What to do if your event is affected by COVID-19 regulations

what to do if covid-19 affects your event

What to do if your event is affected by COVID-19 is on all our minds. This is a rapidly developing situation. For the most up-to-date information, check resources like the Oregon Health Authority (OHA), Centers for Disease Control and Prevention (CDC) and World Health Organization (WHO) regularly. This post will be updated as new information becomes available.

It has never been easy to plan an event, but to do so during the pandemic era of COVID-19 comes with unprecedented difficulty. As of today, April 14th 2020, all 50 states of the U.S. and many parts of the world are under some form of Stay at Home order. Here in EJP Events’s home base of Portland, Oregon, we’re beginning Week 5 of social distancing and “Stay Home/Save Lives“. Travel, both locally and internationally, is severely curtailed if not outright banned. Our hearts go out to the many people affected: whether due to COVID-19-related illness, or to business and financial effects.

Most events for April, May, and June have already been rescheduled or cancelled. Event planners are taking cues from major world and regional gatherings and festivals such as the Olympics, Edinburgh Fringe Festival, Coachella, etc. which have all cancelled or postponed.

What does this mean for a couple planning a wedding, or an association planning a conference in late summer through end of 2020? First things first: please take care of yourself and your family, friends and coworkers. Do what is safe and healthy. The science tells us: COVID-19 is extremely contagious, can possibly be carried while asymptomatic for up to 14 days, and is potentially life-threatening for many. So follow your local health authority guidelines and right now: stay home and stay safe. Take care of your mental health too. The emotions around planning an event can be overwhelming enough without a global pandemic. It’s important to acknowledge the many feelings that can arise and be kind to yourself and others involved in this situation. Check out these resources from the CDC on coping.

OK, so thankfully you’re safe and healthy at home, but you have an event on the future horizon. Now what? While no one has a crystal ball, here are some thought processes we recommend as you plan what to do if your event is affected by COVID-19 and your event date approaches:

We agree with, and really love this chart made by the folks over at Filosophi Events in Vancouver BC. In general, you should have a Plan B for any event occurring in 2020; and you should set a “go/no-go” date on which you decide whether or not to invoke your Plan B. For most people, this “go/no-go” date will be about 60 days or 2 months before the event.

In order to create your Plan B, you’ll need to communicate with your venue and vendors about what options you have, find alternate dates, and find out if everyone is available on the possible alternate date. This is also a good time to review your contracts, especially any clauses about Impossibility or Force Majeure. Ideally, your contract should cover you in the event it becomes “illegal or impossible” to hold your event. There should be a way to seek relief from this impossibility (such as a reschedule) through this clause in your contract. Please contact your legal advisor or attorney for further advice on this.

Canceling outright (termination of contract) should be a last resort, as typically it will incur the most financial loss. A recent survey showed that 96% of couples are not canceling their weddings. It’s better to postpone than cancel. Should any of your event partners, whether vendor or venue, not be available for your Plan B, you’ll need to work out how to release them from their contract with you, and what, if any, financial repercussions there will be.

If your event is not a wedding, but a corporate event or conference, however, you may need to set your go/no-go date earlier than 60 days, since it’s not just the actual event itself that is affected, but your business partners’ ability to plan for and market the event as well. For example, if you aren’t able to sell trade show booths or registrations because your business partners aren’t sure if your event will even be allowed, it becomes impossible and commercially impracticable to hold your event, which may trigger a need to postpone.

Ultimately, the most important things are for you and your attendees to be safe; and for the purpose and spirit of your event to be upheld. Love is not canceled. Education is not canceled. With these things in mind, and with the positivity and teamwork of your vendor team, a solution will be found.

If you are looking for assistance with this process of what to do if your event is affected by COVID-19, please contact us. We’re currently offering complimentary phone and online consultations to assist any new and existing clients with COVID-19 questions. We are here to help. 

Oregon School Counselor Association Conference Photos

Got some photos back from our Oregon School Counselor Association conference a couple weeks ago. So great working with this group! EJP Events helped them from beginning to end, starting with venue search, contract negotiations, sponsor and vendor solicitation and management, catering menu planning, registration, social media, event marketing (the conference sold out for the second time we have been involved!), to onsite coordination and check in. We even printed and ordered their swag items, such as t-shirts, bags, pens, and notepads.

Portland Event Planning by EJP Events

More photos from this wonderful conference available here:
We love working with our conference and event planning clients and making their jobs easy!

Portland Retro Gaming Expo

As wedding season moves indoors and gets quieter, conference and expo season surges forward! This weekend we’re happy to help Portland Retro Gaming Expo coordinate their hotel logistics as they welcome 10,000 attendees to the Oregon Convention Center to enjoy hundreds of retro arcade and console games. Did you know EJP Events is a member of American Express Global Business Travel’s Meetings Expert program? I love helping groups find the best hotel venue for their needs. We were thrilled to match PRGE up with the Crowne Plaza Portland, Doubletree Portland, Jupiter Hotel and Residence Inn Lloyd Center this year. Let me know if I can help your group!

Portland Retro Gaming Expo - Convention Planning and Venue Sourcing

via Buffer

Oregon School Counselor Association Annual Conference

We are very pleased to once again be helping Oregon School Counselor Association with their Annual Conference. If you know a school counselor or a student in the counseling field who may be interested in a career in school counseling, please share this event with them!

Things That Annoy Your Attendees During Online Event Registration

gif via Popkey

I just saw a tweet about a really interesting conference coming up on the East Coast. Relevant speakers, education credits, a great registration fee, a compelling location. However, I’m stuck, just stuck, right in the middle of the registration process, trying to find out more. My pain is your gain, however, as I walk you through the things that are completely annoying me about this event registration page.

1. When is it?

The date is in 9-pt type in a light grey, against white background. I’m squinting. Come on guys, your target audience is meeting professionals and many of us are over 40 and starting to lose our eyesight. PLEASE MAKE THE DATE BIG, and put it first so we even know whether or not we can attend.

2. No link to hotel information

The hotel looks really nice! There is a huge embedded Google map showing the location. However there is no reference to a group rate for the conference, nor a link to the hotel, nor a group code. Nothing. I can’t fly across the country to your event and not knowing if I can stay at the convention hotel. PLEASE MAKE THE LINK TO THE HQ HOTEL BIG. And clickable.

3. Sponsors are listed, but no links to their websites

Look at all these sponsors! Some of the top players in my industry. But if I put my finger on the logo (yes, I’m on mobile, just like 73% of the world’s population) nothing happens. What? The logo should take me to more information about this great company, so I can learn about what they do and offer. You’re not giving your sponsors full value, and you’re doing a disservice to attendees, if you don’t link out to their information.

Please, for the love of your attendees, and so you don’t lose us during this process, take care of the basics! (Note: I did not end up registering for the conference. Oh well.)