Conference Planning & COVID Compliance 101
Many are anxious to meet again but are we ready for live meetings?
Whether it is a live or hybrid event, meeting professionals can create a safe environment for attendees and staff with proper planning and preparation. When sourcing meeting locations, ask for the current safety policies and emergency plan. How are they preventing infection?
What is the procedure for attendees who fall ill at your event?
How do you notify people who have been in contact with people who have been sick?
Are you liable for someone who becomes ill at your event?
Have you considered a virtual event component for attendees who cannot attend your live conference?
On-Site Attendee Tracking
Creating an emergency plan for your event is critical. Be sure to include protocols like the use of contact tracing and onsite COVID-19 testing. The CommonPass Digital Health App allows verifiable proof of negative COVID-19 results. Health Pass by CLEAR allows for a standard health screening procedure prior to entering your event each day.
Current popular contact tracing apps include Evenito and Check-In by PWC. Crowd Compass allows attendees to pre-register and engage with each other during your conference. This feature can help you track where attendees are and who they have been in contact with by recording which sessions/events attendees have selected to attend.
Duty of Care
Providing a duty of care plan for attendees builds trust and confidence. MPI has a great example of this for the upcoming World Education Congress in Las Vegas.
Specific health protocols provide peace of mind for meeting professionals as they host meetings and events. Current health protocols Include:
Clear Communication of Policies: Make sure attendees know that your policies prevail regardless of local COVID protocol and still include vaccinated attendees.
Social Distancing: Specific policies that ensure appropriate social distance between guests in common areas.
Rooms Blocked: Policies that ensure that guest rooms are not accessed for a specific number of days between reservations or after cleaning by staff.
No Contact Check-in/out: Features such as mobile check-in and express checkout, which minimize contact between guests and staff.
Mask Mandates for Staff: Specific policies (not recommendations) that require staff to wear masks.
Mask Mandates for Guests: Published policies may require hotel guests to wear masks even in states where it is not required.
Staff Health Checks: Specific policies (not recommendations) such as temperature checks to help screen staff.
Enhanced Cleaning Procedures: Hospital grade and antimicrobial technology spray in shared spaces.
Reduced Seating Capacity: Specific policies for socially distanced meeting room session space for attendees.
Check out the CDC recommendations for Event Planners here if you would like to learn more.
Learn more about the Pandemic Onsite Protocol training by MPI here.
Are you a freelance with virtual or hybrid event experience? Learn more and join the Soundings Thrive Freelance community here!