The panel discussion was a part of an online discussion under the header Leadership in Crisis. The panel was occupied by Event Chairs. It was presented through Essence of Wonder. The host asking questions was Christopher Garcia.
Any misinformation is the fault of the note taker.

Helen Montgomery: working on conventions for years including world cons. professionally, she is a social worker.
Patty Wells: chaired Reno world on in 2011. Worked many cons. professional a crisis counselor.
Vincent Docherty: first conventions 1968. Worked at various levels on cons. professional coach for a large company
Dragos Ruiu: do computer security sored in security for decades.
Ginny Patrick Smith: co char for world fantasy.

Q: where does holding pattern and where does that put you on your individual projects?
– Helen Montgomery: Working with con Zealand and working on-site selection for a digital convention. Hoping things will be back to normal.
– Find it hard to see what to expect in the future.
– Ginny Smith: we’re doing contingency planning. We are considering an option for virtual or in place. Do partially and offer virtual options.
– We had no seed money and rely on membership.
– Vincent Docherty: we had to do cancelations on smaller conventions i.e. Bosco form hell. Some world cons have increased membership so fast had to pull back. Conventions have been face to face.
– Virtual worked very well.
– Let’s build from what we are learning from these new experiences. Cons started as gatherings of fans of mutual interests.
– Dragos Ruiu: month ago: it became only virtual. Contract decisions need to be made.
Q: How does looking forward to influence decision-makers:
– Patty wells: need to step back if you can communicate frequently and in small bits and very clearly. People are more likely to take in information for staff or the audience.
Q: When you looking out from where you’re sitting today, how do you feel you should have planned differently?
– Ginny Patrick Smith: new to con running. I got a lot of experience co-leadership and a lot of new people. Drawing heavily on leaders who have been on concoms before.
– Dragos Ruiu: need to be flexible. A lot of con work is triage. Most stressful when on an international flight, a staff member was hemereging in the airplane bathroom. I see the current situation as another opportunity.
– Helen Montgomery: This is very new and different. All events are influenced by local and national governments.
Q: is the slate wiped clean. Is this the giant reset button?
– Vincent Docherty: stay physical in one place and virtual connection. If you have access to technology. We don’t know what to expect when the pendulum switches back. Virtual communicate maybe come more central to our lives.
– Helen Montgomery: people don’t like change. Many people will want things to go back to what they were. There will be more hand sanitizer in the con suite.
– Going virtually can provide more accessibility.
– Dragos Ruiu: Technology is relatively new. The panelists can talk to each other but the attendees can’t interact.
Q: What sort of methodology of communicating with staff and attendees.
– Ginny Patrick smith: snap channel. I still use group emails as a committee.
– With attendees have a website and mail chimp and regular mailing.

– Realizes we need to send out a new mailer that the committee can give an update of what is being done or still being decided upon.

– Helen Montgomery: Not a big social media person. Now need to do a pivot to connect to our supports and it is more of a challenge. It is hard to focus on.

– Dragos Ruiu: Noticed things are running slow. People are struggling with home life, getting groceries. It like we wrote our plans on a rubber band. We’ve pressed reset on all the calendars and we are not sure when things will really happen.

When looking at scenarios when things are so bubbly when do you make your move. To cancel or move forward.
– Vincent Docherty: scenarios are how you stress test our plans. Sometimes things in life happens in real life are so big. You need to realize and it may not survive with reality. You need to give people time to respond. That is why communication is so important. You show that everyone is part of the event.
– Everyone needs to prioritize. We need to listen more to help determine what is working or not. Think of your channels of communication. Each may cater to certain people.
– Gadi Evron: we need to have empathy.

Q: what you planning jenny.
– Ginny Smith’s group is working on different possibilities.
– Need to cadre to possible social distancing needs which means not close sitting in a panel room.
– We need to alter attendance for virtual discounts.
– Helen Montgomery: conventions will be wearing masks. Maybe get masks with the convention logo.
– Chat group gave this Facebook link; https://www.meetingsnet.com/negotiatingcontracts/cancellation-and-force-majeure-issues-sars-era
– https://www.natlawreview.com/article/contractual-performance-age-coronavirus-force-majeure-impossibility-and-other
– Dragos Ruiu: will have a camera that will take people’s temperature. Concern
– Helen Montgomery: food costs drop by low attendance but technology costs will increase.

Q: what do major events look like to 2020 and beyond?
– Christopher Garcia: Were going to the single track con.
– How we adapt after a crisis has happened and what to put in place.

Here is their website: (https://essenceofwonder.com/)