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Events & Pandemic - Recommendations Health Protection by MICEboard

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The COVID-19 development since March this year shows how strongly pandemics affect the meeting, incentive, congress and event (MICE) industry. In less than 2 weeks the MICE industry worldwide has come to a complete standstill.
This also brings us an insight: namely that pandemics are possible - now and in the future. This is why the MICE industry needs concepts and measures that focus even more strongly than before on the health protection of all participants. Concepts and measures which, of course, must be continuously adapted to the latest medical findings and constantly optimised.
With the background of offering the participants an improved health protection at our MICEboard events in the future, we have dealt in detail with numerous current publications of the World Health Organization for the business, events, hotel and catering sectors. From this we have developed recommendations which we will apply to future MICEboard events as a reaction to the current situation. Of course only as long as COVID-19 represents a massive health hazard.
This small guide gives an overview of these recommendations, which are ultimately intended to serve as a guide for us and to be understood as a start for continuous improvement.
In the future it will be an important task of the MICE industry to have concepts for an improved health protection of participants when planning events.

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Events & Pandemic - Recommendations Health Protection by MICEboard

  1. 1. INSTRUCTIONS: EVENTS& PANDEMIC RECOMMENDATIONS HEALTH PROTECTION WHO recommendations for action on health protection of participants at events. Guide for the professional events of MICEboard
  2. 2. INSTRUCTIONS: EVENTS& PANDEMIC RECOMMENDATIONS HEALTH- PROTECTION BASEDONPUBLICATIONSOFTHE WORLDHEALTHORGANIZATION
  3. 3. © MICEboard in May 2020 The source of the present recommendations for action are WHO publications from February, March, April 2020. We would like to point out that the recommendations are not 100% protection against infections. The links to the publications can be found in the bibliography at the end of this publication. MICEboard Hamburg www.MICEboard.com
  4. 4. „The ship is safest in port, but that's not what it was built for.“ engl. proverb
  5. 5. PROLOG The COVID-19 development since March this year shows how strongly pandemics affect the meeting, incentive, congress and event (MICE) industry. In less than 2 weeks the MICE industry worldwide has come to a complete standstill. This also brings us an insight: namely that pandemics are possible - now and in the future. This is why the MICE industry needs concepts and measures that focus even more strongly than before on the health protection of all participants. Concepts and measures which, of course, must be continuously adapted to the latest medical findings and constantly optimised. With the background of offering the participants an improved health protection at our MICEboard events in the future, we have dealt in detail with numerous current publications of the World Health Organization for the business, events, hotel and catering sectors. From this we have developed recommendations which we will apply to future MICEboard events as a reaction to the current situation. Of course only as long as COVID-19 represents a massive health hazard. This small guide gives an overview of these recommendations, which are ultimately intended to serve as a guide for us and to be understood as a start for continuous improvement. In the future it will be an important task of the MICE industry to have concepts for an improved health protection of participants when planning events.
  6. 6. 1. INTRODUCTION T he recommendations for action and decisions presented on the following pages are intended as suggestions and not as concrete legally binding instructions. Our aim was to create a basis for our future event planning, which we can use as a guide for the MICEboard trade events. We have based our work on the publications of the WHO. The event industry has always been aware of its great responsibility in terms of visitor and occupational safety. In the future, the health protection of all participants will play a central role in the operative implementation. „OPTIMUMHEALTHPROTECTIONIS OURCENTRALCONCERN.“ These decision recommendations help us with the planning and especially with the preliminary talks and the selection of suppliers, such as hotels, locations, restaurants, DMC's etc. involved in our MICEboard events. In order to realize an optimal health protection of all participants, they must be involved.
  7. 7. What is COVID-19? COVID-19 is an acute respiratory disease caused by a novel human coronavirus (SARS-CoV-2, called COVID-19 virus) that causes higher mortality in people aged ≥ 60 years and in people with underlying diseases such as cardiovascular disease, chronic respiratory diseases, diabetes and cancer. COVID-19 training should, in principle, be given to all actors in the MICE industry and be offered to employees in companies, including: - an overview about COVID-19: (https://openwho.org) - Hand hygiene and breath label - Standard precautions and - Precautions for the transmission of COVID-19.
