Preparedness is the New Mantra for Planners (Don’t Panic)

August 26, 2021

De-de Mulligan

De-de Mulligan is a digital marketer, blogger and President of Mulligan Management Group, a full-service, boutique marketing agency. A former meeting planner who received the MPI Ohio Chapter’s Planner of the Year award in 2006 and 2012, she brings a unique perspective to her blog posts, including for Rentacomputer.com. You can connect with her on Twitter and LinkedIn.

“Become comfortable with permanent uncertainty.” ~ Unknown

Since March 2020, your lives as planners, show managers and suppliers have been nothing short of topsy-tervy. For many seasoned event professionals, the last 19 months are new to someone whose planning cycle is three to five years in the future. 

While many are touting a “new normal,” what is that exactly? And how do you pivot when your local, state or federal government changes direction? What happens when you have attendees who want to cancel or come at the last minute? One guiding principle is to stay calm. 

Let’s talk through some alternatives, determine the planning timeline to implement it and see where you might be able to reduce risk while increasing attendee engagement along the way. 

Follow CDC, WHO, and State Guidelines

Let attendees know you are following all information from these organizations daily and will be sharing information on your social media channels and website as things change. 

Planning time: Limited

Fallback options: Fluidity is the name of the game. Move your meeting from inside to out, from virtual to in-person or hybrid. The more options you plan for, the better chances you will be able to move quickly where you have to be. 

Answer All Questions, All The Time

Remind attendees how they can reach you: phone, fax, email, chat, mail or other methods. Please encourage them to ask questions so that you can address their concerns before and during the event. 

Planning time: One to three months, as you will need to have people in place to answer questions as they come in. 

Offer On-site Testing 

This can include rapid testing, temperature checks and asking them to fill out a health questionnaire every day. A company can sponsor the testing, and results can be given to the attendee in 3-10 minutes. 

Planning time: At least one month if you want it sponsored. 

Fallback options: You can accept their vaccine card as proof they are vaccinated and allow them to skip this option. 

Require Proof of Vaccination

Along with their photo id, attendees would have to show their vaccine card to event management. 

Planning time: One day to one week, however, be prepared for pushback. Individuals may wish for a total refund or put not-so-kind messaging on your social media. Once your organization commits, you have to follow through. 

Fallback options: On-site testing or constant mask-wearing.

Remind All of the Symptoms and Offer Free Online Consultations

You probably know someone who came to work, school or a friend’s house and had COVID-19. They either didn’t know the symptoms or denied that they had them. Posting this information repeatedly on social media, putting it in attendee rooms and broadcasting it throughout the event will remind people of the symptoms. You can either pay for the televisits or secure a sponsor. 

Planning: At least one month before your event.

Fallback option: Turn your entire event into a virtual one.

Mandate Mask Wearing

Attendees, regardless of their vaccination status, must always wear a mask while they are indoors. This requires enforcement and proper wearing to be effective. 

Planning: At least one month because you must say it repeatedly.

Fallback Options: If they don't want to wear a mask, offer a virtual option or give them a full refund. 

Reschedule Your Event 

This is not an attractive option, but it may be your safest option. Postponing the event one month to one year allows you the flexibility to take a breather without refunding most of the fees you’ve already collected. Please remember, we are still in a pandemic, and until we hit herd immunity, chances are we will continue to have resurgent highs and lows, thus a constant state of uncertainty. 

Planning: Little

Fallback option: Go completely virtual 

The Operative Word is Fluidity

Think of meetings and events as a continuum: at one end are no meetings of any sort, and on the other are large, full-fledged conventions and trade shows with people crammed into conference halls or trade show floors. 

We will continue to track somewhere in between during this time. The planners with tremendous success will move fluidly up and down the scale with loads of contingencies, always including some level of PPE rentals to keep in-person attendees safe.

 

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Overview: The award-winning Orange County Convention Center (OCCC) goes the extra mile to make every day extraordinary by offering customer service excellence and industry-leading partnerships. From their dedicated in-house Rigging team to their robust Exhibitor Services, The Center of Hospitality brings your imagination to life by helping you host unforgettable meetings and events. With more than 2 million square feet of exhibit space, world-class services and a dream destination, we are committed to making even the most ambitious conventions a reality. In October 2023, the Orange County Board of County Commissioners voted to approve allocating Tourist Development Tax funding for the $560 million Phase 5A completion of the OCCC. The Convention Way Grand Concourse project will include enhancements to the North-South Building, featuring an additional 60,000 square feet of meeting space, an 80,000- square-foot ballroom and new entry to the North-South Building along Convention Way. “We are thrilled to begin work on completing our North-South Building which will allow us to meet the growing needs of our clients,” said OCCC Executive Director Mark Tester. “As an economic driver for the community, this project will provide the Center with connectivity and meeting space to host more events and continue to infuse the local economy with new money and expanding business opportunities.” Amenities: The Center of Hospitality goes above and beyond by offering world-class customer service and industry-leading partnerships. From the largest convention center Wi-Fi network to custom LAN/WAN design, the Center takes pride in enhancing exhibitor and customer experience.  The OCCC is the exclusive provider of electricity (24-hour power at no additional cost), aerial rigging and lighting, water, natural gas and propane, compressed air, and cable TV services. Convenience The Center is at the epicenter of the destination, with an abundance of hotels, restaurants, and attractions within walking distance. Pedestrian bridges connect both buildings to more than 5,200 rooms and is within a 15-minute drive from the Orlando International Airport. The convenience of the location goes hand-in-hand with top notch service to help meet an event’s every need. Gold Key Members The OCCC’s Gold Key Members represent the best of the best when it comes to exceptional service and exclusive benefits for clients, exhibitors and guests. The Center’s Gold Key memberships with Universal Orlando Resort, SeaWorld Orlando and Walt Disney World greatly enhance meeting planner and attendee experiences offering world-renowned venues, immersive experiences and creative resources for their events. OCCC Events: This fiscal year, the OCCC is projected to host 168 events, 1.7 million attendees, and $2.9 billion in economic impact.  The Center’s top five events during their 2022-2023 fiscal year included:  AAU Jr. National Volleyball Championships 2023 200,000 Attendees $257 Million in Economic Impact MEGACON 2023 160,000 Attendees $205 Million in Economic Impact Open Championship Series 2023 69,500 Attendees $89 Million in Economic Impact Sunshine Classic 2023 42,000 Attendees $54 Million in Economic Impact Premiere Orlando 2023 42,000 Attendees $108 Million in Economic Impact