As you are likely aware, COVID-19 “Coronavirus” has had a damaging effect on the events industry over the last few months, due to the restrictions posed by lockdown and social distancing rules.


However, this does not mean events are not possible. As an event management company, we continue to work with some of the world’s largest companies and top events agencies, assisting with their event projects and more.

We are committed to listening to our customers’ needs and concerns. Therefore, we have created a comprehensive document below outlining industry information, useful links and what we can do for you to continue to provide world-class events through the Coronavirus pandemic.

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How COVID-19 Restrictions Affect Your Events

To reduce the risk of spreading COVID-19, restrictions have rightly been in place to keep the public safe.


These restrictions include social distancing (2m rule), which of course limits the number of people you can have in an event space, for example.

The more than $1tn global events industry is at the sharp end of the disruption unleashed by the virus, as conferences, trade exhibitions, festivals and sporting events have been cancelled in a scramble to contain the global outbreak.

What We Are Doing To Help:

We are committed to listening to our clients and advancing the process of adaptability to their needs.

It is this Ethos that brings us to a point where we look to mitigate but also use our creativity to bring alternative solutions to our clients so that there is minimal disruption to their events.

  • Alternative event solutions
  • Sustainable event solutions
  • Our Exclusive Better Event Air
  • Providing cleaning solutions prior to your attendees’ arrival
  • Webcast and virtual event services
  • Full online event services

Do You Want To Discuss Event Solutions With A Member Of The Team?

Get in contact today to find out more about what we can do for you under these circumstances.

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Webcast Conferences

Due to the demand for alternative ways to hold a conference with the growing risks of Coronavirus, we have created some packages for Webcast conferences.


We have brought some packages together for our existing clients in hopes this will help your company continue to grow and be heard.

The Concept:

  • We source and hire a small venue which will keep costs down and still maintain a high standard
  • Small set designs with branded backdrops and staging along with full production
  • A webcasting page that is fully branded and interactive with your virtual attendees ready for you to share on any platform. Anyone with the URL can access, attend and even be a part of live QnA

Case Study: Fashion Show Webcast

Monarch wanted to launch a new range of uniform to celebrate the brand’s upcoming 50th birthday in 2018 that was personal to Monarch and its vast network of employees.


This Fashion Show enabled nearly 3000 members of staff to vote on their favorite designs and publicised the brand heading into their 50th birthday campaigns.

The Client Required:

  • The Fashion Show event to reach nearly 3000 employees in 70 UK locations
  • Create a Fashion Show Production to represent the Monarch brand
  • A Buzz to be created around their 50th Birthday

Read More

Leading The Way In Sustainable Events

A World’s First From Julia Charles Event Management: The first event in the UK and the WORLD to provide cleaner air to an indoor event space!

Sustainable-Event-Management

Better Event Air: World’s First & Exclusive

So what Is Better Event Air? Simply put, it’s a revolutionary Air Purification system targeting the air, surfaces and inside objects with probiotics.


Traditional air purifiers take particles out of an environment, targeting all forms of bacteria. This product targets only bad bacteria at a microscopic level using a world-first Probiotic solution.

We used this product for our Rotable Repairs event (the first event in the world with cleaner air!) and gained coverage in Conference News for it!

We have secured a discount using the code ‘BetterEventAir

What Does It Do?

  • Purifies the Air, Surfaces and Objects in an Indoor Environment
  • Uses Probiotics: a natural, chemical-free solution to purify the air
  • Balances indoor ecology, mimicking nature’s outdoor ecology
  • Eliminates Allergens
  • Safe for Humans & Animals

Read More

Olio: Reduce Food Waste

OLIO is a food sharing application that aims to reduce food waste on a global scale!


By using an application that allows you to both view and list items, it connects local businesses, organisations, the public and more together, so that surplus food can be shared.

OLIO is an app that enables users to reduce their food waste by donating it to local food banks. We are the first event management company to apply this to the events industry.

Responsible Venue Sourcing

When working with venues, we look for those who have sustainable or environmental policies in place, while catering for the needs of our clients.


