Prevue breaks down the new WTTC guidelines as they relate to meeting planners.
We’ve done the work for you and analyzed the latest set of WTTC guidelines for those that relate directly to meeting planners vs. facilities:
• Ensure use of personal protection equipment (PPE) by staff, such as masks and gloves, as long as required as per risk-based approach.
• Use digital invitations where possible for meetings and events rather than paper.
• Create and implement staff protocols for staff and operations. Ensure alignment between event and organizer.
• Provide staff with the tools and information necessary regarding infection control, physical distancing, interactions with guests and enhanced hygiene measures including hand washing and the mandatory use of masks and gloves as recommended by local health authorities..
• Request that key stakeholders such as catering companies, coaches and other transport partners have trained their staff on the basis of like-minded protocols.
• Approve disinfecting products at sanitation stations made available to participants in the form of alcohol-based or hypochlorous acid water hand sanitizer as appropriate.
• Provide or make available for purchase additional individual disinfecting products for participants.
• Implement physical distancing for seating distribution, booths and aisles, utilizing government guidance if available. Create visual support to show intent as appropriate.
• Reduce participant capacity limits in venues as appropriate and required by local legislation. Distinguish between different areas of risk in the venue and consider measures accordingly.
• Consider a pre-arrival risk assessment questionnaire.
• Implement participant health/temperature checks if required by legislation.
• Limit physical interaction and possible queuing at registration if allowed by legislation.
• Create isolation units where possible for individuals showing COVID-19 symptoms.
• Create water/soft drinks protocols whereby it is recommended for participants to travel with their own refillable water bottles in areas where there is safe drinking water.
• Implement physical distancing through table spacing and participant seating with suitable reinforcement.
• Consider minimizing what is placed on participant tables and provide mono-packaged items.
• Share participant guidelines both ahead of event via email and in person on the basis of advice from health authorities, which may include the wearing of face masks, guidance on hand hygiene and avoiding physical contact. Provide clarity to guests on extent of duty of care responsibility of venue and organizer.
• Inform guests about support available if questions or concerns arise. Guest-facing staff should be trained and prepared to answer questions, resolve challenges and share protocols.
• Collaborate with a third-party provider to offer insurance covering COVID-19.
• Consider the possibility of hosting hybrid events in the future using virtual platforms, enabling participants to engage even when deciding not to travel to the host destination.
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