  8. 8. 2. MEASURESBEFORETHEEVENT P articipants of the event should be tested for COVID-19 in advance and provide written proof of their immunity at the beginning of the event. Basically all participants of the event should carry their mouth/nose protection with them. Common symptoms of COVID-19 are: - fever (high temperature - 37.5 degrees Celsius or higher) - Cough - This can be any type of cough, not just dry. - Shortness of breath. - Breathing difficulties. - Tiredness. In order to trace and narrow down possible chains of infection, it is necessary to record all participants and their contact details. At the MICEboard trade events, the individual dates of participants and exhibitors will be recorded in the future in order to improve the contact chains later on. nachzuvollziehen zu können.
  9. 9. The participants are obliged to give feedback on their condition 14 days after the event. „STAYHEALTHY.“ To Do list for participation: - Check the advice of the authorities in the destination where you want to hold the event. Follow their advice. - Review information and communication channels in advance with key partners such as public health and health authorities. But also with tourism institutions, such as convention bureaus. - Order sufficient materials, including handkerchiefs and hand disinfectants, for all participants. Have surgical masks ready. - Active monitoring. Participants with symptoms or participants who feel unwell should not participate. - Contact information: mobile phone number, e-mail and address must be provided by all participants. Communicate clearly to your participants that the data will be disclosed to the local health authorities if a participant falls ill with a suspected infectious disease. If you do not agree to this condition, you will not be able to participate in the event. - Develop and agree a response plan in case someone at the event develops the symptoms of COVID-19 (dry cough, fever, malaise)
  10. 10. This plan should include at least the following: - Identify a room or area where someone who feels unwell or has symptoms can be safely isolated. - Plan how the participant can be brought safely from there to a health facility. - After the event, determine which participants, employees or service personnel tested positive for COVID-19 - during or shortly after the event. Here a time window of 14 days after the event applies. - Create contact lists in advance with your partners and suppliers involved in the event. This includes the hotel staff, the staff at the location, at the supporting programmes and all other suppliers. Create detailed contact lists with all persons who are likely to come into contact with each other during the event. - Also consider the contact persons at the social programs, especially when visiting restaurants. - Advise all partners and suppliers involved to create similar contact lists for their personnel. In case of COVID-19 illness, it is important to be able to trace contact chains. Hints for your journey: - Make sure that your organization and its employees* have the latest information on regions and destinations where COVID-19 is being used. You will find this constantly updated at https://www.who.int/emergencies/diseases/ novel-coronavirus-2019/situation-reports/. - On the basis of the latest information, the benefits and risks associated with the upcoming trip should be
  11. 11. weighed. - Participants with a higher risk of serious diseases (e.g. elderly people and people with diseases such as diabetes, heart and lung diseases) should - depending on the travel area - not register. - Carry hand disinfectant and protective mask. - Wash your hands regularly and repeatedly and keep a distance of at least 1.5 m from people - especially those who cough or sneeze. - Inform yourself in detail about any travel warnings and about the situation in the destination / location where the event takes place.
  12. 12. 3. PHYSICALDISTANCE T he physical distance must be maintained at events. For this purpose, we distinguish between the following areas: the event area - this is the area where the participants of the event are located, the movement areas - these are corridors, escape routes, staircases, etc. and the special areas where concrete measures for keeping distance must be set up. This includes the welcome and accreditation desk, the cloakroom and other. Measures to maintain the distance are: - floor markings - Barrier tapes - Signs A physical distance should be maintained on all surfaces. The following measures are suitable for this: - Limit the number of attendees at the business event. For the MICEboard professional events we limit the number of participants to less than 100 persons. - Physical distance in all group activities.
  13. 13. - Minimum distance of at least one meter. - Avoid touching: no shaking hands, hugs or kisses. „NOKISSING.“ In order to ensure the physical distance on the event area it is advisable to divide it into zones and to distribute the participants to the respective zones. The smaller the number of participants the easier it is to maintain the physical distance between them and thus the recommended hygiene measures. For events with more than 100 participants, it is advisable to admit the participants in groups and in different time windows. The entire check-in process should be as contactless as possible. Here, creativity is required at the respective event location within the framework of the structural possibilities. In the course of the programme, breaks should be planned specifically for the respective groups of participants so that hand hygiene can be adequately perceived by all participants and involved parties. Hygiene at events: - ensure an adequate supply of alcohol-based disinfectants (with at least 60% alcohol) and the availability of soap and clean water.
