Best Practices: Hosting Events In The Age Of #Coronavirus (COVID-19)
Event Organizers and Large Venue Operators Must Exercise An Abundance Of Caution
Source: Constellation Research, Inc. Ambient Experience Summit 2020 Atlanta
Amidst the backdrop of coronavirus fears and the spread of COVID-19, event organizers, large venue promoters, and major league sports teams, must make the tough decisions on whether or not to host their events or cancel. The decisions are not easy to make. Given the lack of good information on how the virus is transmitted and how contagious the virus can be, most event organizers have opted for an abundance of caution. A few have declared cancellations given their business models or the spread of outbreak among their core demographic. In fact, a few mega events such as Mobile World Congress (large number of Chinese based vendors), Italy's Carnival and the Greek Aporkies (recent country specific outbreaks), and even F8 for Facebook have been cancelled. Recently, a number of events including Ceraweek, Domo, Intel, Zendesk Relate, and Zoom have cancelled their events (as of March 1st, 2019)
To put the coronavirus in perspective consider number of deaths for each type of incident:
- 50,000,000 - Total global deaths from the Spanish Flu (1918)
- 18,000,000 - Total global heart attack deaths (2016)
- 9,600,000 - Total global lung cancer deaths (2018)
- 1,250,000 - Total global vehicle deaths. 50,000,000 injured or disabled (2018)
- 646,000 - Total global flu deaths, as low as 291,000 (2017)
- 3,117 - Total global coronavirus COVID-19 deaths (based on reporting as of March 2, 2020)
- 858 - Total global deaths up and until 2019
- 747 - Total deaths from SARS (2002)
The fears and realities of hosting events amidst a rising epidemic and a potential global pandemic require new guidelines and procedures for all event organizers. Once the fears subside, business must continue and major events and conferences must go on, but short of hosting virtual rooms and zero human contact, organizers will have to consider rules based on a number of factors:
1. Apply Pre-Event Precautions
- Develop strict and precautionary attendance policies and restrictions. Use the latest trackers to determine whom to limit attendance from. At the time of this blog post, most event organizers suggest a limitation for potential attendees whom have visited within the past 60 days the countries of China, Italy, UK, UAE, Iran, South Korea, and Hong Kong. However, targeting individual countries may become futile. Use the Johns Hopkins live-tracker to determine which countries may pose the greatest risk as these changes happen in real-time.
- Screen guests based on where they have visited. Ask international attendees to produce their passports. Any guests that have visited the targeted list of high risk countries in the past 60 days should not be cleared for entry into the event venues. US based events should adhere to the travel restrictions and guidance of the U.S. Department of State
- Apply generous cancellation policies given the current situation. Most event organizers have provided attendees the ability to apply their fees to the next year's event. Some have provided refunds. A very few have not provided any refunds.
- Discourage attendees who have any flu-like symptoms to attend. Attendees who have a runny or stuffy nose, fever, cough, sore throat, symptoms of diarrhea, and symptoms of vomitting within the previous two weeks of the event should not attend the event. Event organizers should make no exceptions. Keep in mind with spring allergy seasons ahead of us, this will be a tough call.
- Provide virtual attendance options. Enable password protected or public live streams of keynotes, main stage events. Provide paid attendees who can not attend an option to attend virtual sessions via live stream or platforms such as zoom, On24, WebEx, or SecondLife.
- Establish data collection waivers in order to enable public health tracking. Secure waivers for global privacy regulations to track any incidents. Most organizers are implementing GDPR and PDPA waivers.
- Partner with local authorities and health agencies. Closely monitor World Health Organization (WHO) and Centers for Disease Control (CDC) guidelines and all new developments. Apply new policies based on disease transmission etiologies.
- Update all attendees on the latest developments. Send frequent updates to attendees on attendance criteria and on site health and safety rules. Most send a notice two-weeks in advance, one-week prior, three-days prior, one day prior, and throughout each event day.
2. Enforce Day Of Event Proactive and Cautionary Measures
Source: Constellation Research, Inc. Ambient Experience Summit 2020 Atlanta
- Conduct temperature screenings at the event venue. Most event venue operators or event organizers will screen using thermal scanners outside the venue. All attendees will be subject to passive temperature screening measures. Individuals with temperatures higher than 100 F (38 C) should be escorted to an isolation holding room. Medical personnel will interview and quarantine the person if necessary.
