What considerations should be taken if our state PTA must cancel or postpone meeting or state conventions?
What considerations should be taken if our state PTA must cancel or postpone meeting or state conventions?
It is important to evaluate several factors including the guidance provided by the federal government, the CDC, and state and local authorities. The decision to cancel or postpone an event is complex and will vary based on the timing and type of event. There is no one set answer to this dilemma.
On March 15, 2020, the CDC, in accordance with its guidance for large events and mass gatherings, recommends that for the next eight weeks, organizers (whether groups or individuals) cancel or postpone in-person events that consist of 50 people or more throughout the United States. Please visit the CDC Coronavirus webpage frequently for updates.
Some additional factors to consider as you are evaluating whether to hold your event include:
- You should make this decision based on the best interest of the organization and its stakeholders without regard to the financial impact. The health and safety of your attendees are the priority.
- No one should discuss the options you are considering with attendees, sponsors, exhibitors, hotels and vendors until a communication plan has been developed. Should this confidential information be leaked, you will lose the important opportunity to control the messaging.
Steps you may want to consider:
- Gather all contracts relating to the event and review key clauses: force majeure (unforeseeable circumstances that prevent someone from fulfilling a contract) may be triggered by a pandemic. Review the dispute resolution clauses, deposits, prevailing attorney fees, and method and timing of notice requirements to understand the details governing each agreement.
- Calculate your potential liability for each agreement and prepare a summary. Your liability may be a range for each contract, so document what your minimum and maximum obligation might be.
- Review your event cancellation coverage for the event, if applicable. Typically, a pandemic will trigger insurance coverage. Check with your insurance policy to review all cancellation riders.
- Explore if your event or portions of it could be held virtually. Check with your parliamentarian and your state law(s) for guidance on holding events such as your annual meeting and elections using technology like webinars or teleconferences.
- Determine a “go or no go” date. This will assist you in making a timely decision and developing a communications plan to roll-out once the decision is made.
- Develop a communication plan on how you will sequence the messaging.
- Have your attorney review draft notifications to attendees, sponsors, exhibitors, hotels and vendors prior to sending them.
Below are some additional references you may want to consult on a regular basis throughout your decision-making process:
- From the CDC
- From the Conference Direct Meeting Mentor:
- From the Professional Convention Management Association (PCMA)