State of the Industry Expert Panel
Webinar Recording, Resources, and More
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Panelists
Panel Intro: Bruce Skinner, Executive Director, WFEA
Safety and Reopening Guidelines for the state of Washington: Phil Megenhardt, President & Creative Director, Bold Hat Productions
Event Cancellations and Postponements, Stakeholder Communication: Carol Riley, Executive Director, Olympia Harbor Days
Sponsorship: Teresa Stas, Director and CEO, Green Cactus Sponsorship Agency
Ticketing and Livestream: Ryan Kintz, CEO, Afton Tickets
Facilitator and Virtual Programming: Michael Bleau, Co-founder and CEO, Event Hub.
Resource Links
Washington Festivals and Events Association
Download: Safety and Reopening Guidelines for the State of Washington
Download: The Event Safety Alliance Reopening Guide
Sponsorship/Marketing Resources
- 5 Ways to Save Sponsorship Dollars if your Event is Canceled or Postponed
- How are Sponsors Responding to Live Events Amongst COVID-19 Crisis?
- IGE State of The Sponsorship Industry Study
Ticketing Resources
Virtual Event Resources
Virtual Event Production Tool List
Event Hub’s Virtual Expo / Vendor Village Teaser
General SBA Resources and Links
- SBA Disaster Relief Programs
- Aggregated Covid 19 SBA Resource List
- Tips for your Employees on How to Survive the Covid-19 Financial Crisis
Q&A Highlights
Q: How would you address social distancing for events that are more street style vs. an enclosed space? In example, when the main attraction is an outdoor artisan street fair where there really is no way to close off the space to keep track of how many people are in the space?
A: (Michael) This will greatly depend on the regulations required by local government. I would say there are definitely some best practices- marking sides of the street at one-way, requiring facial coverings, limiting the amount of people allowed inside a given booth, one way in, one way out of booths, are all things being used by many of the farmers markets currently in operation.
Q: How would you address social distancing for events that are more street style vs. an enclosed space? In example, when the main attraction is an outdoor artisan street fair where there really is no way to close off the space to keep track of how many people are in the space?
A: This will greatly depend on the regulations required by local government. I would say there are definitely some best practices- marking sides of the street at one-way, requiring facial coverings, limiting the amount of people allowed inside a given booth, one way in, one way out of booths, are all things being used by many of the farmers markets currently in operation.
Q: What type of swag is normally sent out for virtual marathons and other virtual endurance races?
A: Typically virtual runners get both a t-shirt and a medal. Often if it is a virtual series they get sent partial medals that combine to form one massive series medal at completion. Also most races send a virtual goodie bag!
Q: How do you plan on keeping staff safe during events? Masks and gloves doesn’t seem like enough.
A: The Reopening Guide (download above) talks about this at length! Sanitization stations, daily temperature checks for staff and attendees at entrance, proper PPE for staff, daily deep cleaning and wipe downs of equipment are all recommended, along with STRONG messaging to patrons on social distancing, onsite signage and marking off safe spacing for queuing up at booths and for open grass areas.
Q: Our city is thinking about doing fireworks only on July 4th. Citizens would be able to make the choice to find a parking lot and watch from their vehicle or home. We normally have a concert, food trucks, etc. with about 10,000 people in our city park but only fireworks this year. The park would be closed. What are your thoughts?
A:This is a reasonable idea, IF the park is closed off in such a way that people can’t mass gather outside of their cars, local law enforcement is aggressive about warding off early attempts at breaking the policy, and there is ample signage and parking spaces marked off for viewing. A virtual broadcast of the fireworks is also a great idea!
Q: Could you do better as a live fundraiser (donation) vs selling tickets for a virtual event?
A: We’ve seen individual artists do tip based programming with some success, but Ryan recommends against fundraising vs offering tickets and programming from an organizers’ perspective. You will want to protect your relationship with attendees as providing entertainment in exchange for their money versus soliciting donations. However, “give what you can” programming with a suggested amount could see success.
Q: Do you have any great ideas for showing appreciation to sponsors (which will help with retention!) for a zero to low budget? I want my sponsors to know how much I really need and love them!
A: You’d be surprised how well hand-written notes go over! Small gifts etc,. digital mentions via e-blast and social media are some great perks. I recommend looking into “surprise and delight” concepts for b2b as well!
Q: In Phase 4, do we really think we can manage large groups, say in a concert or beer garden setting, to “stay in their circle”?
A: This will evolve and we will have more understanding as we get to Phase 4. but communcation to guest of what is excepted as conduct will be very important.
Q: For permitting, do you think it will be more of a CITY permit versus COUNTY? Or both? Have you heard anything about potential lead times needed?
A: It really depends on your city/county, but we anticipate every department to follow the lead of the guidelines that will be established at the state level. Then it will be up to each county or city to administer those guidelines through permitting.
We have not heard of lead times yet on permit applications or health plan reviews. That will likely depend on the depth of the guidelines that we are required to follow. So far, businesses re-opening in Phase 1 and 2 have not been required to submit plans for approval. It’s really been more on the honor system that these businesses are adhering to the new rules. We’ll see if that’s the case for re-opening large events in Phase 4.
Q: I think restrooms are the other big question mark for me on doing ANYTHING indoor or outdoor. Would love to hear this group’s thoughts on that?
A: For Bold Hat’s outdoor events, we’re looking at spacing out temporary restrooms more than ever (two restrooms, 6’ space, 2 restrooms, 6’ space, etc). with dedicated line management and regular cleaning schedules.