Adam Fabulous - News / Blog
Coronavirus and Your Event: Tips and Resources
The novel coronavirus (COVID-19) is likely top of mind as you’re thinking about your events. We stand with you and are here to support your needs to ensure you, and your attendees, are well-prepared and safe in gathering at an event.
We are closely monitoring the official guidance from health authorities, local governments, and the World Health Organization in order to support the health and wellbeing of our global community.
While this can be a challenging situation to navigate, we are here to provide support and recommendations for how to move ahead with your event, and effectively communicate with your attendees.
Tips for staying informed
Staying informed about the coronavirus impacting various parts of the world is vital to ensuring the safety of you, your team, and attendees.
In addition to your local public health officials and local authorities, follow these resources:
Tips for preparing for a safer event
As you continue to move forward with hosting your event in-person, here are a few recommendations on how you can prepare for event safety:
Follow precautions: Monitor trusted sources and follow these best practices from WHO to maximise the wellbeing of you, your team, and attendees and to deliver a successful event. For more precautions and details, read the WHO site.
Review your agenda: Evaluate if there are opportunities to reduce the risk of transferring illnesses. If, for example, you’re hosting a networking event, you’ll want to skip encouraging attendees to shake hands or high-five one another.
Communicate with your attendees, often: Let your attendees know that your event is still on and outline the precautions you will be taking at the event. This could include recommendations such as discouraging handshakes (stick with smiles and waves), staying home if you feel unwell, and washing your hands often and for 20 seconds. Encourage the use of hand sanitiser at every opportunity.
Tips for moving your event online
Some types of in-person events can work just as well virtually, in the form of an online event.
Over 100,000 online-only events were hosted on Eventbrite in 2019, with a variety of topics including work/life balance webinars, real estate livestreams, and online training courses for court interpreters.
To host an event online, you will want to decide which digital format will work best for your event. For example, you can use a webinar if you have content or slides you want to share with your attendees, or a livestream for events with a larger audience. It’s then fairly simple to set up your virtual event on Eventbrite.
We’ve outlined step-by-step instructions for setting up an online event here. If you’ve decided to host a webinar, this article will help you set up your event with webinar access using tools like Zoom. You can also use Eventbrite’s Digital Links feature, which makes it easy for your attendees to access virtual content and materials related to your event.
Tips for postponing your event
If you’ve made the difficult decision to postpone your event, some tips on how to do it gracefully while continuing to put your attendees first.
Be sure to have a replacement date and venue in place to spread the word
Offer to transfer attendees’ spots to the new event
Offer a refund as well, as your new event date or location may not work for everyone
If your event is on Eventbrite, follow the steps in this Help Center article to postpone and reschedule your event.
We’re in this together
As a community of event creators, our top priority during this time is to support your needs. As the situation evolves, Eventbrite will provide additional resources and support. If you have any other questions related to your events and the novel coronavirus (COVID-19), visit this page for more information.
Socially Distanced Events – A New Language
The effect of lockdown on the event industry hasn’t just meant a move to hybrid events, there is now a new virus-related vernacular in use by event planners.
The corporate events industry is having to re-interpret event specific acronyms such as DDR and AV in line with today’s demand and social changes.
Lockdown has exacerbated the need for people to communicate. From an individual’s need for interaction to organisations who are embarking on a new way of operating and communicating with their teams, clients, suppliers and shareholders.
Subsequently, demand for incorporating a virtual element into client meetings and events has grown as organisations address the shift in people WFH. We used to plan events around the four walls that the sessions were taking place in. Now, we need to consider a completely new perimeter; the four corners of the screen that remote guests will be focused in on. Add to this a revised set of operating rules across venues and the conversations with clients and colleagues are changing and a new dialogue is developing.
Examples of the new phraseology for the event sector includes:
Emcee
Event host, real-time and virtual
Virtual backgrounds
The four corners of the screen have become the aperture for eager eyes and attendees need to consider what their personal working at home set-up portrays. In real time, event attendees are engaged with each other on an even playing field, however, remote viewers have unique scenarios that are as individual are they are. Attending from beside the pool or from the box room can be distracting for the wider audience. Planners should therefore consider the online experience of their delegates to be as important as their real-time guests. Themed backdrops or sponsored backgrounds give equality and are important ways of eliminating any perceived hierarchy and most importantly help build a cohesive message.
Push notifications
Keeping attendees’ attention is key – especially when they are remote. Push notifications can keep participants hooked at all times and may mean they don’t miss out on important conversations. A maxed info’ consumption means a far higher return on investment and a superior return on experience for guests too.
Scrolling / To scroll
Covid-19 has been a catalyst in the move from print-based conference programs to tech-platforms that enable networking & sponsorship along with a central resource for content. Scrolling is a delegate’s hastened sweep through content that they deem less suitable for their needs. Longer term, organisers can keep their audiences engaged and networking long after the event has concluded, therefore, scrolling due to poor quality and content needs to be eliminated.
Touch-less
Organisers want as few touch points and areas for potential contamination as possible. Canapes and buffets are now potentially no-go foodie options, replaced with served boxed food, and the ease of providing an all-day un-manned coffee station has been erased from the operations manual. Name badges and goodie bags are being scrutinised too as organisers look to replicate a 5* experience on their event apps. Society’s on-going reliance on phones is helping organisers drive their delegates to their dedicated app or platform and eliminate areas that formerly required a tactile interaction.
WFH – working from home
With many organisations having to switch to remote working at home, there’s been a significant increase in international participants as overseas offices and colleagues are being invited to events that previously would only have had a local or UK domestic audience. Inviting guests from the four corners of the globe means messages remain uniform across the operating companies and more importantly alleviates the need for travel. With so many businesses easing their teams in to working remotely for the foreseeable they are increasingly creating virtual events to keep their corporate values and messaging on point.
WFO – working from the office
Conversely the term ‘working from the office’ implies the number people that will be in real-time attendance at the event. In line with Covid-19 restrictions the groups size in attendance may be slightly smaller, however, there will be a greater reach of audience numbers who are attending online.
Virtual happy hour
Enabling the virtual guest to carry out their working in a less formal atmosphere post event.
Book me as your virtual DJ on Zoom, or any other platform for HD Video and Audio playing requests and making shout outs!