Controlling your event during a crisis

As health and safety concerns grow, due to the spread of COVID-19, many businesses are facing doubts as to whether to hold their public or internal events. The important thing is for you to take control of your event before any challenging circumstances run away with you.

With travel restrictions being applied by both companies and countries for an undetermined timescale and articles circulating daily with updates, it can be difficult to know how best to proceed with your event. Whilst waiting for solid government advice to cancel or restrict numbers for events, what’s your best course of action?

If you have an events agency behind you, they’ll have crisis plans in place. But what can you do if you don’t have an events team to take action on your behalf?

Consider what alternatives there are to running your event 

• A Virtual Event: 

In this modern, technology-friendly environment, an option businesses are looking towards is a live-streamed or broadcasted version of the event. Hosting the event online will allow delegates to tune in and engage from around the world.

It is now possible to stream an awards evening or have a keynote speaker with a live Q &A. Technology has advanced now to include interactive learning, breakout sessions and one-to-one options for event participants, all within a digital space.

• Postpone the event:

Many events thrive and succeed on the basis of having a personal, physical relationship with attendees. This means that standing two metres away and not being able to share contact with a product during a demonstration is simply not an option. Your only option is going to be to postpone your event until later in the year. This allows for time to gain a better understanding and direction on how to best to proceed with the health and safety of attendees.

The first step when considering postponing your event is to review your contract with your suppliers and exhibitors. This will include contracts for venues through to event speakers. It is best to understand the terms and conditions of your contract and have a new date in mind before reaching out to reschedule and reorganise your event.

Communicating early is essential for all stakeholders. Create a communication plan to keep your partners and audience engaged with your event and informed about future plans. A great way to keep your attendees engaged is to see if any of the event key speakers would record content that could be used in future event teasers or communications. Remember to keep your website updated with key information, this is the most likely place people will visit to find recent updates.

Planning for after the crisis 

While some businesses are taking the opportunity to postpone until the challenges of COVID-19 have passed, this will create high demand and limited space for venues, speakers and other suppliers later in the year. It’s important to work now on these plans rather than waiting until phases 2 and 3 of the virus are over. Look at potential dates for July, August and September, as well as later in the year.

No matter if you’re looking to reschedule, turn your event virtual or adapt your event into a different format, Sleek Events is here to help. If you’re unsure and need advice on how to proceed, #SpeakToSleek. Our experienced events team are ready to help and can be contacted here or by calling our office on +44 (0)20 8939 1397.