Best Practices for Managing Events in Light of COVID-19

In such an unprecedented time in the live entertainment industry, a big question right now is how to handle, categorize, and report on events that have been cancelled or postponed. Through conversations with many venue professionals at venues across the world, we’ve identified several scenarios you may be facing and have developed some best practices in determining how to manage them in EB Classic.

In order to best deal with these scenarios, we recommend adding two statuses to your account:

  • Postponed
  • Lost (some accounts may have this status already)
    • We will also add a new tag to your account called Reasons for Lost Business. If you already have a Lost status, you may already have this tag. If so, we’ll add a new reason so you can appropriately mark the reason.

The EB Client Success team will need to add these to your account. Please contact us at success@eventbooking.com or (+1) 865.966.4900 and we'll get that done as soon as possible. Be sure to include the naming convention you would like to use for the Lost status, Postponed status, and the COVID-19 reason for lost business.

We have found that events typically fall into one of three scenarios:

We outline the best practices for each scenario below.

The event is cancelled and will not be postponed or rescheduled

If the event has been cancelled and will not be rescheduled, it is considered lost business. You are able to mark the event as lost (releasing the space), record why it was lost, and report on the lost business. To do this:

  • Update the status of the event to Lost.
  • Choose the appropriate reason for lost business.
  • Report and view this information:
    • We’ll build you a Lost Business report that will begin to populate as you begin marking the events as Lost. You can have this as a quick, handy reference for those events.
    • Create a calendar profile to show lost events. We have instructions how to do that here.

The event is postponed and will be rescheduled

If the event will happen in the future but you don't have those dates yet:

  • Update the event status to the new Postponed status (these status changes are tracked in the event's history tab on the event details page). This allows you to see at a glance which events still need to be worked on.
  • Once you have possible new dates, move the event (see below) and update the status to either a hold or confirmed.

The event is postponed and has been rescheduled

In this scenario, the event will still happen and you've been able to work out a date with your client. Since the event is the same event, we recommend moving the event to the new date. This will retain all event history as well as notes, contracts, detailing, etc.

  • To move the event, go to the event's details page and click Move. In the pop up, select the new start date and click Move. All functions, timelines, etc. will move accordingly.
  • Once the event is moved, be sure to:
    • Regenerate new contracts or create an addendum as needed. If you need to update or add a custom form specific to this situation, please contact us.
    • Add a note or journal about why the event was moved, and record any conversations you had with the client.
    • Check and update activity due dates as needed.

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