Need to Postpone Your Event? Here’s Your Rescheduling Checklist

The pandemic has made everything uncertain. As the crisis has progressed, many people have tried to keep their events on the books, hoping for a more positive outcome in the near future. But more and more, that is seeming to be an impossibility. Almost all events have been cancelled for 2020. If you are needing to add your event to that list, here are some rescheduling tasks you want to make sure you don’t forget.

Contact the venue first

Do this even before you decide on a date to reschedule. There are so many events being rescheduled for next year that most venues are filling up fast for the next two years or more. Waiting lists are being formed and growing longer by the day. Make sure you know what date you are able to have your event before you spend a lot of time rescheduling everything.

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Unique Challenges of Event Planners Moving Forward

The global pandemic has impacted everyone, but event planners are facing some unique challenges. With everything up in the air, there is no guarantee of when events might be held without restrictions. Planning ahead is necessary, but so is being flexible in case of postponement. Here are some of the challenges of event planners going forward until the pandemic ends.

Social Distancing

If you want to make sure that your event doesn’t get cancelled, you’ll have to keep in mind social distancing and potential mask requirements. Your attendees should be at least six feet apart, unless they are part of the same household, department, or company. This can require some careful planning as you try to keep groups who came together sitting together, with distance between each group. Especially if each group or table is of a different size, it requires special planning with both seating arrangements and venue.

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Don’t Put Off Rescheduling Activities for 2021 Events

Did you have to postpone a 2020 event due to COVID-19? If so, you should not wait to reschedule your event for 2021. Even though we do not really know what to expect in the coming months or years, it is better to reschedule now and have to cancel again than to wait for news to schedule. Here are some reasons you need to act swiftly.

Vendor Deposits

If your 2020 event date has already come and gone, you have a pretty good idea of which vendors are going to refund your deposit and which ones are going to hold it for the event upon rescheduling. If you want to use the vendor when you eventually hold your event, rescheduling right away ensures your deposit is still working for you and that you have the services you need when your event rolls around.

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Current Florida Guidelines About Events During Coronavirus

As of June 5, 2020, the state of Florida has entered Phase 2 of their reopening plan. This phase allows most businesses, including community events and venues, to resume operation with some restrictions. It is important to keep up with the latest guidelines and be ready to adjust your event as necessary as soon as a day before the event.

Travel Restrictions

The CDC is recommending that everyone stays home as much as possible, and travel is very discouraged except in case of emergency. Florida has their own rules, which state that anyone entering the state must quarantine themselves for 14 days or the duration of their stay, whichever is shorter. That means if you have guests coming from out of state, they will have to either cancel, or they will have to come two weeks in advance of the event.

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Should You Postpone Your Event Until After the Crisis Is Lifted?

The current pandemic has many people worried about holding their events, whether it be a wedding, corporate event, charity event, or community event. Everyone is carefully considering whether or not they should postpone. The fact is that the future of the pandemic is completely unknown, and postponing may not create a better situation. Here are some other things to consider.

Ability to Social Distance

How large is your event? Events of over 250 people are highly discouraged, although regulations allow venues to operate at half capacity regardless of size. Are you able to keep everyone six feet apart? If not, will you require masks at your event as recommended by the Florida Department of Health? Are you perhaps able to pare down the guest list so that you have fewer people in a concentrated area? 

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How to Maintain Social Distancing at Your Event

Although the country is still trying to flatten the curve, some venues and businesses are starting to reopen with restrictions based on state guidelines. For most areas in Florida, restrictions on social events will relax soon, although it is a requirement that businesses use best practices to maintain social distancing.

If you have a corporate or personal event coming up and you don’t want to reschedule, there are some precautions you will need to take to ensure that you are operating within guidelines. That includes social distancing as well as occupancy limits.

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Creating Your Event Agenda

Your event agenda isn’t just a schedule of activities and speakers. This important document will be the outline for your entire event. Not only does it organize the event itself, it also lets people know what to expect. Here are some key points to remember when creating your event agenda.

Nail Down Your Event Agenda Early

You should nail down your event agenda as soon as possible after scheduling the event. Your event agenda is not just a schedule, it is a marketing tool. When you publish your agenda in preparation of your event, you give people a reason to come to your event. Your agenda is an opportunity to highlight the educational and networking opportunities to potential attendees to increase registration.

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Taking Time for You While Planning Your Event

Whether you are planning a personal event or an organizational benefit, planning an event is hard work. It takes considerable skill, planning, organization, and negotiation. It takes paying attention to a million little details, usually alongside everything else you normally do in a day. Planning an event, even a small one, can become complex, time consuming, and stressful.

If you are planning an event on top of normal job duties and life activities, you may be having difficulty finding the time to handle everything that you need to do. This not only adds to stress, it can be completely impossible. When you are juggling so many balls, it can seem like just a matter of time before one falls.

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