- Establish an isolation holding room with local public health authorities. Event organizers should work with health agencies to staff a isolation holding room for suspected cases and implementation of standard operating procedures for disinfection. The isolation room should be staffed with trained medical professionals and follow proper infectious disease protocols.
- Require rigorous physical cleaning of the venue. Require wipe-downs for all microphones and speaker monitors. Increased frequency of physical cleaning and usage of appropriate disinfectant agents for door knobs, lecterns, escalator hand rails, trash receptacles, water stations, elevator bottoms, chairs, registration tables, and bathrooms. Prepare for a provision of personal protective equipment (PPE) and roll out restricted entry and exit plans as needed.
- Provide hand sanitizers and masks. Ask all visitors to use hand sanitizers before entering the event and make sanitizer available throughout the event. Make face masks available for all attendees if they feel unwell.
- Display health advisories at event venue. Remind attendees to keep personal hygiene high, provide notices on hand washing and also minimizing physical contact. Implement social distancing (stand a minimum of 3 feet away from people). Provide health advisories near water fountains, eating areas, food preparation, trash receptacles, bathrooms, and keynote venues.
- Implement a "No Hand-Shake" policy at the event. Use fist bumps, "ebola" elbow bumps, virtual hugs, air waves and hellos, and other mechanisms to replace the handshake during the crisis. Wash all hands with soap and water for at least 20 seconds, especially after any eating, blowing of the nose, coughing, sneezing, and using the bathroom.
- Apply massive safety measures in food preparation and serving. Consider using individually wrapped food instead of open buffets. While individual wraps are not always eco-friendly, this exception may contain virus transmission. If using buffets, ensure that there are splash and sneeze guards or other food safety in place for serving of food. Feel free to shame guests who do not use food serving tongs or serving utensils and decide to pick things up with their hands. Enforce no double dipping rules.
- Place hand sanitization devices in front of all meal and beverage stations. Many folks still don't wash their hands in restrooms and as a backup and prophylactic, having hand sanitizers at meal and beverage stations can improve hand washing or in this case hand sanitization efficacy.
- Request all attendees and exhibitors evaluate their own health and that of those they are in close contact with. Feel free to report to any event organizers anyone that feels unwell you come in contact with. Encourage attendees whoa re sick or showing symptoms of illness to stay home.
- Increase medical personnel and security on-site. Staff up to handle medical emergencies, provide on-site diagnosis, prepare the event venues, and oversee event medical operations. Work with local infectious disease programs at hospitals and clinics to provide resources and testing kits.
3. Follow-up Post Event
- Ask health outcomes in the post event surveys to attendees. Use these surveys to monitor post event for diseases transmission. See if any attendees are feeling unwell to prevent the spread of future transmission.
- Prepare event attendee data in case an outbreak occurs. Expect health authorities to ask for event attendee data should an outbreak be traced back to the event. Apply data collection for tracking of attendees post event.
4. Use These Resources To Track The Coronavirus Spread
- Check out: David Kellogg's post on How Startup CEOs Should Think About The Coronavirus:
- Read Elad Gil's post on Coronavirus Covid-19 Overview
- Use the Center for Disease Control’s (CDC) recommendations for traveling.
- Find the latest live-tracker of disease transmission from Johns Hopkins University
- Apply the WHO's recommendations for reducing exposure to the public
- Catch the latest rolling updates from the WHO on the coronavirus disease (COVID-19).
- Download the WHO's event planning guide that includes recommendations for event organizers.
The Bottom Line. No Need To Cancel Events If Safety Measures Put In Place
Most events do not need to be cancelled. However an abundance of caution should be applied. Keep a good watch on the CDC updates and use the resources to determine when it makes sense to protect everyone who will be attending and when to cancel your event. Stay safe!
Will you be ready to handle the coronavirus and other pandemics? Will you keep your event or cancel it? Add your comments to the blog or reach me via email: R (at) ConstellationR (dot) com or R (at) SoftwareInsider (dot) org.
Please let us know if you need help with your AI and Digital Business transformation efforts. Here’s how we can assist:
- Developing your digital business strategy
- Connecting with other pioneers
- Sharing best practices
- Vendor selection
- Implementation partner selection
- Providing contract negotiations and software licensing support
- Demystifying software licensing
Reprints can be purchased through Constellation Research, Inc. To request official reprints in PDF format, please contact Sales .
