D’Arcy Klingle with HelmsBriscoe sent the information below to their email subscribers. We’re sharing it here with permission to help you navigate some of your travel and conference decisions in a time when we’re being encouraged to practice “social distancing.”
New information about the virus and actions being taken change daily (the President declared a national emergency the day after D’Arcy sent these tips), so keep in mind that this situation is extremely fluid, ever-changing and involves many unknown factors. Watch ANN’s social media accounts for updates as the news evolves and we have new information to share.
Stay healthy, sanitized and in good spirits!
Tips/FYIs:
- Force Majeure
- Typically speaking Force Majeure clauses will only be enacted if/when it is illegal or impossible for your meeting to occur (for example, if there is a travel ban in/out of your host city). Involve your lawyers and/or your HB partner to get more eyes on your contract.
- Rebooking
- We’ve learned that some hotels are being much more flexible than usual, but it’s really on a case by case basis. That said, the sooner you make the decision to rebook, the better/higher likelihood that the hotel will be amenable to your requests and have open space when you want to re-book.
- Understanding your meeting-goers during this time
- Conduct early research to learn about your attendees, exhibitors and speakers’ plans. Have their companies and organizations placed travel bans? Are they moving forward with business as usual? This will help you have a better understanding of what may lie ahead as you move forward.
- Lowering risk if moving forward with your meeting
- Consult with the hotel on measures they’re taking
- Many groups moving forward with their events are consulting with the hotels to see what they’re doing to lower attendee risk (I suggest getting this information in writing!). For example:
- Adding more hand sanitizing stations throughout the hotel
- Increased cleaning of surfaces during and between meetings
- Food handling/preparation
- Forgoing buffets for plated and/or boxed meals would be more hygienic. This may be worth exploring with the hotel/catering department to determine the most hygienic route.
- Many groups moving forward with their events are consulting with the hotels to see what they’re doing to lower attendee risk (I suggest getting this information in writing!). For example:
- Offer sanitizer (if you can get your hands on some!)
- If you do goodie bags (or not) adding personal hand sanitizer to the bags and/or give to people as they register, and remind them as you hand them out to be mindful throughout the meeting and sanitize often.
- No shared microphones
- Ensuring each speaker will get their own mic. This would most likely be at an added cost to the group, but may help with lowering risk.
- Consult with the hotel on measures they’re taking
- Communicating with attendees
- Meetings Mean Business released a template (last updated 3.02.20) for folks moving forward with their events, and suggested language to use. You can access that here. I would recommend within this template, noting what the hotel and the group (you) are doing to lower risk (sanitizing stations, switching from buffets to boxed meals – etc, to reassure attendees).
- When reaching out to attendees, remind them to be mindful around their attendance to the event:
- Regularly washing hands
- Covering their mouth
- Using hand sanitizer
- My favorite suggestion – offer a fun “2020 Conference Greeting”. Rather than shaking hands, have an official Conference greeting specific to your event, that doesn’t require physical contact. Think the peace sign, the Vulcan Salute from Star Trek, or the yogi “namaste” with hands together at hearts’ center – find this as an opportunity to get creative and have fun! This could also be a good conversation starter.