How to Handle Events Impacted by COVID-19

Posted by Alyssa Van Aman on March 25, 2020

COVID-19 Tips for Vendors

As the COVID-19 pandemic continues, social distancing remains a must. The CDC has stated that all U.S. events of 10+ people should be cancelled or held virtually, and no mass gatherings (50+ people) should be held for the next 8 weeks.

We’re confident that the party and event planning industry will come back stronger than ever, but for now, we recommend that vendors adhere to the guidelines provided by the WHO, CDC, and federal and local governments. We do not encourage or recommend that our members book events where they are prohibited.

To help you navigate this difficult and uncertain time, we put together our top 5 recommendations for handling events that have been impacted by COVID-19.

1. Compassion & Kindness Will Go a Long Way 

At this point, party planners have no choice but to cancel or reschedule their events. Understand that this isn't something they want to do. We're hearing from many heartbroken clients, as I'm sure you are, that have had to cancel important events that they've been planning for several months.

We understand it's difficult right now to offer refunds, but helping your clients out in some way now can lead to great referral business in the future.

2. Add the Words 'Postpone' and 'Reschedule' to Your Conversations

If clients call about cancelling their event, encourage them to consider postponing or rescheduling it to later this year or next. Let them know you would love to still provide your services at a future date and would be happy to work with them through the rescheduling process.

3. Think Outside of The Box

We have seen some vendors offer to take their performance virtual. Now, this doesn't work for all vendors or for all event types, but think about ways to go above and beyond like this for your clients.

Pro Tip: If you can offer virtual performances to clients, update your bio and profile name to include that information, like Camille Terry, John Rios, and Leon have!

4. Proactively Reach Out to Your Clients

We recommend proactively reaching out to your clients who have events scheduled over the next 8 weeks, if you haven't already. Let them know you are here to help guide them in rescheduling their event. It's important to make your clients feel cared for during this time as well as excited about planning the event in the near future.

5. Lean on Others for Support

Reach out to other event professionals for support and tips for handling event cancellations and postponements amid the COVID-19 pandemic. They're all experiencing what you are right now and so having someone to talk to that can relate to what you're going through right now, can help! 

Please also continue to lean on our team here at The Bash for help and guidance. Of course we're here to help facilitate event cancellations, but we're also here to support you, whether you need advice or just someone to talk to.

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What are you doing to work with clients amid COVID-19 cancelled and rescheduled events? Comment below.

Topics: COVID-19 Support

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