As the recent outbreak of the Coronavirus continues to dominate the headlines, we are now seeing the business implications that come along with a global pandemic. In addition to people not working, factories being shut down and businesses being impacted, the multi-billion dollar travel and event industry has been hit particularly hard. For example, speakers are pulling out of SXSW and Mobile World Congress 2020 was cancelled. Many other conferences and events have been scrambling to adjust their plans. Things are changing so rapidly, we will direct you to the latest from the CDC for how to plan for immediate events.
If you need assistance managing an event change or transitioning to a virtual event, please email us at info@gogather.net or call us at 888-684-0195.
However, this is not the first health crisis or natural disaster that marketers and event planners have had to contend with in the past few decades. Everyone has a road warrior/event planner story. The key is to have a robust strategy contingency plans, and partners who can help you navigate large and small emergencies when they occur. Here are six tips to help you and your team ensure your events go as smoothly as possible regardless of the outside circumstances.
This seems obvious, however, you would be surprised how many events do not consider contingencies or emergencies in their process. Why? Because we are focused on so many other things.
It could be as simple as a change in location for a happy hour. I was recently at an event in Florida where torrential rain hammered groups playing golf. Quick texts to players gave options for dry locations with food, beverages and towels. However, situations could be much more serious than some soggy socks. Here are a few quick tips to make sure you’re on top of your game:
We have fire drills in our offices, but do we know what to do at our events? Do we even know where to go when in a new hotel, city or country? What if someone suspects they have the Coronavirus? What if someone has a heart attack? They do happen every 40 seconds in the US. Here’s what to do:
Part of emergency training is knowing your surroundings beyond the actual facility. This can be especially key when in unfamiliar cities. This is not just for serious emergencies or COVID-19. We all remember that one trip where we got food poisoning…Make sure you’ve considered:
In the case of an emergency, you will most likely be the nexus of information and help set the tone for how the crisis will be managed. Even attendees who manage large sums of money or people can be out of their depth in a crisis. This could even be happening to you in realtime with the recent health crisis.
In 2012, this Californian was stuck at a conference in Boston when Hurricane Sandy hit. My team and I were barricaded in the hotel with threats of water shut off (ironic), only a pizza oven for food service, and a total city lockdown. I was filling my tub with water for drinking and creating handwritten spreadsheets of all our team’s personal contact data before we lost power. Luckily we were spared the worst of it, bonded over card games and were able to fly home four days later when the airports reopened.
Throughout the crisis, it helped to have a point person to gather all critical information (emergency information), prepare for the worst (I had 30 candles and lighters in my hotel room), and disseminate communications (when was the pizza ready and when the airport would reopen – in that order). Creating backups, rallying the troops and thinking through plans calmly regardless of the scale will be critical to your success.
Before the crisis hits or when it does, (once you know everyone is safe of course) you should consider the business aspects of your event. The first place to consider is contracts and agreements.
Remember that really long proof of insurance document you had to provide? It’s worth looking at it and speaking with your legal team to understand your coverage. You may also want to consider additional coverage for large events.
Consider force majeure clauses in your contracts as a first place to start conversations. Your event management company can also help you figure out what you can and cannot do as well as help you negotiate with your vendors.
Why are there so many memes about event planners? Because there is always some kind of ‘crisis.’ The truth is, it does not have to be that way. A good event management team – whether internal or external – is there to cover you. That’s why we always have a contingency plan. We know that people get sick, miss flights, and loose luggage. We know that it rains, snows and that wifi doesn’t always work. A plan helps. A team does too.
Finally, be innovative. Could you host a virtual event? Most people know and are used to webinars, Facebook Live, and Instagram events. Perhaps think outside the box about hosting your event remotely!
So anything else? Of course. And you don’t have to do this by yourself. All event locations (hotels, conference centers etc) will have their own plans and can work with you to incorporate their information with your master plan. Your event management organization should also provide or help you put together a comprehensive plan that you hopefully never have to use! Be safe, plan ahead and here’s to your gathering!