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Tips for your event in uncertain times

15 Mar 2020

Whatever your personal view on the UK’s reaction to the current crisis, Coronavirus is going to dominate headlines for the foreseeable future, and there is no doubt it will have a knock on impact on your events this Spring.

Here are our top tips to try and help Event Planners navigate this tricky time.

1. Communicate

People have a tendency to panic, so you need to let them know what your plans are. Even if you don’t know what your plans are yet, letting people know when you’re going to be making announcements or decisions can help people prepare and put their minds at rest.

2. Talk to your suppliers

Your venue, caterers, AV suppliers, exhibitors – anyone who has a key role in your event. Let them know your plans, and find out what contingency plans they have in place. It’s also worth checking your insurance cover so you understand what you’re covered for, and what you’re not.

3. Get proper advice 

Make sure you’re making decisions based on current official advice, rather than media hype or public frenzy. Use official websites like

4. Prepare for the event 

Whatever government guidelines say, if your event goes ahead there will almost certainly be reduced attendance as people decide not to risk it, and you may have fewer people to staff the event due to illness. How would this affect your event? What can you do to work around it? Also look at what you can do to mitigate the risks during the event – reducing unnecessary contact between attendees, providing adequate hand washing facilities, branded tissues and hand sanitiser in the goodie bags?!

5. Consider your options 

If you decide that your event is not going to be viable as originally planned, there are a few options available.

  • Cancellation – the most extreme option would be to cancel the event in its entirety. If you decide that this is the only option then give your attendees and your suppliers as much notice as possible so that they have the best chance to deal with the impact of this.
  • Postponement – if your event can’t go ahead right now, you might look at moving it to later in the year when the peak of the virus has passed. Again, talk to your suppliers to see how they can help.
  • Take your event virtual – consider how you can make your event virtual! There are lots of options for live streaming and content sharing that mean you can still achieve a many of the objectives for your event, without compromising safety.

The only thing that’s certain is that we are in very uncertain times! Ultimately the 3 key things you can do are:

  • Talk to people,
  • Keep your plans under review
  • Be prepared to do things differently.

If you’re concerned about your event and want to chat through some of the options then give us a call on 0330 008 0480 or email and we will do whatever we can to help.

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