COVID-19 EVENT PROCEDURES

Brought to you by Vision Global Event Strategies

1. Dedicated staff will use proper sanitizing and cleaning supplies to disinfect surfaces on a frequent basis. Staff will wear proper PPE.

   Many hotels and casinos are using technologies to combat pathogens with Electrostatic sprayers with hospital-grade disinfectant to sanitize surfaces, and also ultra-violet light that can zap viruses and bacteria.

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2. Promote frequent hand washing by providing plenty of mobile handwashing stations and distribute branded sanitizer for attendees to take with them. Branded signage can encourage usage throughout the day.

3. Increase space between attendees in meetings and tradeshow spaces

   • One attendee per 6’ schoolroom table
   • 6’ between theatre seating
   • 5-6 people per 72” round
   • Consider staggering exhibit floor access, with strict caps on the number of attendees at a given time, as well as one-way aisle traffic and increased aisle width.

   Develop flexible refund policies for participants that permit participants the flexibility to stay home when they are sick, need to care for sick household members, or are at high risk for complications from COVID-19.

4. Limit indoor interactions to all extent possible, by holding social events outdoors or in covered spaces. Many venues offer outdoor options that could be integrated into your event. If transferring attendees to an outdoor venue, work with the contracted shuttle transportation company to ensure hand sanitizers are in the vehicles or at embarkation/debarkation points, sanitization processes for the vehicles are being followed, and vehicle air filtration systems are being used.

5. If you encourage (desire, mandatory?) mask use, distribute medically approved masks.

   Masks don’t have to be boring! Consider branding them with your logo or event name.

   Manage flow of people through common spaces by designate separate entrances and exits and encouraging one-way traffic flow.

6. Consider conducting temperature screenings with "no-touch" thermometers at every point of entry.

7. If buffets and self-service food options are discouraged, use “Grab & Go” or individual portions for your meals. Prohibit self-serve water stations with any touch point (water fountains, water stations, pitchers on tables). Use only disposable cups, or single-use water bottles.

8. Have a plan!

   • Coordinate with risk/security liaisons from localities, venues, vendor partners to develop strategies to mitigate exposure and risk of transmission. Clearly identify each partner’s role, responsibilities, and decision-making authority.
   • Every event should have a risk management professional embedded from the initial planning phase until the last guest or visitor has left the event.
   • Promote the daily practice of everyday preventive actions through signage, social media, meeting app, housekeeping remarks and frontline roles (attendee relations, security, greeters, registration)
   • Provide alternatives for event staff and participants who are at increased risk for complications from COVID-19.
   • Reassign duties for higher-risk staff to have minimal contact with other persons. Consider providing refunds to event participants who are unable to attend because they are at high risk and/or provide information on alternative viewing options.
   • Designate a space that can be used to isolate staff or participants who become ill at the event and staff with qualified medical personnel.
   • Work with partners, such as local hospitals, to create a plan for treating staff and participants who do not live nearby, including separating them from others as soon as possible.

The goal is to have an engaging live event, while keeping attendee safety as your primary focus!