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How to Navigate Event Planning Amidst A Global Pandemic

10th March 2020 in Live Events

In recent weeks, there has been growing concern surrounding the COVID-19 virus, also known as Coronavirus.

As the virus continues to spread, global panic is starting to set in, leading to a variety of events being cancelled across the globe as hosts and attendees alike struggle to balance health and safety concerns and profits.

However, with a low infection rate in the UK, it’s important to avoid panic and plan instead.

Armed with a contingency plan and reactive mindset, your event can still go ahead without the stress and anxiety.

Here are some things to consider…

Rethink your event

One of the main concerns surrounding Coronavirus is gathering large numbers of people in one space. So, is there an opportunity to live stream your event to those who can’t attend?

This way, your event can still go ahead as planned, with a virtual option available for those who can’t travel, reducing any risk.

Another possibility is to host the event with a smaller audience, helping ensure the event still runs as planned so no time or investment is wasted.

Combining these options will show delegates that you are going the extra mile to offer a solution without cancelling the event.

Bring the event to you

If your event is internal and you’re worried about travel, ask your production company if it’s possible to host the event at your premises.

This may require a re-jig of the agenda and a revised assessment of what can be achieved but this solution ensures your event stays on track to avoid disappointment.

If you’re struggling for space at your premises, a temporary structure can be built to make the most of your space.

If you need to change your venue, it’s not the end of the world. Instead, rethink your event environment.

Adapting to change is a much better alternative to cancellation and a temporary structure can still be used to achieve your original ambitions.

Don’t worry about equipment

With travel widely affected by Coronavirus, you may be worried about your equipment not arriving on time. Especially if hiring from overseas.

If this is a concern, communicate your worries to our team. We have a worldwide network of contacts and suppliers on hand to help ensure you have access to all the equipment you need.

Ask about team replacements

Air travel is of particular concern for many organisations, so to avoid sending your team overseas, we have an experienced team on hand to help at every stage.

You can supervise your event remotely and our dedicated project managers can be on scene working with you to ensure the entire event runs smoothly, so you don’t have to put your team at risk.

Ensure a robust risk assessment is in place

Whether you decide to go ahead with your event or not, a thorough risk assessment should be carried out beforehand to ensure you have planned for every situation.

Monitoring event staff, suppliers and freelancers for symptoms and encouraging those who think they are infected to stay at home will ensure the virus isn’t in attendance at the event.

You can also enforce a strict hygiene policy for all event staff to keep potential contamination to a minimum. We provide facilities and infrastructure that meets hygiene standards, no matter how stringent.

On with the show

It is worth noting that the UK is a low-risk country and there is no official guidance to cancel events. Having a contingency plan will ensure you are prepared for every eventuality.

If you are concerned about the progression of Coronavirus and how it will affect your event, talk to our team and check the official government website for advice.