses – what fees and/or penalties might you incur?
- Can you negotiate these fees and/or reschedule your event to a later date, without penalty or with a reduction in cancellation costs?
2. What are the available alternatives to a standard live format event?
The following services are available to transition your in-person gatherings to virtual experiences.
- Webcasting/Live Streaming
- Virtual Events
- Video Conferencing
Whether you make the difficult decision to cancel/postpone your upcoming event or you choose to proceed as planned, communication is KEY! We recommend that you communicate early and often to keep all key stakeholders engaged and informed.
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