Resources And Related Research
- Big Idea: Extreme Capitalism And The Dawn Of Digital Duopolies May 4, 2019
- Event Report: Apple Formally Launches Services Strategy #AppleEvent March 25, 2019
- Event Report: Oracle ERP Cloud Gains Traction Among Customer Base And Net New Enterprises March 21, 2019
- Event Report: #Think2019 Showcases IBM’s Shift Back From Software To Services February 13, 2019
- Event Report: #WEF19 #Davos2019 Globalization 4.0 Under Fire As Global Leaders Fail The Populace January 22, 2019
- Research Report: Improving Go-to-Market Results with Constellation’s ACF January 16, 2019
- Event Report: Retailers Navigate Exponential Tech Amidst New Business Model Shifts #NRF2019 January 16, 2019
- Trends: Constellation 2018 Enterprise Awards January 3, 2019
- Monday’s Musings: What’s Up With Big Tech Stocks? The Insider View For 2019 December 24, 2018
- Big Idea: December 10th, The Future Of The Internet And Human Rights In A Digital Age November 26, 2018
- Event Report: @GCPCloud A Few Steps Closer To Enterprise Ready #GoogleNext18 July 27, 2018
- Best Practices: Seven Steps To Success In Enterprise Blockchain June 21, 2018
- News Analysis: Adobe Completes Campaign To Commerce With $1.68B Magento Acquisition May 22, 2018
- Event Report: @ServiceNow Transforms From #ITSM To Experience Orchestration #know18 May 10, 2018
- Monday’s Musings: Seven Common Failures Plague Board Room Strategy In Digital Transformation May 7, 2018
- Monday’s Musings: Designing Five Pillars For Level 1 Artificial Intelligence Ethics March 26, 2018
- Digital Transformation Digest: Amazon AR View For Android, SAP Leonardo In Telecom and Cars, MIT AI Chip Makes Neural Networks Mobile February 27, 2018
- Digital Transformation Digest: Mobile World Congress and 5G, Samsung Galaxy S9 and Google Assistant Gets A Boost February 26, 2018
- Event Report: Microsoft Biz Apps Analyst Day Highlights Strategic Transformation #MSBizApps February 14, 2018
- Digital Transformation Digest: Oracle Bets Big On Cloud, Eye On Amazon Domination, and New Investments In Enterprise Tech February 13, 2018
- Digital Transformation Digest: Arizona Accepts Crypto For Tax, Google Rumored With iMessage Competitor, HomePods Sound Good February 12, 2018
- Research Report: Constellation’s Futurist Framework (PESTEL) – The Societal Outlook Pre @Davos #WEF18 January 18, 2018
- Research Report: Constellation’s Futurist Framework (PESTEL) – The Economic Outlook Pre @Davos #WEF18 January 17, 2018
- Research Report: Constellation’s Futurist Framework (PESTEL) – The Political Outlook Pre @Davos #WEF18 January 16, 2018
- Monday’s Musings: Want AI Ethics? Learn From These Four Movies/TV Shows! December 3, 2017
- Research Report: What’s Top Of Mind From SAP Customers December 19, 2017
- Research Report: Demystifying Artificial Intelligence November 16, 2017
- Personal Log: What I’m Thankful For This Year November 23, 2017
- Monday’s Musing: Infinite Ambient Orchestration November 6, 2017
- Tuesday’s Tip: Know When To Automate With Artificial Intelligence September 19, 2017
- Personal Log: Congratulations To Constellation’s BT-150 Winners #BT150 September 6, 2017
- Event Invitation: Radical Candor Author Kim Scott Delivering Keynote at Connected Enterprise 2017 August 29, 2017
- Monday’s Musings: Part 1 of 4 – What Top CMO’s Care About (Demand Gen Persona) August 28, 2017
- Research Summary: Constellation ShortList™ Integration Platform as a Service (IPaaS) August 13, 2017
- Research Summary: Constellation ShortList™ Synchronous Ledger and Blockchain Platforms August 13, 2017
- Event Report: FinancialForce #FFComm17 June 22, 2017
- Research Summary: The Future of Customer Experience (CX) is Orchestrated Engagement June 15, 2017
- Research Summary: Nine Starting Points For Digital Transformation In Manufacturing May 10, 2017
- Research Summary: Artificial Intelligence Delivers Mass Personalization In Commerce April 17, 2017
- Research Summary: How Ensono Used Workday Finance And HR Cloud To Innovate And Save Money April 12, 2017
