April 21, 2020 by Dave Lutz
This is the fourth in a series of blogs posts, written collaboratively by our team, which uncover lessons learned in advising dozens of our clients on their events in the time of COVID-19. Although each situation has its own unique issues, we hope you find nuggets to help you with your disruption response and planning.
Over the past couple weeks, conversations with our clients have shifted from crisis decision-making for conferences occurring in the near-term (reactive) to scenario planning for the fall (proactive). While there is still significant uncertainty for the health and safety of mass gatherings, those of you with your major events in Q3 or Q4 have a little time for weighing your options.
In our Conference Go/No-Go Decisions in a Pandemic post, we provided a framework for scenario planning. Many have taken this to heart and are working on at least two plans. Here’s what some of them include:
If you are planning to move forward with your fall conference, now is the time to notify your hotels, convention centers and service providers of your lower expectations. Some planners don’t want to make a downward adjustment without confirmation from the hotel that the performance clauses are being forgiven. It could be months before a hotel is able to make that determination. While we’re not lawyers, we believe making good faith adjustments early-on puts you in the best position for Renegotiating Live Event Agreements When All Parties Are Innocent Victims.
Good partners will lower the room block and release meeting space you don’t plan to use, sooner rather than later. By doing so, inform the hotel that you want to make sure that they have available inventory for other groups that may be postponing their dates.
What advice would you add for organizers with fall conferences or shows?
Other Posts in this Series
Leading Through the Pandemic: Generosity + Empathy = Future Brand
Conference Go/No-Go Decisions in a Pandemic
Renegotiating Live Event Agreements When All Parties Are Innocent Victims
Filed Under: Event Planning, Experience Design, Hybrid & Virtual
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