Meeting in the Time of COVID-19

The COVID-19 pandemic has changed the ways in which we travel, live and gather. Eventually, the situation will be contained, but most experts agree that there will be lasting changes for business and meetings. The list below is not meant to be exhaustive, and some of the suggested actions may change in time, but the safety and security of attendees will always be important to those who plan and host meetings. People want to meet again and are craving social interaction. Sanitize your hands and don your mask and with a little careful planning and testing you can have your next meeting in the land of the midnight sun and the aurora borealis.

COVID-19 Detailed Checklist

Contact Explore Fairbanks Meetings and Conventions Department for information on: • Local mandates and restrictions • Updates on meeting and accommodations providers’ sanitation protocols • Meeting room occupancy data

Determine safety procedures and communicate these to your attendees • Will you require masks and hand sanitizer usage? Consider these as branding/sponsorship opportunities • What type of personal greetings are not recommended? • Handshakes, hugs, etc. • What screening will be in place? • Negative test results? • Daily temperature checks? Consider hands-free/contactless registration and hotel check-in

Discuss public space and meeting space signage and cleaning with venue staff; communicate these to your attendees. Spaces to consider directional/instructional signage and extra cleaning: • Elevators • Hallways • Restrooms • Physical distancing for queues • Entrances, exits and traffic flow Evaluate food and beverage options • Consider staggered breaks to reduce lines • Offer pre-packaged items • Have catering personnel staff and serve at coffee and food stations • Add additional food stations and bars

Post-meeting debrief and review • What worked? What didn’t? • What could be done differently next time? • Ask for feedback from hotel/venue staff and from attendees

Bill Wright/Explore Fairbanks