During the early months of 2020, arts organizations began preparing for the possible effects of the COVID-19 pandemic. While the scope of the virus’s spread in the U.S. was not yet clear, institutions were encouraged to plan for temporary closures or event cancellations.
Impacts on Cultural Venues
In many parts of Asia and Europe, performances, museums, and festivals were shut down to help prevent the spread of COVID-19. Reports such as “Coronavirus Outbreak Shutters Italian Museums” from Hyperallergic illustrated the disruption.
Facility Readiness and Safety Measures
Arts organizations began adapting their facilities to minimize risks. They installed extra hand-sanitizing stations in lobbies, theaters, and bathrooms. Wipes were made available to clean wood or metal surfaces, such as armrests. Staff updated facility shutdown protocols and assigned clear responsibilities. These included securing valuable items, backing up data, and ensuring that all individuals exited before locking the premises.
Staff and Volunteer Support
Leaders advised staff and volunteers to minimize direct contact with patrons. For example, ticket handlers looked at tickets rather than exchanging them. Organizations reviewed their cancellation policies and tested emergency contact systems to ensure efficient communication.
Staying Informed and Connected
Organizations were advised to stay updated with local health departments. The Centers for Disease Control and Prevention (CDC) released guidance tailored for employers and businesses. The World Health Organization (WHO) also published recommendations for managing mass gatherings.
Communication protocols, such as contact trees, helped ensure everyone received timely updates during closures. Staff were encouraged to keep their home preparedness kits up to date, with FEMA offering a comprehensive checklist for shelter-in-place scenarios.
Public Messaging and Audience Engagement
Leaders clarified ticket refund or credit policies for patrons. Executive directors advised organizations to review policies and prepare financial impact statements before making adjustments. Reviewing contracts helped institutions understand their obligations in the event of cancellations.
Boards and administrators developed strategies to manage potential financial risks. Communication remained a central component in maintaining trust and transparency with both audiences and internal teams.
Note: This information reflects guidance and responses during the initial phase of the COVID-19 pandemic in 2020.
