The Right Way to Cancel Events: Leverage Proactive Leadership and Events Expertise
- Anna Rembold, CMP, CSEP
- Feb 13
- 2 min read
As your company navigates the complexities of managing through the Coronavirus (COVID-19) pandemic, you might be contemplating the cancellation or rescheduling of upcoming events. From large conferences to internal meetings, it's crucial to address multiple objectives such as attendee safety, business continuity, and financial implications. Here are four essential strategies for developing a robust game plan in these unprecedented times.
1. Don’t Wait: Be Decisive, Act Swiftly
Appoint an Emergency Task Force: Form a task force with key stakeholders to develop an effective event contingency plan. This team should review the implications of cancelling or postponing events, ensuring all aspects are considered.
Evaluate Departmental Feedback: Ask representatives from each department to assess the impact of not hosting or rescheduling the event and to provide recommendations.
Communicate Quickly and Clearly: Once a decision is made, swiftly communicate with all internal and external stakeholders. Clear and decisive action will instill confidence and reinforce your commitment to safety.
2. Create Multiple Scenarios for Rescheduling Events
Develop Tiered Plans: Given the uncertainty around COVID-19, create multiple scenarios considering various lengths of the epidemic.
Run Budget Projections: Assess the financial implications of cancelling, rescheduling, or modifying the event. Rescheduling might offer more favorable terms with venues and vendors.
Select a New Date: We recommend rescheduling spring 2020 events to late summer or fall, depending on updates from health authorities.
Negotiate Flexible Contracts: Ensure that cancellation clauses, refund policies, and vendor fees are thoroughly evaluated. Leverage our expertise to secure the best terms.
3. Temporarily Shift Live Events to Engaging Virtual Events
Maintain Business Continuity: Virtual events can help maintain engagement with your audience. While not a perfect substitute for live events, they can ensure continuity.
Leverage Event Marketing Investments: Transition attendees to virtual events to capitalize on your marketing efforts.
Collaborate with a Production Team: Work with a capable production team like Metavent to deliver a high-quality virtual event with engaging features.
Rework the Program: Adapt your show flow to focus on key messages and interactive elements to keep your audience engaged.
Enhance Networking Opportunities: Incorporate virtual networking, live chats, and polling to replicate the face-to-face interaction of live events.
4. Create a Health and Safety Plan for All Live Events Moving Forward
Develop a Virus Mitigation Plan: All future events should have a specific plan to control person-to-person contact for health and safety purposes.
Communicate the Plan: Ensure that all stakeholders, including business partners and vendors, understand the health and safety expectations.
Metavent to the Rescue!
Our team at Metavent is ready to assist you in navigating these challenging times. We have extensive experience in budget and vendor management, as well as deep industry relationships. We can help you develop, negotiate, and implement a cancellation or rescheduling plan that preserves your relationships with key partners, builds in flexibility, and reduces losses.
Need assistance? Let’s chat!