  14. 14. - Place information posters and flyers at all entrances and exits, inviting you to wash your hands regularly. - Make sure that all participants have sufficient opportunity to wash and disinfect their hands before the start of the event. Encourage participants with instructions to wash their hands thoroughly for at least 20 seconds. - Encourage participants to wash their hands regularly - especially after going to the toilet and before and after food and drink. - Make sure that a necessary distance of 1.5 meters is also maintained at the wash basins. - Ensure permanent cleaning of the washrooms and toilets. - Dispensers with disinfectant must also be provided in the toilets. - Sufficient dispensers with disinfectant must be available on the event area. - Achten Sie darauf, das die Veranstaltungsfläche ausreichend Fenster und/oder Türen nach draussen hat, die geöffnet werden können, um den Raum ausreichend gut zu belüften. Vermeiden Sie Räume, Hallen, Säle, etc. die ausschließlich von einer Air Condition Anlage belüftet werden. - The smaller the number of participants, the easier it is to carry out hygiene measures. Keep this in mind when planning the size of the event.
  15. 15. „WASHYOURHANDS-KEEPYOUR DISTANCE.“
  16. 16. 4. MEASURESDURINGTHEEVENT P roviding information or a short briefing, preferably oral and written, on COVID-19 and the measures taken by the organisers to make participation in the event safer. This includes: - Building trust. For example, as an icebreaker, practice how to say "hello" without touching. - Information on regular hand washing and hand disinfection all participants. - Remind participants to cover their face with the crook of their elbows or a tissue when they cough or sneeze. Provide handkerchiefs and closed containers for disposal. - Provide contact details or a health hotline where participants can get advice. - Have display dispensers with alcohol-based disinfection set up clearly visible around the event location. - Arrange the seats so that the participants are at least 1 meter apart.
  17. 17. - Open windows and doors to ensure that the venue is well ventilated. - Do not switch on Air Condition. - Thank all participants for their cooperation according to the given regulations. For face-to-face conversations / apartments at tables the following points should be considered: - Distance between the conversation partners approx. 1.5 meters - Disinfectant for hand hygiene at the table - No handshakes, hugs or kisses - Sneezing label: sneeze into the elbow bend. - No common touching of the laptop or pad. - No gifts of any kind, like chocolates, USB sticks, etc.. - Cleaning the table and laptops, pads, etc. with disinfectants after each appointment. - After about 1 hour all participants should wash and disinfect their hands. „WINDOWOPEN,AIRCONDITIONOFF.“
  18. 18. 5. MEASURESAFTERTHEEVENT T he names and contact details of all participants should be kept for at least one month. This will help health authorities to track down people who may have been exposed to the COVID-19 pathogen if one or more participants fall ill shortly after the event. Inform the participants that their data will be stored for an appropriate period of time. If someone has been isolated as a suspected COVID 19 case at the event, participants should be informed immediately. Monitoring for symptoms should be carried out over a period of 14 days, and body temperature should be taken at least twice daily. If they develop even a slight cough or fever (i.e., a temperature of 37.3°C or higher), participants or other contributors should isolate themselves. This means that close contact (less than 1 meter) with other people, including your own family members, must be avoided. The doctor and the local health authority must be informed immediately - also about participation in the event. It is very important that all participants contact us 14 days after the event and give information about their health status, with regard to a possible COVID-19 illness. If any cases of illness should occur, all participants must be informed.
  19. 19. „14DAYSOBSERVATION.“ The chains of contact of the person(s) logged by the organiser help the authorities to trace who the person with the illness was in contact with. Now is the time to prepare for COVID-19. Simple targeted precautions and planning can make a huge difference. With these measures, participants at events can be much better protected until the pandemic dies down and is no longer dangerous..
  20. 20. 6. LOCATIONANDHOTEL T he locations and/or the event hotel are a central component of most events. When planning events in the future, numerous hygiene and health protection measures must be taken into account here as well, which are the responsibility of the providers. In order to give event planners an overview of which measures they should demand within the scope of their planning, we have compiled the essential points here as a basis for discussion. The hotel / location - COVID19 - Action plan: the hotel/location should be able to present an action plan, which is based on the recommendations of the local and national health authorities, in consultation with the Convention Bureau and, where appropriate, other stakeholders This action plan should effectively mitigate COVID-19 impacts on customers/guests/participants and employees*. It is essential that this action plan includes meaningful and efficient cleaning and disinfection of rooms, including those of people who may be ill. The action plan should be updated as necessary to reflect new guidelines, procedures or regulations issued by the competent authorities. The hotel/location should credibly demonstrate all the resources necessary for implementation.
