COVID-19 Impacting Associations

Event Related Resources

WSAE Members:

The good news is that we've heard from our members that some properties are gracioiusly offering no penalties to re-schedule a meeting later in the calendar year. We are thankful for the WSAE listserve which is helping our members share information - as we are all going through this as a community.

CARES Act Loans for Small Nonprofits
ASAE's Issue Roundup: Coronavirus Disease (COVID-2019) Here's the latest
Below are some resources from the US Chamber of Commerce Foundation put out yesterday and which they encouraged me to circulate broadly. While the resources are helpful as a starting point for 501(c)(3) organizations, they are not designed to focus on 501(c)(6) and (c)(4) organizations and the CARES Act:

Coronavirus Aid, Relief and Economic Security (CARES) Act

Making a Difference When it Matters Most
WSAE, Free workshop/webinar - Thursday at 10:00 a.m., March 26, 2020

Moving online: How to transition your live event to an engaging virtual experience
Events Industry Council, Free for the first 1,000 attendees - Tuesday March 31, 2020

10 Best Practices for Communicating About Association Events During COVID-19
Don Neil 360 LiveMedia

CORONAVIRUS: Finding Resilience and Hope, Learn how to get work done when it matters most
Dan Diamond, Nogginstorm

Free Resources to Help Navigate States' Responses to the CoronaVirus - 3/20/202
GovPredict

Permission to Play: Digital Experimentation - March 20, 2020
Lowell Aplebaum, CAE, CPF: Now is the moment to shift into a mode of how we can create connections and community in the digital space when we are isolated at home. 

Toolkit Tuesday - March 17, 2020
Lynn Edwards shares lessons learned while adapting an 800-person live conference to a virtual platform (in just under one week) in the wake of the COVID-19 outbreak.

Practical Tips for Using Zoom - Your Nerdy Best Friend
Shop Amazon for your microphone, light, stand and green screen

ASAE-Endorsed Showstoppers® Event Cancellation Insurance helps provide protection for the loss of revenue or the commitment of expenses due to cancellation, abandonment, curtailment, or postponement of an event. Please note that if you are seeking event cancellation coverage pertaining to Coronavirus COVID-19, this is not available as it is deemed a pre-existing condition and it is specifically excluded from all event cancellation policies.

Event Cancellation/Rebooking Sample Checklist

Before making a go/no-go decision for your meetings and events, Aaron Wolowiec from Event Garde recommends these steps:

  • Determine who has the authority to make these decisions in your association (CEO, board, etc.) and who has the authority to make decisions for your venue/property (sales manager, director of sales, general manager, regional/national salespersons, etc.) regarding cancellation and/or rebooking.
  • Check with local health officials (health departments) within your meeting location to obtain their guidance related to large gatherings in their jurisdiction.
  • Closely review your contracts with venues/properties and consult with legal counsel before taking action. Look closely at force majeure, cancellation and rebooking clauses. Even without a rebooking clause, doing so may be an important negotiation strategy. 
  • Collect data related to the quantity and parameters of association members restricted by a travel ban. Being able to demonstrate that a significant proportion of meeting attendees are restricted by a travel ban may make a difference financially.
  • Develop your cancellation ‘To Do’ list and related communications, before you actually need them. Identify someone to lead communications throughout the process.