How To Plan Your Corporate Events During The Coronavirus Outbreak

by Admin Mar 14, 2020 at 02:32 pm CORPORATE EVENTS

Coronavirus outbreak in India and other countries have scared people, as concerns of a potential pandemic grow, event organizers boost communications, plan added safety measures. Many Corporate Companies announced their conferences rescheduled because of the coronavirus outbreak.

Postponing the conference has not been an easy decision, but it became clear that it was a necessary one. Due to coronavirus concerns, the global health conference scheduled, many also are considering the virus's impact on their own travel plans.

That is because of industry events and long-scheduled conferences, some of them international in scope, are falling in the crosshairs of CDC warnings, travel restrictions and overall concerns of a potential pandemic.

So, if you are also planning any corporate event or conferences taking precautions from the COVID-19 virus is mandatory. For example: "a handshake-free meeting", you can send this as an email to registrants. Instead of a handshake, you can recommend elbow tap or namaskar.

At Level 3  avoid nonessential travel - by the Centers for Disease Control and Prevention, it is being announced in South Korea and China, excluding Hong Kong. Your organizers can also plan to conduct on-site screening throughout the conference, to boost sanitation measures before and during the the event, to provide medical-grade face masks at information booth and to provide guidance and updates to all conference attendee hotels, through email. Guests also will receive printed copies of safety measures upon check-in at their hotels. And anyone feeling unwell also is urged to skip the event.

You have to take all the necessary precautions to ensure the health and safety of participants in the wake of the coronavirus outbreak.  As such, you have to add more hand-sanitizing stations, offering disinfectant sprays in high-traffic areas, increasing the frequency that session rooms and high-touch areas- such as doorknobs and escalator rails & lifts should be cleaned.

Ask your attendees to be proactive: frequently wash their hands, use an alcohol-based hand sanitizer, avoid touching face and sit the event out if they are sick. In addition, your organization can also provide updates with industry-specific guidance.

The recent outbreak of COVID-19 has raised global concerns that will have both short-term and long-term impacts.  On 11 February 2020, the coronavirus disease was given an official name by the WHO - COVID-19. It may leave a major impact on business events as Gloria Guevara, President & CEO of World Travel & Tourism Council (WTTC), released a statement on 24 January 2020 saying, while this will impact the travel and tourism industry, the international community needs to be prepared to combat the virus. "Experience has taught us that global coordination and cooperation, with collaboration between the public and private sector is going to be vital in containing the spread of COVID-19 throughout China and beyond."

Short-term considerations

In the near-term, event professionals should consider taking the following measures:

  • Monitor for changes in recommendations about events and travel, and follow guidance from health and government offices.
  • Prepare for attendees to have concerns, and provide them with resources updated in real-time from reliable sources about travel precautions.
  • Share recommendations on how to stay healthy, such as social media resources from the WHO. These are standard recommendations for the general public to reduce exposure and transmission of a range of illnesses.
  • Anticipate travel delays for airport screenings and flight and/or registration cancellations from affected areas. Monitor government travel notices for additional information.
  • Provide options for virtual participation.
  • Review protocols for sanitization and communication plans.

Long-term considerations

  • While we continue to monitor the outbreak, we recognize that this will impact not only the health of individuals but also regional economies who will need support and leadership.
  • Paramount is the need to ensure that event professionals are making informed decisions related to travel and meetings that prioritize the health and safety of participants and workers, and support communities at risk.
  • Should your plans find you in a position to cancel travel or meetings and events, consider it a postponement, and find other ways to support the communities that have been affected. In doing so, make firm plans to return, and be transparent and timely with your communications to partners and event stakeholders.
Event Panda as a leading digital platform for all event service businesses in India cares, that is why we are here with this blog.  Stay safe.


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