  21. 21. „THEACTIONPLANISAMUST.“ It is advisable to keep a logbook of the measures carried out and to record these in sufficient detail (e.g. including date and time of use of a disinfectant by whom, from whom). Informative posters should be used to provide more information to guests and event participants, including the invitation to wash hands regularly (at least 20 seconds, all parts of the hand), respiratory hygiene and coughing Étiquette. Official brochures on basic hygiene practice and COVID-19 in different languages and a list of emergency telephone numbers are useful information tools. The location / hotel management should inform all employees* about the measures to be taken to protect their health and that of others, including the recommendation to stay at home and consult a doctor if they have respiratory symptoms such as coughing or shortness of breath. Location/hotel management should organise regular information sessions covering all basic protective measures against COVID-19 and the signs and symptoms of the disease. Training may be required for certain procedures. Event planners should insist on the implementation of such measures when selecting and booking the hotel / location and should be able to show proof of this. Reception staff should be sufficiently informed about COVID-19 to prevent the possible spread of virus within the hotel. The staff should be able to inform participants of the event about all prevention measures or other services required (e.g. medical and pharmacy services available in the region or in the facility itself). They should also be able to
  22. 22. advise guests with respiratory symptoms to stay in their rooms until they are examined by a doctor. Reception staff should, if possible, not be older or have health problems and must take all necessary precautions, including physical distance from event participants and hotel guests. The reception desk / welcome desk should provide a medical kit containing the following items: - Germicidal disinfectant / wipes for surface cleaning. - Face / eye masks (separate or combined). - Gloves (disposable). - Protective apron (disposable). - Full length long sleeve dress. - Biohazard disposable waste bag. All hand contact surfaces in the hotel / location are to be cleaned several times before the beginning and during the event with disinfectant. In particular door handles, table surfaces, handle elements on chairs, elevator buttons, flushing in the washrooms, etc. Dispensers with disinfectant must be set up in sufficient numbers. Floor surfaces must be cleaned regularly. Disinfection of these surfaces is not necessary. A cleaning and disinfection plan should be worked out in advance with the hotel of the location, which meets the hygiene concerns and requirements of the event in all points.
  23. 23. Such a cleaning and disinfection plan should clearly state which surfaces and areas are to be cleaned or disinfected by which responsible personnel, how often and with what means. Event planners should insist on the implementation of such measures when selecting and booking the hotel / location and should be able to show proof of this. „HOTELANDEVENTLOCATIONMUSTBE WELLPREPARED.“
  24. 24. 7. CATERING C atering is a central component of many events, therefore a whole range of measures must be observed and compliance with them must be demonstrably demanded by the commissioned caterer, restaurant and hotel. Bluffet areas and counters must be cleaned several times. Drinks machines, coffee machines, especially those that come into contact with the participants, as well. All crockery, cutlery and glassware must be washed and disinfected in a dishwasher, including unused items, as they may have come into contact with the hands of guests or staff. If for any reason manual washing is required, the usual steps (washing, disinfecting, rinsing) should be followed, taking the utmost precautions. Drying should be done with disposable paper towels. Tablecloths and napkins should also be washed in the usual way. Catering staff must be regularly trained in all necessary additional hygiene measures. Employees who prepare, prepare or serve open meals must wear a mouthguard and comply with all hygiene regulations and requirements of the authorities.
