COVID-19: Update for Program Leaders

This post may include outdated information. See the latest updates on our evolving response here. 

As leaders bringing people together in physical space, the Whidbey Institute team shares many of the tensions you may be feeling right now. Our work is to navigate these tensions, together.

First, it is vital that we stand for the highest, greatest good and be guided by the question: how do we nourish conditions of health for the whole?

Second, it is important to acknowledge that ‘health for the whole’ is complex, requiring us to navigate many variables, among them:

• Multiple timelines—what is helpful and necessary in the short-term can look different than what is healthy for the mid-term and long-term.

• Unique and divergent needs—each group gathering here, and each person participating, is navigating unique contexts and concerns.

• Responding versus reacting—careful attention and action in line with safety, that honors the experiences of fear we and each of our participants may be feeling, and maintaining a response in relationship with data.

• Recognizing that how we respond has real consequences and sets patterns for the future.

All of this is a lot for each of us to be navigating. As global pandemics become a growing reality of our times, it is our responsibility to sense our way through with care, grace, and wisdom.

The work that you’re convening is important! Your work makes possible the conversations, skills, and relationships that are needed in these times. And—this outbreak is a unique moment of unknown. Let’s find our way through this together.

Please read our message to the general community here.

Next steps for your 2020 program:

• Conversations—If you’d like to talk with Heather about the possible impacts of COVID-19 on your program, please select a time from this calendar.

• Program Contract Adjustments—Barring a specific local outbreak or a CDC Level 3 on US travel, we will not be encouraging group cancellations. We know that you are also navigating the concerns of participants and their readiness to register or stay registered. We invite patience as our collective experience with this virus unfolds, and have adjusted our cancellation policy to make it less financially risky for you and your program participants to take a “wait and see” approach. For all programs scheduled in March, April, May, and June 2020 we will be shifting our 90-day cancellation policy to a 2-week cancellation policy. Anticipating that COVID-19 will follow the cold and flu season cycle, we are not currently looking at contract adjustements for the latter half of the year. If COVID-19 continues to present a pressing challenge past June, we will assess whether this temporary shift in cancellation policy needs to be extended.

• Individual Registrations—

  • For participants who register via our online platform, our current policy reads: “We understand that life challenges emerge and changes happen; we request your help in ensuring that we are operating together in integrity. If you find it necessary to cancel, a full refund will be given if notice is received at least two weeks prior to the beginning of the session. For cancellations received less than two weeks prior to the start date, no refund can be given, barring exceptional emergencies.” We consider COVID-19 an exceptional emergency. While this region remains on high alert for COVID-19, any registrant may cancel without penalty at any time—and with a full refund—if they are ill. If a registrant chooses to cancel due to concerns about contracting the virus while traveling or convening, a full refund will likewise be granted.

  • For participants who register directly with you, you may choose to create your own policy. The terms above apply to any payments your registrants have made for facilities, lodging, and meal costs.

• Communication with Participants—We’re sharing a message with our full email list and current registrants today. We’ve also posted it to our blog. Feel free to point people to our blog as an ongoing resource.

Sensing and responding as we go forward:

We’ll all stay tuned to shifts in news and outbreak updates, and will no doubt grow further muscles for adaptative co-leadership as we navigate the ongoing complexities of our time. Grateful to be in this work with you!

With appreciation,
Heather, Meg, Marnie and the Whidbey Institute team