With the world a little crazier than usual lately, your association might be dealing with canceled events. Some of these events and conferences have likely been planned a year or so out and are a huge source of revenue for associations. If you are forced to cancel your event because of rapidly spreading Coronavirus, try a few of these tips to help recoup some money and still provide members with some benefits.
1. Reread your contracts. Although you likely scanned thoroughly through your hotel or venue contract when signing it, read back through it and see if there is a Force Majeure clause. This is a contract provision that allows a party to suspend or terminate the performance of its obligations when certain circumstances beyond their control arise, making performance impracticable, illegal, or impossible.
2. Hold webinars. In order to still provide conference-goers the content, they intended to learn, move sessions online. In order to make some money off of this, provide conference sponsors with the opportunity to sponsor the webinars. This will be a win-win for members, sponsors, and your association’s budget. You can also record the webinars for people who are unable to make it.
3. Provide an opportunity for online networking. With everyone held up in their homes, people are going to be itching to connect with others. Move this experience online as well. There are plenty of platforms online that allow for breakout groups and networking opportunities. Throw a theme on it like “Cocktail Party” where everyone brings their own drink to the session to make it a little more fun and have ice breakers to get everyone talking.
4. Practice the virtual event. Even though the switch may be last minute, make sure to get everything in order before introducing it to members. We all know that technology can be finicky and do not want to add to the stress of members whose plans have been shut down. Make sure that everything stands out and is a strong and fun experience for those that join.
Although this shift in plans may not be ideal, it is something we must accept. With that in mind, you might as well make the most of it and still work hard to provide your members and vendors with a unique experience. This could also prove to be successful and something you may want to do in smaller doses throughout the upcoming year, providing a new benefit to members.