- Event Report: NASSCOM #NILF17 Highlights Need For Re-Skilling And Move Beyond Trump February 18, 2017
- Personal Log: Leading CXO Influencer, Dion Hinchcliffe (@dhinchcliffe) Joins Constellation Research April 3, 2017
- Event Report: #GoogleNext17 On Path To Enterprise Ready March 9, 2017
- Tuesday’s Tip: Seven Universal Factors Why Technology Firms Fail January 10, 2017
- Monday’s Musings: Dynamic Leadership – A Responsive And Responsible Approach #Davos #WEF17 January 2, 2017
- Monday’s Musings: Why A Bi-Modal Approach to Digital Transformation Is Just Stupid December 12, 2016
- Monday’s Musings: Secrets Behind Building Any AI Driven Smart Service November 28, 2016
- Trends: Five Data Center Trends For 2017 November 12, 2016
- News Analysis: America In An @RealDonaldTrump Era – Everything International Clients Need To Know PESTEL Part 1. November 10, 2016
- Research Summary: Constellation’s AstroChart For Business Trends, Q4 2016 October 18, 2016
- Research Summary: Constellation’s AstroChart For Tech Trends October 17, 2016
- News Analysis: @Adobe @Microsoft Partner Up For Marketing Cloud, Azure and #AI #MSIgnite September 26, 2016
- Monday’s Musings: Understand The Spectrum Of Seven Artificial Intelligence Outcomes September 18, 2016
- Tuesday’s Tip: Seven Factors For Precision Decisions In Artificial Intelligence August 23, 2016
- Research Summary: Samsung Galaxy Note7 More Enterprise-Ready Than Ever August 16, 2016
- Monday’s Musings: CXOs Seek Enterprise-Grade Mobile Solutions Despite Seven Barriers August 16, 2016
- Research Summary: [VIDEO] Inside Constellation’s Futurist Framework August 9, 2016
- Research Summary: Infor Partners with Clients to Deliver on Digital Transformation August 4, 2016
- News Analysis: Plex Adds Supply Chain Planning With DemandCaster Acquisition August 9, 2016
- News Analysis: Oracle’s $9.3B Acquisition Of Netsuite Is About Cloud Consolidation July 28, 2016
- Best Practices: Five Critical Success Factors To Digital Transformation July 10, 2016
- Monday’s Musings: The Post #BREXIT Analysis, What’s Next? June 27, 2016
- Research Summary: Workday Release 26 Beefs Up Cloud Software for Financial Management June 9, 2016
- Personal Log: Pulse Shootings And The State Of America June 12, 2016
- News Analysis: Acquisition Brings Salesforce Customers To The Commerce Party June 3, 2016
- Monday’s Musings: Data – The Foundation Of Real-Time Digital Business May 23, 2016
- Research Summary: The Algorithm of You – How IoT Transforms and Differentiates Customer Experience May 12, 2016
- Research Summary: HOLMES Puts Wipro in the Forefront of Cognitive Computing May 10, 2016
- Research Summary: Why Live Engagement Marketing Supercharges Event Marketing May 6, 2016
- Research Summary: Reltio Powers Data-Driven Applications on a Modern Platform-as-a-Service May 4, 2016
- Research Summary: SAP User Experience-as-a-Service April 27, 2016
- Research Summary: How Shaw Used NetSuite To Create Two-Tier ERP March 21, 2016
- Research Summary: FinancialForce Spring Release Shows Innovation In Personalization And Collaboration March 1, 2016
- Monday’s Musings: Why Digital Transformation Must Move Beyond The Hiring Of A Chief Digital Officer April 25, 2016
- Monday’s Musings: The Four Personas Of The Modern CMO In A Digital World April 11, 2016
- Event Report: Business Transformation Top Of Mind For Microsoft Envision #ENV16 Attendees April 7, 2016
- Event Report: A New Platform For The Digital Economy #Davos16 #WEF January 28, 2016
- Event Report: The Transformation of Finance #Davos16 #WEF January 28, 2016
- Event Report: The Future Of Jobs From #Davos16 #WEF January 20, 2016
- Event Report: The @Wipro @FT Dinner, Man vs Machine, Does It Have To Be Either/Or? #Davos2016 #WEF #WEFTalks January 19, 2016
- Event Report: The Weekend Before Davos And The Dawn Of The Fourth Industrial Revolution January 16, 2016
- News Analysis: In Search Of Growth Amidst Digital Disruption January 8, 2016
