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Hello,
We’re reaching out to all of you with an update on our planning as we address the impact the coronavirus response is having on our chapters and organization as a whole.
This is an evolving situation, and we are learning about new developments every day. Some chapters have been directly impacted by the coronavirus, and they’ve canceled events and conferences as a result. We are concerned about these developments and empathize with the challenge of having to decide whether or not to go forward with a planned event.
Even more chapters could be impacted by the coronavirus situation in the near future, so we want to provide guidance and resources to help keep you and your members safe and informed.
AACN Updates
For organizational updates, please review our AACN coronavirus update page, which includes resources for members and updates about NTI and upcoming events. We’ll continue to update this page, so please refer back often.
Chapter Updates
Whether it’s a monthly meeting, a certification review, an annual conference or a major gala, we know many chapters have events coming up or are in the process of planning one. We understand that everyone may be in a different place, and the coronavirus is affecting communities in different ways across the country. We’ve posted a coronavirus frequently asked questions (FAQ) link on the chapter portal in the Announcements section, which we recommend you check often. We will update the page as common questions come in.
Here are some steps to assess how to move forward:
- Consider what’s in the best interest of your participants. Their health and safety should be your number one priority.
- Consult your state and local health departments to review their guidance and/or restrictions for holding large gatherings.
- To limit liability, make sure you adhere to the CDC’s guidance for events and gatherings.
- Reconfirm the venue and discuss any contingency plans. Here is a contingency planning resource from MindTools that may be helpful.
- Check in with your speakers often to make sure they can still attend.
- If necessary, look at rescheduling your event to a later date.
- Consider whether you can host your event virtually instead of in person.
- If you need to cancel your event, AACN has cancellation insurance that may apply depending on the circumstances.
Additional points to consider
- As many of the chapters go through Program Approval, AACN is waiving change/and or additional review fees if a chapter has to reschedule or make changes to their events.
- Proactively communicate with your speakers and participants about the status of the event.
- Look at cutoff dates and deadlines for refunds and reimbursements.
- Review cancellation policies.
- If participants are canceling due to travel restrictions, collect their employers’ policies for insurance purposes.
- In case you need to cancel your event, consider negotiating a deposit reimbursement with the facility or hotel where you are holding your event.
We hope these resources will help you make informed decisions for the well-being of your chapter members. If you need further guidance from the national office, please contact Community Engagement Manager Wayne Goebel at wayne.goebel@aacn.org or 949-362-2050, ext. 333.
Thank you for your diligence as we work through this evolving situation together.
AACN Chapter Team
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