These Policies May Include:

  • ISO 14001
  • BS 20121
  • BS 8555:2016
  • Eco-Management & Audit Scheme
  • Green Tourism Business Scheme

Read More

Red Rooster Venue Hire

Confirmed and Cancelled Events

We are working round the clock with our solicitors and insurance firms to get the best possible cover for us and our clients.


For existing clients, our cancellation policy has now changed slightly in hopes we limit the amount of disruption to client finances. We have reduced our deposits for confirming events from 50% to 25%.

For any cancelled events, we are offering our clients an extended period where they are able to move the event dates. We shall then allocate the deposit or any funds already paid to that new event date.

We have been talking with all of our regular suppliers and have a pool of event specialists who are able to adhere to new terms of payments.

This means all supplier deposits are also 25% unless your event is bespoke, then the regular terms apply.

Coronavirus UK Government Response

Helping Your Public Events

To ensure events are safe during the coronavirus pandemic, we have put measures in place to keep guests, visitors and staff safe:


  • Information zones and H&S staff at events
  • Personal hygiene zones including mobile washbasins
  • Pre and post-event information sent out to all attendees and social media groups
  • Hand sanitisers and child-friendly creams for Virus prevention

Latest Health Advice

See the latest information and advice on the outbreak of Coronavirus from the Department of Health and Social Care.

This covers the current situation in the UK and Abroad and provides specific advice for travellers returning to the UK.

The National Travel Health Network and Centre have also provided general advice on preparing for International travel and reduce the spread of the virus.

Small-Business-Open-Sign

Small Business Rates Relief

80% Government-Backed Business Loan: You will not pay business rates on a property with a rateable value of £12,000 or less.


For properties with a rateable value of £12,001 to £15,000, the rate of relief will go down gradually from 100% to 0%. Examples:

If your rateable value is £13,500, you’ll get 50% off your bill. If your rateable value is £14,000, you’ll get 33% off. You can read more about the small business rates relief here.

British Business Bank will deliver the loan scheme, which it says “will be in place in a matter of weeks” to support SMEs to access bank lending and overdrafts. Interest rates will be similar to current bank lending.

The government will provide lenders with a guarantee of 80% of each loan; subject to a per-lender cap on the number of bad loans it can claim for.

Read More

Support For Businesses Paying Sick Pay To Employees

We will bring forward legislation to allow small- and medium-sized businesses and employers to reclaim Statutory Sick Pay (SSP) paid for sickness absence due to COVID-19.


The eligibility criteria for the scheme will be as follows:

  • This refund will cover up to 2 weeks’ SSP per eligible employee who has been off work because of COVID-19
  • Employers with fewer than 250 employees will be eligible – the size of an employer will be determined by the number of people they employed as of 28 February 2020
  • Employers will be able to reclaim expenditure for any employee who has claimed SSP (according to the new eligibility criteria) as a result of COVID-19
  • Employers should maintain records of staff absences and payments of SSP, but employees will not need to provide a GP fit note
  • Eligible period for the scheme will commence the day after the regulations on the extension of Statutory Sick Pay to those staying at home comes into force
  • The government will work with employers over the coming months to set up the repayment mechanism for employers as soon as possible​

Read More

Government Support For Businesses Paying Tax

All businesses and self-employed people in financial distress, and with outstanding tax liabilities, may be eligible to receive support with their tax affairs through HMRC’s Time To Pay service.


These arrangements are agreed on a case-by-case basis and are tailored to individual circumstances and liabilities.

If you are concerned about being able to pay your tax due to COVID-19, call HMRC’s dedicated helpline on 0800 0159 559.


Insurance

Businesses should check with their insurance provider if they are covered.

Many businesses are unlikely to be covered as most business interruption insurance policies are dependent on damage to property, which will exclude pandemics.

Some businesses may have purchased a specific add on relating to notifiable diseases, but some of these will still specify damage to the building.

Some businesses may have purchased supply chain or denial of access cover which may meet their needs in this case.

Contact Information And Advice Helplines

We have provided the contact details for relevant helplines below:

Business Support Helpline (England)

Telephone: 0300 456 3565
Monday to Friday: 9am – 6pm

Business Wales Helpline

Telephone: 0300 060 3000
Monday to Friday: 8:30am – 5:30pm

Find Business Support Scotland

Telephone: 0300 303 0660
Textphone: 0800 023 2071
Monday to Friday: 8:30am – 5:30pm

Invest Northern Ireland

Telephone: 0800 181 4422
Monday to Friday: 8:30am – 5pm

Contact-Information-Helplines

Remote Solutions For Our Staff

As every other business we have reviewed our current position in light of the continuing COVID-19 situation.


