The Coronavirus has made many organizations take a hard look at how and if they should proceed with events in the coming months. Decisions made in response to this virus should be informed by security and contingency best practices and should serve to inform planners in the future.
Best practices include:
- Hygiene - Have antibacterial sanitizers available throughout your event venue. Ensure that bathrooms are stocked with anti-bacterial soap. Confirm with caterers how they stock buffets to reduce the risk of people grabbing for food with hands instead of utensils.
- Have a Plan B - Consider how you can take the show virtual if needed. Look into virtual event and webcast technologies in advance of an issue arising to provide an alternate option should an event have to be canceled or postponed.
- Review Contracts - Look carefully at cancellation clauses so you understand what falls into each vendor's (including insurance provider's) definition of "force majeure." This ensures that you fully understand the reimbursement policies when making cancellation decisions.
- Plug into the Community - Tune in to what is happening in the city/community where you are holding the event. It's critical to know what is going on in the community so you can plan accordingly. For example, if there has there been a rash of recent protests or a spike in crime, you may want to increase security at your venue. In the case of a public health issue, you'll know what is actually happening on the ground in terms of infections and general reactions so you can inform attendees and plan accordingly.
We've been in touch with many of our partners and have pulled together this list of events that have been canceled, postponed or rescheduled due to health concerns.
We'd love to hear from you. How have precautions around the Coronavirus impacted your event planning? Share your stories in the comments. For more government events worldwide, visit GovEvents.
With fall upon us and colder weather coming, our "hibernation" instinct kicks in and people start to stay in more. But even if you are ensconced in layers of blankets with a pumpkin latte in hand, you can still grow your professional knowledge base. Virtual events have been growing in popularity among event planners and attendees alike. In the government market specifically, over 60% of federal employees surveyed reported attending one or more webinars in the past year. 46% of government marketers surveyed are planning on investing in webinars in the coming year.
The allure of virtual events is cost and time savings. With no physical venue to rent and no need to travel, both planners and attendees save money as well as time. These virtual meetings run the spectrum from basic webinar-type presentations of power point slides, to interactive video demos, to fully immersive virtual worlds with online tradeshow booths that include the ability to chat with exhibitors. But no matter the format, all virtual events share a key challenge - how to engage and keep the attention of attendees who are in an environment full of distractions. Meeting this challenge requires commitments on the part of attendees and event planners. Continue reading
It's been a little over a year since we last looked at the state of virtual events. Since that post, streaming has become more mainstream with the launch of Facebook Live. The rise in mobile device usage and access to high bandwidth connections has fueled the viability of video in recent months. Its popularity -- and power -- is growing at an amazing rate thanks in part to Google and Facebook's efforts to promote video through prioritizing it in their algorithms.
While every virtual event does not require video (many audio and slide-driven webinars are very valuable and popular), it is a dynamic way to hold the attention of virtual attendees. It also serves to broaden the reach of live events to an online audience.[Tweet "Virtual events can broaden the reach of live events to an online audience. #GovEventsBlog"] In 2016, the Super Bowl, the Democratic and Republican National Conventions and the debates were live streamed creating a second venue for people to watch and interact online. While the Federal events we list on GovEvents are nowhere near the scope of those events, there is a real need and opportunity for virtual events in the federal market. Continue reading
We are hearing that budgets and travel restrictions for government are starting to loosen up a bit and event planners are more optimistic about growing their in-person attendance. But this growth in physical events does not necessarily signal a downturn in virtual events. We believe that online events such as webinars, virtual tradeshows, and streamed hybrid events are here to stay and here's why. [Tweet "Online events -- webinars, virtual tradeshows, hybrid events are here to stay. #GovEventsBlog"] Continue reading
With temperatures plummeting across much of the country, the idea of staying inside is incredibly appealing. Regardless of the season, organizations are struggling to get in needed training and networking with slim travel budgets. All of these factors boost the need for and interest in virtual trade shows.
This article in BizBash provides a great walk through of the decision making process that should go into whether of not to take your event virtual. Some quick highlights from their thoughts: Continue reading