How You As An Organiser Can Handle COVID-19 In The Best Possible Way

Everyday life has taken a sudden turn for many, and there are now new challenges to face as an event organiser. In particular, it is difficult to say what tomorrow will bring, what restrictions are imposed, how long they will apply for and what laws and regulations to follow. We at Participant hope this post can help you as the organiser to make the right choices and communicate well with your participants. Here we will discuss various scenarios that you must consider and the importance of having a Plan B ready.

Today’s recommendations from the authorities

Our general recommendation is to keep updated on the website of Public Health England and the World Health Organisation.

It will always be important to prevent infection by various measures. This includes limiting physical contact with others, good hand hygiene, using handkerchiefs and similar methods. If you have developed a cough, self-isolate and work from home where possible.

The World Health Organisation provides specific guidance on how to prepare your event for issues related to COVID-19.

Below we will look at various measures and assessments that you as an organiser can consider.

Communicate with your participants

The most important thing for the participants will be to know what is happening, especially when you read that many events are cancelled.

Do not leave your participants unaware of whether the event will be held and what terms will apply if you choose to postpone or cancel the event.

If you choose to proceed as planned, you should be clear on what measures will be taken to prevent infection. Such as informing the hygiene standard in the classrooms, and encouraging participants to take their own transport, other methods of greeting rather than hand-greeting, and offering hand-disinfectant and paper towel.

The Institute of Public Health has a plan for this.

Change your event from live to virtual

If your event (or part of the content) does not depend on a physical meeting place, consider holding a “webinar” / “web course”.

These are meetings, courses, lectures and similar events that take place online. There are several providers that allow for a satisfactory implementation, where interaction between participant and organiser is ensured through a web solution.

There are several free and affordable solutions that can be a good alternative. Check out this article, which provides a good introduction to webinar solutions and some vendors we can recommend.

Postpone the event

As an organiser, you have a duty of delivery to your participants, but if obstacles arise beyond your control (for example, force majeure or public injunction as a result of the Coronavirus) you may have to decide on postponement or in the worst case scenario cancel the event.

By delaying the event, you will be able to reduce financial burdens and have more time to prepare a “Plan B” whereby you can implement the event when the risk of infection has diminished.

Regardless of what you have to do, it is important to remember the duty of disclosure when making changes to your event. With Participant, you can send SMS and / or e-mail communication to your participants at any time.  Be sure to include your refund policy in your message.

If you have any questions about how to postpone / move the event you have created via Participant, you can always contact us.

Cancelling the event

Cancelling an event is usually the last resort, as it can have major financial consequences both in the short and long term.

Should such a decision be faced, measures must be taken to reduce financial losses. This can be:

Check national laws, which state what rights apply to changes.

Check your own terms of sale.

Contact your suppliers and hear how you can reduce your costs.

Contact legal entities that can assist in making the right decision. Learn your rights and interpretation of national law.

Therefore, you should, above all, familiarise yourself with the legislation that deals with cases where you have to cancel the event due to obstacles beyond your control.

We will help as best we can

Participant is not a legal institution, but in this article, we have tried to share our experiences, reviews and feedback from our customers.

Although there are many commonalities among our customers, there are also several differences which in turn make it difficult to give very specific advice on what you need to do. We still hope this blog article has been a good guide on how to handle today’s challenges properly.

Also, keep in mind that the guides in this blog article may also apply at a later date. Our latest tip is therefore to take this into consideration so that today’s measures can be used in the future as well.

Please contact us if there is anything you are wondering or if we can help in any way.

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