Contingency Planning for VidUKon 2020

[vidukonnews]

 Greetings vidders and vid fans.

With the current concerns about COVID-19, we wanted to share what plans we have in place in the event that we aren’t able to go ahead as expected, and to hear your own thoughts as attendees and potential attendees.

While it’s unclear how things will develop from here, the con is still three months away, which gives us time to decide on the best course of action.

The options we’re currently considering are:

1. Running the con as planned. It may be that the situation will become clearer soon, and that the con won’t be affected. (However, in this case there could still be issues with international travel or with attendees missing out because of needing to self-isolate.

2. Delaying the con to a point later in the year. Up until 60 days before the con, we are able to move our hotel booking without too much trouble. However, this could negatively affect folks who have already paid for travel or booked time off for the con and cannot make new arrangements.

3. Moving the entire con online. Since VirtUKon has been in place for the last several years, we could give partial refunds down to supporting member level and run the virtual con as the main con.

4. Cancel this year’s con. Obviously this is our least preferred option, but if for some reason none of the other options were viable, we could cancel the convention entirely. We are looking into the possibility of refunds, or the option to defer membership to next year’s con.

We’re aware that attendees and potential attendees may have a range of perspectives on this question, so we invite you to let us know your thoughts in the comments, so that we can take them into account as we make this decision.

Comments

[findmeinthealps]

I think it makes sense to wait and see for now, since there seems to be a strong possibility that things will get better around June.

Would definitely prefer not to delay the con.

[lilly_the_kid]

I'd also suggest to wait and see for now. My friend and I have already taken time off from work and booked flights, so delaying would not be an option for us.

[brokenmnemonic]

If the con runs as a virtual con, I'm still going to make everyone do the quiz on Friday night :P

[jagwriter78]

I would wait until 60 days out to make a final decision. I currently cannot plan as all future vacation time at work that has already been granted has currently been suspended. So for me everything is still up in the air even though they initially granted me time off. Also, who knows if air travel will be affected. Things will have changed by June the question is whether for the better or the worse....

[isagel]

Agree that waiting until closer to the 60 day deadline to make a decision is probably a good call. For me, going later in the year would probably work, while I’m worried about having no con at all this year, since next year Brexit may make it more difficult for us non-UK Europeans to attend.

[frayadjacent]

Thanks for the update, I'm sure this added stress is not great for you guys! Hopefully in the next few weeks we'll have some idea how things will shake out before the 60 days deadline hits.

For me personally, I am OK to reschedule to later in the year though I do have travel plans mid-late August, and of course i would prefer if we didn't have to!

[obstinatecondolement]

I agree that deferring making a decision until closer to 60 days out makes sense. I would be okay with changing the date of the Con until later in the year.

[teyla]

60 days before the con still leaves some time, so I'm with everyone else suggesting to wait and see for now. If the con needs to be moved to later in the year, I could probably work something out and still attend.

I'm not sure an online con would be the same experience. I have never participated in an online con, so maybe I'd be positively surprised, but part of the con experience for me is the in-person aspect. So if the choice is between rescheduling and going virtual, I'd prefer rescheduling.

[bingeling]

I have already booked non-refundable flights, so would be one of those negatively affected by delaying the con. However, I'm happy to go with what works for the majority/those who aren't as flexible as I am. Just want everyone to stay safe. <3

[frayadjacent]

Hey, given how things are evolving, I just want to put add that, if it is not possible to hold the con in-person in June, I think the best decision is the one that is best for the long term financial health of the con. I don't know the ins and outs of course, but my guess is that might look like holding a virtual con (I would not want any refund, personally) this year.

I guess it's still possible we could have the con in September or October though I am not counting on it. You said you could move the booking up to 60 days in advance; does that mean there's no refund for you if you cancel? How far down in time can you move your booking (like, could it be next May)? (Sorry, if you are overwhelmed don't feel obligated to answer, I'm just curious!)