Over the last 6 months we have been working on an off-premises (cloud) based management plan. This has enabled us over this period to become more agile and offer our clients a more robust and resilient service.

We have prepared for many eventualities and the sort of widespread disruption we are seeing right now is not something we ever expected to see but was built into our planning quite some time ago.

Business as usual although with some minor changes.

We have asked our staff to work from home until further notice, this is something we have been doing from time to time over the last few months to test if this can work.

Finally, we know these are difficult times and we’ll be there to advise and assist where at all possible.

Our Staff Are Prepared:

  • Full cloud-based Systems
  • Online Quoting and Contracting Tools
  • Video and Conference Calling
  • Virtual assistance and Venue Management
Staff-Working-From-Home

“From Concept To Culmination”

We design and create in-house, learn from our clients and adapt to their needs. We feel anything can be achieved and push our clients to pioneering levels of event planning and experience.

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Quick, Easy Booking Process

We always strive to make our processes as user-friendly as possible for the best user and client experience.


Our process is simple:

  1. Request a quotation
  2. Receive a response with basic costs in 2 hours or less
  3. Like what you see?
  4. Give us all the information about your event and we aim to deliver full quotations within 24 hours

Mobile, Desktop, In The Office or On The Go!

In this day and age, we understand that you may not always be at your desk.

Our online proposal software and CRM systems makes it easier than ever to book event services with us, anywhere in the world, on any mobile device.

We Provide 24 Hour Support On Major Events

Convenience Redefined

Easily request meetings, phone calls and site visits with any of your event planners or account managers.


Over the years we have listened to our clients and what they like about our services. The feedback was that they love our quick responses, our creativity and the ease in which we work with them. so we developed this further.

Whether you are on the go or at your desk, you can easily request meetings with your Event planner with just a few clicks.

Timelines

Providing you with live updates to give you a true understanding of your event’s progress as it happens

Meeting Requests

Need for us to give you a walkthrough of your quote? No worries! Let one of our event planners talk you through it without taking precious time out of your day.

CAD-Drawing-Of-Fashion-Show

Planning With You On A Collaborative Scale

We use an online planning system which we have created to ensure you have as much or as little interaction with the progress of your event booking as you like.


See the progress as it happens, set tasks, give feedback and see reports on how successful your events were.

Just Some Of The Benefits:

  1. Collaborate with everyone in our team and yours for better results
  2. View in either list, timeline or calendar format
  3. Milestones and targets can be set to see your event teams performance
  4. Communication on desktop or on the mobile app
  5. Pre and post-event reporting for everyone to understand where to improve if needed

View Your Event Timeline Here

Some Kind Words From Clients Of Ours

“You went above and beyond and the outcome surpassed what we were all hoping for, thank you.”

Warren Johnson / Communications And Engagement Co-Ordinator

“I can’t tell you how relieved I am it all went so smoothly and it’s all thanks to you. We will certainly be in touch for what you mentioned as I know 2020 will be a busy year for the boys, and they expressed their interest in a summer party!”

Emma Haworth / Executive Assistant

“Just wanted to email you to say thank you for last night. The Maze was incredible and everyone has been talking about the party all day. Really looking forward to working with you again soon.”

Katie Hughes / Trade Marketing Manager Advertising

Renault-f1-Christmas-2018-Whittlebury-Hall-Christmas-Party-Guests

A Special THANK YOU From Our Creative Director, Michael Charles:

“I would personally like to take the time to thank you for allowing us to be a part of your journey. We often create amazing relationships with our clients which last past the realms of mere professional gains. It is this core value that everyone at Julia Charles Event Management has, that allows us to really enjoy what we do.”

“Creating Events That Celebrate Life”

Michael Charles Director

Get In Touch With Us Today.

With nearly 20 years of Event Management insight, working with world-renowned Clients we'll help you create your Dream Event.

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