- News Analysis: SAP User Base In The UK and Ireland Ready For Digital Transformation But Organizations Remain Cautious Of Vendor Claims To Assist November 24, 2015
- Monday’s Musings: Reflecting On Five Years Of Disrupting The Industry Analyst Business November 16, 2015
- Monday’s Musings: Avoiding Cloud Vendor Lock-In October 25, 2015
- Monday’s Musings: Dealing With The Startup Who Went Public And Is Now Arrogant As Hell October 11, 2015
- Event Report: @AirWatch #AWConnect 2015 Shows Shift From EMM To Platform September 23, 2015
- Tuesday’s Tip: IOT and The Death Of OmniChannel Non-sense In Customer Experience September 22, 2015
- Event Invitation: Webinar on The American Eagle Story- Competing On Experiences And Outcomes In A Mobile World September 15, 2015
- Event Invitation: Webinar on Building Win-Win Relationships With Oracle September 12, 2015
- Event Invitation: Tweet Chat on Managing #ShadowIT September 6, 2015
- News Analysis: @Cisco and @Apple Team Up At #GSX August 31, 2015
- Event Invitation: Come Join Us For A Silicon Valley CXO Day At Constellation’s Connected Enterprise #CCE2015 August 26, 2015
- News Analysis: @Infosys Announces Three New Service Lines #AiKiDō August 20, 2015
- News Analysis: @Oracle Announces Agreement To Acquire Marketing Cloud A/B Testing Firm @Maxymiser August 20, 2015
- News Analysis: @Infor Acquires @GTNexus for $675M August 11, 2015
- News Analysis: Inside Alphabet – G Is For Google August 10, 2015
- News Analysis: Infosys One-Year After Vishal Sikka August 4, 2015
- Event Report: Sage Summit 2015 Shows A Refocus On The Future Of The SMB Customer July 29, 2015
- News Analysis: Inside The Rationale Behind @LinkedIn Turning Off Its CSV Connections Download Tool July 25, 2015
- News Analysis: How @LinkedIn Is Creating A Personal Data Hostage Crisis For Its Users July 25, 2015
- Tuesday’s Tip: Apply For A SuperNova Award – Recognize Leaders In Digital Business July 21, 2015
- Book Summary: Lesson 10 From Disrupting Digital Business – Segment By Digital Proficiency Not Age July 12, 2015
- Book Summary: Lesson 9 From Disrupting Digital Business – Deliver Intention Driven, Mass Personalization At Scale July 2, 2015
- Book Summary: Lesson 8 From Disrupting Digital Business – Democratize Distribution With P2P Networks June 22, 2015
- Webinar Invite: Delivering on Continuity – The Future of Marketing June 15, 2015
- Book Summary: Lesson 7 From Disrupting Digital Business – Humanize Digital With Digital Artisans June 14, 2015
- Book Summary: Lesson 6 From Disrupting Digital Business – Win With Network Economies June 10, 2015
Although we work closely with many mega software vendors, we want you to trust us. For the full disclosure policy,stay tuned for the full client list on the Constellation Research website. * Not responsible for any factual errors or omissions. However, happy to correct any errors upon email receipt.
Constellation Research recommends that readers consult a stock professional for their investment guidance. Investors should understand the potential conflicts of interest analysts might face. Constellation does not underwrite or own the securities of the companies the analysts cover. Analysts themselves sometimes own stocks in the companies they cover—either directly or indirectly, such as through employee stock-purchase pools in which they and their colleagues participate.
As a general matter, investors should not rely solely on an analyst's recommendation when deciding whether to buy, hold, or sell a stock. Instead, they should also do their own research—such as reading the prospectus for new companies or for public companies, the quarterly and annual reports filed with the SEC—to confirm whether a particular investment is appropriate for them in light of their individual financial circumstances.
Copyright © 2001 – 2020 R Wang and Insider Associates, LLC All rights reserved.
Contact the Sales team to purchase this report on a a la carte basis or join the Constellation Executive Network