Meeting organizers preparing for shows scheduled in 2021 and beyond must consider the health and safety of attendees and staff at every step of the planning process. Here you can find the most important areas to design a Covid-19 Safe Indoor Meetings
Risk Factors to Consider while in an event
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- Setting of the event—Indoor events, especially in places with poor ventilation, pose more risk than outdoor events.
- Length of the event—Events that last longer pose more risk than shorter events. Being within 6 feet of someone who has COVID-19 for a total of 15 minutes or more (over a 24-hour period) greatly increases the risk of becoming infected and requires quarantine.
- Number and crowding of people at the event – Events with more people increase the likelihood of being exposed. The size of the event should be determined based on whether attendees from different households can stay at least 6 feet (2 arm lengths) Physical distancing at events can reduce transmission risk—for example, blocking off seats or modifying room layouts.
Recommendations before the event.
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For meetings that are scheduled to go on, the CDC has offered the following recommendations before the event:
- Make sure both attendees and staff members will have access to the supplies such as soap, hand sanitizers that contain at least 60 percent alcohol, tissues, disinfectant wipes, no-touch trash cans and face masks that will be distributed on-site. Staff members should be required to wear face masks and attendees should be encouraged to wear them as well.
- The CDC recommend to modify the event layout for social distancing. This includes limiting attendance or reducing seating capacities, but instead you can use Bulwark Herö that provides a tangible layer of protection an enclosed meeting space. Tangible protection to meet in person with a sense of security, freedom and comfort. Is easily set, sanitized, and stored, the patent-pending Bulwark Herö meets the most rigorous criteria and high levels of quality and expectations for all venues worldwide.
- Prioritize outdoor activities where social distancing can be maintained.
- Offer online options in addition to in-person attendance to help reduce the number of guests on-site.
- Consider limiting event attendance to guests and staff who live in the local area to reduce the risk of spreading coronavirus from areas that have high levels of transmission.
- Identify automated platforms that can be used to quickly disseminate updates to staff members and attendees via text message, email and more. Take care to consider any potential language, cultural or disability barriers that may affect communication.
During the event
- Stagger and limit attendance times to reduce the number of guests in the venue at one time.
- Conduct daily temperature screenings and/or health checks of employees and guests.
- Limit the number of people who can use a restroom at one time and post signs or markers outside the restroom to prevent crowds from forming. Consider adding barriers between bathroom sinks.
- Avoid offering any self-serve food or drink options such as buffets and salad bars. Add floor markers to ensure attendees stay six feet apart while waiting in line to order or pick up food.
- Ensure ventilation systems operate properly and increase circulation of outdoor air as much as possible by opening windows and doors when feasible.
After the event
- Ask participants, partners and staff to share additional feedback.
- Look for new agencies and partners who can help improve future plans.
- Continue to monitor emergency preparedness resources and training.
Cleaning and disinfection can help reduce the risk of exposure to Covid-19 and are key to reopening public spaces, according to the CDC. The organization has issued reopening guidelines for how to properly clean public spaces, including what the appropriate disinfectants are and how frequently surfaces should be cleaned. The guidelines can be viewed in full here
Bulwark Herö can help you create a safe environment for your next meeting