The year 2020 is definitely unlike any other. While events are still at a standstill, no one can be sure when they will resume or in what form. More than ever, event organizers need to be agile and resilient! We can no longer say that we didn't know, that we weren't ready.
We all need to anticipate and adapt.
We'd like to share with you Colloquium's working method for preparing events for the 2nd half of 2020. It's based on 4 typical scenarios, which you'll discover below, and which should enable you to envisage as many things as possible. The aim is to be able to anticipate so as not to have to decide under pressure, but also to enable you to seize the digital transformation opportunities that will arise for your events.
Select the most relevant scenarios for your event and try them out. You'll see, it's instructive!
Whether you're an organizer, sponsor or participant, get in touch with us to share your thoughts and ideas on these scenarios. Let's stick together!
4 scenarios for your events in the 2nd half of 2020
Scenario 1
Your event cannot be held in its face-to-face version for administrative reasons (complete ban). You can organize a 100% online event. As gatherings are totally forbidden, you cannot organize the recording of sessions in a "TV set" type format. Sessions will have to be recorded by videotape, at the speakers' homes.
Scenario 2
Gatherings of up to 100 people are permitted. This means that your event cannot host any face-to-face participants. Only speakers and a few sponsors can be accommodated for face-to-face recording. Your event can therefore only be held in an online version.
Scenario 3
Gatherings are authorized, but for a smaller number of participants than is usual for your event. You can host a certain number of participants in person, and offer an online version of the event in addition. It is also possible to hold an exhibition of stands.
Scenario 4
Things have settled down considerably! Gatherings are authorized, and you can accommodate the number of participants you usually do. However, you expect some speakers or participants to be unable (or unwilling) to attend.
Scenario 1
Your event cannot be held in its face-to-face version for administrative reasons (complete ban). You can organize a 100% online event. As gatherings are totally forbidden, you cannot organize the recording of sessions in a "TV set" type format. Sessions will have to be recorded by videotape at the speakers' homes.
Your only solution here, apart from outright cancellation (see our article on the subject), is to organize an online event with videotaped presentations.
What you should plan to do
Reorganize your online program
- Work with the Scientific Committee to select the sessions that can be organized on the web. Appoint a leader for each session.
- Define the recording method for the sessions. Select the broadcasting platform and plan to link up with the event website. Choose the tool that will enable interactivity during online sessions.
- Organize the collection of powerpoint presentations in advance.
Notify speakers, ask for their agreement, send them the "Guide du speaker online" and instructions for their presentation. - Organize a videoconference with session leaders to brief them and explain what is expected of them.
Select a journalist or someone capable of facilitating the entire videoconference, acting as a link between speakers and acting as timekeeper. If there are several rooms running in parallel, appoint one person to be responsible for each workshop room. - Decide whether to offer replay. Think about hosting these replays and indexing this content.
- Decide on a solution for poster distribution.
- Communicating with authors.
Communicating with sponsors
Call some of your sponsors to talk about your plans for the event. Find out how they see things.
Consider changes to your sales policy in advance, so that you're ready to respond to your sponsors' requests.
Open up the possibility for sponsors to convert all or part of their investment to sponsor the online event.
If necessary, organize the participation of online sponsors in videoconference symposia.
Estimate the financial impact of the hotel component for your sponsors who plan to invite participants.
Informing participants
Post the online program on your website, and of course communicate it via email and social networks.
Ask the president of your association (or of the scientific committee) to record an introductory video explaining the content that will be offered online.
As with sponsors, consider your sales policy from the outset, and work on an FAQ-type document to respond quickly to requests.
Market the event online if you're paying for it.
If necessary, put replays online and communicate on the content proposed after the event.
What you can already anticipate
- Evaluate the budgetary impact and request quotes for the online part.
- Select the sessions that could be part of the online program.
- Identify one or more resource persons on the scientific committee to take the lead. Look for a moderator.
- Select a broadcasting platform (+ replay).
- Create a commercial sponsorship offer for the online event.
- Decide on a pricing policy for registrations to the online event (free/paid).
- Adapt your communication plan accordingly (before, during, after).
- Check cancellation conditions for hotel rooms booked for your guests.
Scenario 2
Gatherings of up to 100 people are permitted. This means that your event cannot host any face-to-face participants. Only the speakers and a few sponsors can be considered for face-to-face coverage. Your event can therefore only be held in an online version.
Your only solution here, apart from outright cancellation (see our article on postponements and cancellations), is once again to organize an online event. You can, however, plan to record your presentations in person or by video.
What you should plan to do
Reorganize your online program
- Organize all or part of the program online
- Work with the Scientific Committee to select the sessions that can be organized on the web. Appoint a leader for each session.
- Define the session recording method. Select broadcast platform and interface with event website.
- Choose the tool that will enable interactivity during online sessions.
- If necessary, arrange for conferences to be held at the event venue (or elsewhere if it saves money) to record the sessions (TV set configuration).
- Organize the retrieval of powerpoint presentations in advance and/or on site.
- Notify speakers, ask for their agreement, send them the "Online Speaker's Guide" and instructions for their speech.
- Liaise with speakers who can't or don't want to travel (live or recorded).
- Organize a pre-recording video with online session leaders to brief them and explain what is expected of them.
- Decide whether to offer replay. Think about hosting these replays and indexing this content.
- Decide on a solution for poster distribution.
- Communicate with authors.
Communicate with sponsors - Call some of your sponsors and talk to them about your plans for the event. See how they see things.
- Envisage the evolution of your sales policy in advance, so you're ready to respond to your sponsors' requests.
- Open up the possibility for sponsors to use all or part of their investment to sponsor the online event.