  25. 25. Recommendations for the catering of the participants: Whenever possible, it is recommended to place a maximum of 4 people for 10 square meters. Tables should be arranged so that the distance between the backrest of one chair and the backrest of another chair is more than 1 meters and guests face each other from a distance of at least 1 meters. There is currently no scientific evidence that food is associated with the transmission of the COVID 19 virus. It is important to follow good hygiene practices in relation to open foods such as salad bars, fresh produce and bakery products. Fruit and vegetables should be washed with drinking water before consumption. In principle, the following measures are recommended - in addition to consistent kitchen and service personnel hygiene: - In the case of open dishes, spit protection walls must be used and distance rules for the guests must be ensured. - No Flying Buffet. - In the snack area the products should be stored in plastic, cellophane or paper packaging. - Where possible, set dinner in compliance with distance and hygiene regulations. „BONAPPETIT.“
  26. 26. 8. MICEBOARDSPECIALISTEVENTS A t the MICEboard specialist events, we attach great importance to maximum health protection for our participants and - together with all the partners, companies, organisations and authorities involved - work out an individual action plan for each event and, based on these updated WHO recommendations listed here, meticulously. Of course, we constantly update the measures and adapt them to the respective current overall development and to the development in the respective event destination. To this end, we are in a constant exchange with the necessary institutions, in particular the tourism authorities. „AWARMWELCOME.“ The MICEboard events are limited to a maximum of 100 participants. This makes it easier for us to implement sensible measures for hygiene and health protection for all participants. Of course we will (be able to) relax measures as soon as this is possible. And we are convinced that this will be
  27. 27. possible and that cordial contact will again be possible at events. A fundamental increase in the level of hygiene at events is certainly also a desirable thing in the future and without reaction to a pandemic. „SINCERETHANKS.“
  28. 28. 9. SOURCES I n this little "guide" to health protection at events - Recommendations on the COVID-19 pandemic - we have included current public publications from WORLD HEALTH ORGANIZATION used as a source. Here are all sources. We recommend to click on the sources for regular updates. WHO Coronavirus disease (COVID-19) advice for the public: https://www.who.int/emergencies/diseases/novel- coronavirus-2019/advice-for-public WHO Coronavirus disease (COVID-19) travel advice: https://www.who.int/emergencies/diseases/novel- coronavirus-2019/travel-advice WHO Strategies, plans and operations: https:// www.who.int/emergencies/diseases/novel-coronavirus-2019/ strategies-plans-and-operations WHO COVID-19 Overview - Prevention - Symptoms: https://www.who.int/health-topics/coronavirus#tab=tab_2 WHO Coronavirus disease (COVID-19) technical guidance: Guidance for schools, workplaces & institutions: https:// www.who.int/emergencies/diseases/novel-coronavirus-2019/ technical-guidance/guidance-for-schools-workplaces- institutions
  29. 29. WHO Getting your workplace ready: https://www.who.int/ docs/default-source/coronaviruse/advice-for-workplace- clean-19-03-2020.pdf?sfvrsn=bd671114_6 WHO Operational considerations for COVID-19 management in the accommodation sector: https:// apps.who.int/iris/bitstream/handle/10665/331638/WHO-2019- nCoV-Hotels-2020.1-eng.pdf „THANKYOUWHO.“ Further links to current information: International: https://www.nejm.org/coronavirus (New England Journal of Medicine) https://www.rd.com/home/most-hygienic-way-to-wash- dishes/ (RD article about hygienic way to wash dishes) https://covid19.ca.gov/ (California COVID-19 Response) Deutschland: https://www.rki.de/DE/Home/homepage_node.html (Robert Koch Institut) https://www.gesetze-im-internet.de/ifsg/IfSG.pdf (Infektionsschutz Gesetz) https://www.bundesgesundheitsministerium.de/ (Bundesgesundheitsministerium) https://www.bzga.de/ (Bundeszentrale für gesundheitliche Aufklärung) https://www.baua.de/DE/Home/Home_node.html (Bundesanstalt für Arbeitsschutz & Arbeitsmedizin)
  30. 30. ABOUTMICEBOARD MICEboard is the German-speaking community for event planners who regularly plan, organise or commission international events. On www.MICEboard.com event planners will find information and inspiration from numerous international destinations and their international MICE service providers, such as convention bureaus, hotels, event and congress locations, DMC's, airlines and other MICE service providers. The aim of the community is to inspire event planners from agencies, companies and associations for their future events - such as meetings, conferences, congresses, incentives and events - outside of Germany and to provide detailed information about international destinations and their possibilities. In addition to current information and interesting facts, the MICEboard Community online also provides
  31. 31. numerous direct contacts to qualified international suppliers. The MICEboard trade events bring international suppliers from all over the world personally together with event professionals and event planners from Germany, Austria and Switzerland. The MICEboard Online Community, as well as participation in the MICEboard Specialist Events is free of charge for qualified event planners. For more informations: www.MICEboard.com and agency website: www.pec-kommunikation.de.

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