As the owner of an event planning company, I have implemented a comprehensive COVID-19 Event Action Plan for all of our clients. I wanted to make this helpful information available to anyone planning an event (of any size for any reason) in 2020.
On March 15 the Center for Disease Control recommended that for at least 8 weeks (5/15/20) that event organizers should cancel or postpone any events consisting of groups of 50 more. Shortly after, states and local leadership layered to the mandate (now including groups of 10 or less) and eventually, nearly all events are under mandatory cancellation. It remains unclear the myriad of ways in which COVID-19 will reshape our world, but for the post-COVID events industry, our new world will no doubt include significantly enhanced public safety measures. View CDC Resources for Large Community Events & Mass Gatherings.
Without question, it’s safety first but then the next question is likely a financial or legal one. In particular, the legalities surrounding the cancellation or reorganization of contracts with convention centers, hotels, event venues, and event vendors. The legal industry has not yet had enough time to respond with best practices and standard COVID-19 language. The closest legal guideline we had in a Pre COVID world, was the
“natural disaster clause” contained in most conventions, meetings, and events contracts. Which reads something like:1. Notify Your Event Venue in Writing – As convention centers, hotels and event venues are scrambling to build their own COVID-19 event plan safety protocol, I’ve been successful with 100% of the Central Florida hotels and venues that I’m currently working with to allow my clients to cancel or postpone without a penalty. You should: prepare a letter notifying them that due to CDC Guidance on large events and mass gatherings, effective as of the date of this letter, your event has been canceled. (Date it -Sign it -PDF it). Email this to everyone you’ve worked with at the venue and print a copy and place it in certified mail (save proof of all).
2. Notify Your Event Vendors in Writing – Your event vendor list is comprised of anyone providing a product or service for your event such as catering, decor, entertainment, audiovisual, photography, videography, parking and valet, security, etc. You should: prepare a letter notifying them that due to CDC Guidance on large events and mass gatherings, effective as of the date of this letter, your event has been canceled. (Date it -Sign it -PDF it). Email this to everyone you’ve worked with at the venue and print a copy and place it in certified mail (save proof of all).
3. Communicate With Your Attendees – It’s fair to say that it would likely be assumed by the general public that any event set for the Spring of 2020 is canceled. But as we enter Summer, Fall and Winter things become less clear. In any case, you will want to communicate with your attendees.
- Your event ticket platform will have a list of registered guests. I use Eventbrite and they offer a wonderful resource page.
- Send personal emails or use your email marketing platform to confirm cancellation (and ideally a new date) with all of your invited guests, whether they have confirmed or not.
- I use Mail Chimp – they are offering free Standard Mailchimp accounts through at least June 30, 2020, to local governments, schools, healthcare providers, nonprofits, and other organizations that are sending critical public health information about COVID-19 to their communities.
5. Pause All Event Marketing – Update your event website page, cancel your Facebook events. Pause any scheduled social media posts. I use Hootsuite for social media – they announced that they will provide free access to their Professional Plan to nonprofit organizations and small businesses most impacted by the COVID-19 crisis.
