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Postpone rather than cancel; HelmsBriscoe adapts Visualizer virtual site inspections to drive meeting bookings during Covid-19 lockdown

Instead of cancelling, many event and meeting planners have postponed their events for later this year, hoping that by then, the virus will be more under control (e.g. vaccines). Postponing an event allows planners to continue to sell tickets and build hype around it, and thus is less costly than outright cancelling the event.

WHO and other officials indicate that it is too early to organise large gatherings during this summer, therefore majority of the rebookings are directed to September onwards, as indicated also in the below trend prediction graph featured on the EventManager blog written by Julius Solaris.

Likelihood of comeback
Source: https://www.eventmanagerblog.com/events-coronavirus


After a majority of the large hotel chains and other venues introduced more flexible cancellation and rescheduling policies, it has considerably lowered the barrier for meeting planners to reschedule their events.

Many noteworthy corporate meetings, conferences, sporting events, and festivals have chosen to postpone their events instead of canceling. Here are a few of the most popular:

  • Women In Leadership: Meetings & Incentives
  • TED 2020: Unchartered
  • IACC Americas Connect
  • Arabian Travel Market
  • World Athletics Indoor Championships
  • 74th Annual Tony Awards
  • 2020 Summer Olympics in Tokyo
  • Cannes Film Festival
  • Dubai World Expo
  • Facebook F8
  • EmTech Asia
  • ASEAN Summit
  • Game Developers Conference
  • Formula One’s Chinese Grand Prix
  • World Athletics Indoor Championships
  • Tokyo’s Cherry Blossom Festival
  • Coachella

Event profs attend virtual site inspections during travel ban:

HelmsBriscoe associates have together with Visualizer created a series of virtual site inspection webinars for their 9000+ corporate and associate meeting planner clients as a successful alternative to physical site visits in order to drive venue bookings.

A great example is Radisson chain that recently reported a 137% increase worldwide in their event bookings after adapting virtual site visits.

Benefits for using Virtual Site Inspection links in your RFPs:

HelmsBriscoe (HB) associates tell us that if a venue sends them a PDF presentation, venue finders and clients still need to extract pictures from the material (copy paste) in order to describe to decision makers and stakeholders what type of venues (top 3) they are proposing for their event or meeting, often presented in as internal Powerpoint presentations to colleagues and clients such as Nike, Dell, Samsung, Amazon, Facebook etc.

Alternatively venue can instantly share their virtual site visit link in social media, in their RFP replies, on Cvent and by email; that allows the venue finders and meeting planners to view a specific room and share the same online link without having to browse the whole virtual tour to find the same space. Therefore clients receive the exact meeting space proposed for the meeting or event, and without the presentation slowing down like it happens with PDFs and video format.

A virtual site visit also shows the prospected venue in a much better light, inc. highlighting important details; the layout, ceiling heights, specs and ambiance.

Also meeting planners enjoy using the Visualizer site visit link to revisit the meeting space after they return from onsite visit. It adds a lot of value to the meeting planning process when they can watch a 3D site inspection of their venue again and again whilst designing their event.

A new trend in the MICE industry is now to organize Virtual Knowledge Forums and Venue expos; PlanetIMEX is launching on 6th of May, 2020 where industry thought leaders and participants will discuss online solutions that will help to recover from the recession in our industry.

Contact Visualizer to create your very own MICE industry & RFP compliant virtual site visit using your existing material, rendering, still and panoramic pics and capacity charts, register via this link.

Please join HelmsBriscoe’s Visualizer site inspection webinar taking place every Tuesday at 11.00am CET, register here. Or if you want your property to be the next host venue, contact us by entering your email here:

Did you find this article interesting? You might also be interested in:

Coronavirus & Meetings: the Rise of Virtual Site Inspections During Lockdown

Introducing: The Visualizer Site Visit Self Starter