Updated: 4/15/2020
Event Directors:
The ACTIVE team knows participation is key to your event and your business, and in the wake of COVID-19, there are a lot of uncertainties around how to most effectively manage your event. We recognize that any decisions you make regarding your event will have serious implications to your business, fundraising mission and staff well-being.
Please also follow visit our Resource Hub for templates, guides, resources, and articles around ACTIVEWorks & COVID-19
Below we have outlined some best practices around how to best manage your event in the coming weeks.
How Should You Communicate with Your Participants?
It’s important to communicate with your participants clearly, early, regularly, and with empathy. With ACTIVEWorks Endurance you can create a personalized email to communicate with your participants about the status of your event. Let your participants know that you are monitoring the ongoing situation through local government and will update them on any changes.Follow these help articles to create custom segments of participants you want to contact, then draft your message and send using the email tool.
Event Options
Postponement (Recommended)
If you need to postpone your event, plan for it now by working with your local authorities to arrange an alternative date. It’s important to have the relevant permissions in place when you announce the new date to avoid ambiguity.To postpone your event, adjust the event date and any participant facing emails with new event dates and additional information. Please contact your account manager or our support team to alert us that you will be postponing your event. Transform your Event into a Virtual Event
In a Virtual Event, runners who sign up simply choose their own starting line, whether it's a treadmill or a neighborhood street. They run the race distance, upload their finishing times to your ACTIVE Results page & provide proof, and a few days later they can be mailed their medal or emailed a digital finisher certificate.
Offer Deferral Option
To offer your participants the option to defer their entry to another event next year's event follow the instructions below. This involves creating a temporary event, having your participants transfer themselves via MyEvents, then sending them a link to register once your new event is accepting registrations.
Cancellation
In the unfortunate event that you must cancel your event, ACTIVE is here to help.
- Please contact your Account Manager or support for next steps if you have decided to cancel your event.
- If you are processing refunds, we are requiring that organizations have incoming revenue to cover the refunds or pre-fund their accounts via a wire payment.
- Mass Refunds for Cancelled Event
- ACTIVE.com Refund Policy for Event Directors