The questions are becoming increasingly more common: How will the coronavirus, now known as COVID-19, affect your upcoming meeting? Will you need to consider postponing it? How should you communicate with the countless attendee queries related to the global health emergency? As international worry grows, keeping the proper perspective is essential.
"First and foremost, we are encouraging everyone to focus on facts -- not fear," said Marty MacKay, president of global alliance for Hosts Global, the international destination management firm, and immediate past president of the Association of Destination Management Executives International. "It is best to closely monitor the World Health Organization site for the most up-to-date information on any location."
It's crucial to keep in mind that despite the overwhelming numbers -- more than 71,400 confirmed cases -- the vast majority of these continue to be diagnosed in central China, and all but a handful of the more than 1,700 deaths have occurred there as well. While the virus has been confirmed in 25 additional countries, the spread outside of the outbreak's epicenter has been far slower. Still, the tragedy of what's occurring cannot be simply swept aside on account of geography.
"Like all of you, we are saddened by the tragic loss of life and the thought of tens of thousands who have been sickened by this virus," wrote Sherrif Karamat, president and CEO of the Professional Convention Management Association, in a message to members of the association and the industry. What's more, "it is becoming increasingly apparent that the business-events industry is directly feeling the effects of this outbreak," he added. And it's an issue many will have to address.
For those planning a meeting for which attendance or travel could be affected, MacKay stressed the importance of gathering stakeholder input. "I would suggest meeting with your company or client's legal and security teams before making any decisions," she advised. And as for any changes to the timing, "I would really look at setting that 'trigger' date for when you need to make a decision by; if your event is not until the second quarter, you can likely hold off."
For gatherings that aren't likely to be affected directly by travel restrictions, what's most important is open communication and proper planning. "I think it is important that attendees to any conference know that you have their health and safety as the primary concern," noted MacKay. "The pre-event material might educate attendees on how the virus is spread. We've seen how conferences are adding hand sanitizers, and ensuring all meeting and breakout rooms are wiped down between all sessions. Coaches and other forms of transportation are also being wiped down. Some events have added a no-handshake policy.
"As long as you lead from a place of putting attendees' safety as a primary focus," added MacKay, "and then really analyze whether there is a real threat or just a perceived one aggravated by fear, you are taking the right steps."
Fortunately, the resources available for that kind of analysis are increasing. "PCMA cannot take a wait-and-see approach in this global crisis," said Karamat, describing the genesis of PCMA's COVID-19 Crisis Management and Recovery Plan. "There is simply too much at stake for our industry and for all those for whom business events and our overlapping industry sectors support their economic and social well-being. We must take a proactive role."
PCMA is currently consulting with partners to formulate the plan, based on the organization's previous experiences confronting the SARS outbreak in Toronto in 2003 and the H1N1 influenza in Mexico in 2009. "Our plan is anchored in the belief that business events must play a role in contributing to the solution -- not the spread -- of this crisis. That means business events, first and foremost, must step up efforts to keep their participants and their host communities safe from the spread of COVID-19 during this outbreak in order to do our part to aid the global recovery."
Currently, PCMA continues to update is resource site, "What Business Event Professionals Need to Know About the COVID-19 Coronavirus." Once the outbreak is contained, the organization will focus efforts on rebuilding. "Our job will then be to help restore global confidence and assure business-events stakeholders that the virus no longer presents a threat," wrote Karamat. "While the full extent of the impact of the outbreak cannot be known at this time, we know from experience that a stigma about travel risks will remain, particularly related to China. That must be confronted head on."
Those interested in collaborating with the recovery plan can contact Karamat directly.
Northstar Meetings Group will continue to inform our audience with our coverage of the outbreak. Our sister publication in the U.K., Meetings & Incentive Travel, has issued an update specifically to address attendee concerns regarding the upcoming Meetings & Incentive Travel Awards.