- If necessary, arrange for online sponsors to take part in videoconference or face-to-face symposia. Welcome them on site if the recording is done in person.
- Estimate the financial impact of the hospitality component for your sponsors who plan to invite participants.
Informing participants
- Put the program online on the website + communicate by email and on social networks.
- Ask the president of your association (or of the scientific committee) to record an introductory video explaining the content that will be offered online.
- Manage participant reimbursement requests.
- Market the event online if it's a paid event.
- If necessary, put replays on line and communicate on the proposed content.
What you can already anticipate
- Evaluate the budget impact and request quotes for the online part.
- Select the sessions that can be run online and the recording mode. Select recording location(s).
- Identify one or more resource persons on the scientific committee who can take the lead.
- Search for a presenter.
Select a broadcast platform (+ replay?). - Create a commercial sponsorship offer for the online event.
- Decide on a pricing policy for online event registrations (free/paid).
- Adapt your communication plan accordingly (before, during, after).
Scenario 3
Gatherings are allowed, but at a smaller size than your usual event. You can host a certain number of participants in person and offer an online version of the event to other participants. It is also possible to hold an exhibition of stands.
Here, you can consider setting up a "hybrid" event, i.e. part face-to-face and part online.
In this case, you'll need to consider 2 work options, depending on whether or not your event is already open for registration.
OPTION 1: Registrations are not yet open (or very recently).
In this case, I may choose to stop entries at the number authorized by the government and cut back on the venue, duration and budget, but in the end my event goes ahead almost normally.
Questions to ask yourself
- Will you be offering an online event for those who can't attend in person?
- What position and policy will you adopt vis-à-vis your sponsors?
- What sanitary measures can you put in place within the walls of the event?
- What savings can you make in my budget?
- What is the financial impact on the hotel rooms you have already booked?
OPTION 2: Most participants have already registered.
My event is taking place in a few weeks' time or has been postponed, so most participants have already registered. The authorized capacity has already been exceeded. I won't be able to accommodate all the people who have already registered.
Questions to ask yourself
How do you select the people who are entitled to participate in face-to-face sessions? How do we inform them? We could consider a first-come, first-served basis, or select on the basis of geographical criteria or by participant type. We could also consider that each participant can only attend the face-to-face event on one day, and that for the other days, he or she will take part in the online event.
What you should plan to do
Organize all or part of the program online
- Consult with the scientific committee to select sessions that can be organized on the web. Designate a leader for each session.
- Define the method for capturing and broadcasting sessions online. Consider the interface with the preview. Request quotes and select a technical service provider. Choose the tool that will enable interactivity in the room and on the web.
- Notify speakers, ask for their agreement, send them the "Online Speaker's Guide" and instructions for their speech.
- Liaise with speakers who can't or don't want to travel (live or recorded).
- Decide whether to offer replay. Think about hosting these replays and indexing this content.
- Decide on the best solution for disseminating posters on the online and face-to-face versions. Communicate with authors.
Communicating with sponsors
- Decide on the visibility to be given to the online event. Evaluate their overall return on investment in terms of the number of people who attended both face-to-face and online events.
- Open up the possibility of converting all or part of their investment to sponsor the online event.
- Launch online event sponsorship sales.
Communicating with participants
- Provide information on how to take part, either face-to-face or online, via newsletters and the website.
- Ask the president of your association (or your scientific committee) to record an introductory video explaining the content that will be offered online.
- If necessary, put replays on line and communicate on the proposed content.
What you can already anticipate
- Evaluate the budget impact and request quotes for the online part.
- Select the sessions that can be run online and the recording mode.
- Identify one or more resource persons on the scientific committee who can take the lead. Find a moderator
- Select a broadcast platform (+ replay?).
- Review your sponsorship offer. Decide how to combine your online and face-to-face offers.
- Decide on a pricing policy for online event registrations (free/paid).
- Adapt your communication plan accordingly (before, during, after).
Scenario 4
Things have settled down considerably! Gatherings are authorized, and you can accommodate the number of participants you usually do. However, you expect some speakers or participants to be unable (or unwilling) to attend.
Here, we can imagine that you will be able to hold your event in a configuration close to what you usually do. However, you'll still need to reinforce sanitary measures on site, and offer alternative solutions for people with mobility problems.
When it comes to sanitary measures, we naturally advise you to work hand in hand with the venue hosting your event. Here are a few examples of measures you might consider:
- offer lunchboxes and snack-boxes instead of buffets,
- offer masks and hydro-alcoholic gel, of course (customizable and therefore sponsorable...),
- condemn every 2nd seat in large halls,
organize flows in and out of halls, - ask for extra cleaning and disinfection,
- space out stands as much as possible,
- review queue management at reception desks,
- display rules of social distancing and barrier gestures at reception, in the exhibition area, inter-session slides,
- badge all persons present, including during assembly.
The 2nd important point here is to provide alternative solutions for people with mobility difficulties. Whatever happens over the next few months, it's not hard to imagine that this will be the case at any event held in the future.
Get in touch with your audiovisual service provider to plan for remote interventions by one or more speakers (e.g. foreign speakers subject to border reopening). This doesn't usually pose a problem, but it's best to plan and budget for it in advance!
As far as participants are concerned, if you feel that many of them won't be able to or won't want to travel, then you can consider setting up an online conference using the organization and sponsorship mechanisms presented above.
In conclusion
Anticipation means being able to think things through without having to endure, to avoid making decisions in the panic of a government announcement, but also (and above all) to be in a position to seize the opportunities for transformation that present themselves at a time when the cards are being reshuffled. It's up to you!
If you'd like us to advise you on the measures you need to put in place, please contact us.
