16th Mar, 2020

Corona virus and your event: A guide to plan for a safer event with handy tips

When you think about your events, the novel corona virus (COVID-19) is undoubtedly on top of your mind. We stand with you and are here to serve your needs and ensure that you and your guests are well prepared and safe and meet at an event. To promote the health and well-being of our global society, we follow closely the official advice given by health agencies, local governments and the World Health Organization. Although this will be a difficult situation to handle, we are here to provide support and guidance for going forward with your case, and to interact effectively with your attendees.

Tips to remain updated

Staying informed about the corona virus that affects various parts of the world is important to ensure the health of you, your team and the attendants. Such services are observed, in addition to the elected public health agencies and municipal authorities like WHO (World Health Organization) and CDC (Center for Disease Control). 

Guide to plan for a safer event

Here are a few tips on how you can plan for event safety:

1.Take precautions: Track reliable sources and take the WHO best practices to improve the well-being of you, your team and guests and produce a positive event. Read the WHO Web site for more warnings and information.

2.Study the agenda: Assess whether incentives exist to reduce the risk of disease transmission. When you are organizing a networking event, for example, you will want to miss asking guests to shake hands, or high-five each other.

3.Also interact with your attendees: Let your attendees know that your event is still in progress and explain the measures that you will take at the event. These may include suggestions such as avoiding handshakes (sticking with smiles and waves), staying at home if you feel unwell, and regularly and for 20 seconds washing your face. Encourage the use of hand sanitizer wherever possible.

Tips to have your event relocated online

Many types of in-person activities, in the context of an online event, will function just as well digitally. To host an online event, you will want to determine which digital format works best for your case. You may use a webinar, for example, if you have material or presentations that you want to share with your guests, or a broadcast for events with a broader public. Setting up your event virtually is then relatively easy. 

Handy suggestions when your event has been postponed

If you have made the tough decision to cancel your event, you can get some tips on how to do it gracefully while continuing to put your participants first.  Make sure you have a substitute date and venue to spread the word. Offer to move spots of attendees to the new event. Give a refund as the current event date or location does not work for everyone or simply let your attendees know to call your support team for further assistance or guidance.