Information for Event Organisers regarding coronavirus
At Quicket, we take the health and well-being of our event organisers and event attendees very seriously. With the current outbreak of Coronavirus now declared a pandemic by the World Health Organisation, we urge organisers to take the necessary precautions to ensure the safety of themselves, their attendees, their staff and their suppliers. One of the most important actions you can take is staying informed and keeping those around you informed.
We highlight below some ways you can ensure your event is safe, as well as actions you can take to restructure or cancel your event, while staying in communication with your ticket buyers at each step.
Hygiene at events
If you decide to go ahead with your event, keep in mind some things you can do so that your event attendees arrive with confidence that they are not risking their own health or the health of those around them.
Consider implementing the following:
- Provide sanitation stations onsite at the event with alcohol-based hand sanitizer, wipes and tissues.
- Ask your event venue staff to regularly sanitise all surfaces through the event space.
- Ensure your event staff frequently wash their hands with an alcohol-based sanitizer and/or soap & water.
- Ask your attendees to adopt a no-handshake rule at the event.
- Urge your attendees to stay home if they are feeling unwell or experiencing cold/flu-like symptoms.
- Urge your attendees to seek medical care immediately and alert your event staff should they begin to experience cold/flu-like symptoms at the event.
- Provide signage onsite encouraging attendees to:
- Practice respiratory hygiene (e.g. covering your mouth and nose with a flexed elbow or tissue when coughing or sneezing),
- Frequently wash their hands,
- Maintain social distancing,
- Avoid touching their face.
Moving your event Online
There is a middle road you can take between continuing your event at a physical venue and cancelling your event completely. While not every event format may translate well in an online space, you always have the option to livestream your event and change the venue to Online, rather than gathering your attendees in one space. It's quite simple to update your venue - just follow these quick steps:
- Log into your Quicket account here
- Go to My Events, and click on the name of your event
- From your dashboard menu, click Event Page then Event Details
- Scroll down to your venue. Below 'Venue name' click 'Change to Online event'
- Scroll down and click Save Event Details
This will change the venue on your event page to Online. Please note that you will need to communicate this change to your event attendees, as they are not automatically notified of a venue change. You'll also need to let attendees know how they can view and access the livestream of your event
. Click here to see a list of some platforms you can use to livestream for free.
Event cancellation and refund implications
How you choose to carry on with your event is up to you and what you feel is the best and safest option for your attendees, suppliers and staff. If you need to cancel your event, we've done our best to ensure minimal burden to you.
Where possible, Quicket will handle refunds on your behalf. If you used our payment processing for your ticket sales, once your event is cancelled we will send an email to your guests letting them know they have been refunded (if we refunded to their card account), or how to they can action their refund (if they need to be refunded via EFT or bank transfer). Quicket's commission will be deducted from each refund that is processed and the Quicket booking fee will not be refunded. You, as the organiser, will not be charged a refund fee or Quicket's commission fee.
If your ticket sales were processed via your own payment gateway account, ticket buyers will be sent an email from Quicket letting them know the event was cancelled and to contact you via email to find out how you'll be handling refunds. Quicket will invoice you our commission fees later on.
To cancel your event simply follow these steps:
- Log into your Quicket account here
- Once in your account go to My Events and click on the name of your event
- On your dashboard homepage, click Cancel Event, and follow the steps in the modal
Click here for more help cancelling your event. If you don't see the option to cancel from your event dashboard, please contact us on +27 21 424 9308 or send us an email on firstname.lastname@example.org, and we can help with the cancellation of your event.
Communicating your stance to your attendees
Whether you decide to go ahead with your event, move your event online or cancel or postpone your event, you should stay in communication with your attendees.
- If you're going ahead with the event as planned, you'll need to let attendees know the precautions you're taking to ensure their health & safety, as well as how you expect them to minimize the spread of germs at your event and keep their fellow event-goers safe.
- If you're moving your event online, you'll need to let attendees know they should no longer show up to the physical venue on-the-day and how they can access the livestream of your event.
- If you're cancelling your event, Quicket will send an email to your guests, but it's a good idea to let your ticket buyers know why you've decided to cancel, or if you hope to continue with the event at a later stage.
There a few ways you can communicate with your guests:
- MailChimp: if you have a MailChimp account (or if you don't - it's never a bad idea to create one) you can link your event guest list with your MailChimp account to send an email to your guests. Click here for helping linking your MailChimp account to your Quicket account.
- SMS your guests: If your event has funds (i.e. it is not a free event), then you can send an SMS to all of your event attendees who provided their mobile number at checkout. There is a small fee, but it's a very efficient way to communicate event changes. Click here for help sending an SMS to your guests.
- Use your guest list: If you don't have a MailChimp account and would like to email your guests, you can simply copy all of your event attendees' email addresses (which you can find in your guest list) to email them from your email account. NB: be sure that you BCC your attendees' email addresses.
- Social media: This is probably how you got the word out about your event to begin with and is such a thorough way to reach as many of your attendees as possible. Even if you are already using any of the above modes of communication, it's still a great idea to post on as many social channels as you can to communicate changes about your event.
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