Industry Associations Release Health and Safety Playbooks for Reopening B2B Events

June 10, 2020

With major cities starting to reopen and some face-to-face events preparing to get back to business, we’re all seeking guidance on how to slowly and safely resume business as usual. Three leading event industry organizations have released complementary health and safety guidelines to assist show organizers, general service contractors and venue operators in safely planning and producing exhibitions during and following a global health crisis. Take note of these resources:

IAEE

On June 5, IAEE released “Essential Considerations for Safely Reopening Exhibitions and Events, Version One.” 

“Although we are eager to get back to our usual face-to-face business environment, safety must be the top priority, and we must look to the science and medical communities for the best ways to go about producing our shows,” said David DuBois, IAEE president and CEO. 

The association’s Health and Safety Task Force teamed up with the Global Biorisk Advisory Council to ensure the document conveys the most accurate information available as the current pandemic progresses. 

This new publication covers:

  • General principles for health and safety operations
  • Communication, education and awareness
  • Exhibition and event operations
  • Convention center/venue cleaning prevention measures
  • Legal considerations

The document will be updated as experts learn more about COVID-19, according to IAEE officials.

ESCA

Also on June 5, ESCA released “Health & Safety Guidance for the Exhibitions Industry,” a whitepaper created by the association’s health and safety committee for service contractors and partners who install and dismantle events.   

“ESCA’s Health and Safety Guidance for the Exhibitions Industry embodies our strong support for unity among all segments and is ever mindful of the potential health hazards that we encounter in our industry,” said Larry Arnaudet, ESCA executive director.

It covers safety around the following:

  • Overall guidelines for health and safety physical distancing
  • Personal protective equipment (PPE)
  • Health monitoring and hygiene
  • Trade show layout
  • Cleaning and disinfecting warehousing/marshaling/freight handling
  • Floor coverings
  • Staff and labor
  • Equipment
  • Exhibitor move-in/move-out
  • Exhibitor order processing
  • Communication and education

According to Neil McMullin, president of ESCA, a key priority of the whitepaper is to create meaningful and consistent guidelines that can be used uniformly across the industry. 

“We are well prepared to produce and host events where the safety and health of all involved is our top priority, [and] we have taken into account each action and phase of the event production process,” McMullin said. “Our health and safety committee, representing a wide range of our membership, has embraced the kind of collaboration and cooperation needed right now to show real leadership as we move toward recovery.”

UFI, IACC and ICCA

On May 26, UFI, the International Association of Convention Centres and the International Congress and Convention Association released “Good Practice Guide: Addressing COVID-19 Requirements for Re-Opening Business Events” to help global trade show industry professionals create conditions and safeguards to enable the safe re-opening of their events.

A collaborative effort between the three “G3” associations, this third in a series of COVID-19-related guides details globally emerging standards, protocols and good practices while observing relevant government and health authority expectations. The two previous Good Practices Guides: “Convention and Exhibition Centre Health & Safety: Managing COVID-19 Challenges” and “Convention and Exhibition Centres as Temporary Emergency Facilities” were released in March and April, respectively.

“It is our challenge to convince local governments, associations and event attendees that our venues can be highly-controlled and safe environments,” said James Rees, president of ICCA. “By sharing information and best practices between our global industry association partners, we hope we will be contributing to a more integrated approach, so that the international meetings industry can play its crucial role in economic and social recovery sooner rather than later.” 

With global exhibitions facing different health circumstances throughout the world, the guide also provides a framework and resources to help venues create their own guidelines.

“Sharing information and best practices on how to reopen the doors to events, from venues to organizers, is key in ensuring the strong future of the industry,” said Mary Larkin, president of UFI. “Pre-competitive collaboration is the only way we, as an industry, can host events that are safe for our customers, vendors and employees, and deliver the top marketing tool that will be critical in the post-pandemic economic recovery.“

 

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Partner Voices
Less than six months ago, Lisa Messina joined the Las Vegas Convention and Visitors Authority (LVCVA) as the first-ever chief sales officer after leading the sales team at Caesars Entertainment. A 12-year Las Vegas resident, Messina is a graduate of Cornell University’s School of Hotel Administration and serves on MPI International’s board of directors. TSNN had a chance to catch up with this dynamic leader and talk to her about her vision for the new role, current shifts in the trade show industry, creating more diversity and equity within the organization, and advice to future female leaders. Lisa Messina, Chief Sales Officer, LVCVA With Las Vegas becoming The Greatest Arena on EarthTM, what are some of the things you’re most excited about in your role? Our team was at The Big Game’s handoff ceremony earlier this month, and I couldn’t help but think, “We’re going to crush it next year!”  These high-profile events and venues not only drive excitement, but also provide unmatched opportunities for event planners. Allegiant Stadium hosts events from 10 to 65,000 people and offers on-field experiences. Formula 1 Grand Prix will take place in Las Vegas in November, after the year-one F1 race, the four-story paddock building will be available for buyouts and will also offer daily ride-along experiences that will be available for groups. And, of course, the MSG Sphere officially announced that it will open in September, ahead of schedule, with a U2 residency. It’s going to be the most technologically advanced venue as far as lighting, sound, feel, and even scent, and it will be available for buyouts and next-level sponsorships inside and outside. There’s no ceiling to what you can do when you’re doing events in Las Vegas.  Allegiant Stadium As the trade show and convention business returns to the pre-pandemic levels, what shifts are you noticing and how do you think they will impact the industry going forward? Our trade show organizers are very focused on driving customer experience. Most of our organizers are reporting stronger exhibitor numbers and increased numbers of new exhibitors, with trade shows proving to be almost or above 2019 levels. Now our organizers are really doubling down on driving attendance and focusing on the data to provide that individualized, customized experience to help attendees meet their goals and get the best value. Some companies continue to be cautiously optimistic with their organizational spend when it comes to sending attendees, but I think it will continue to improve. As the U.S. Travel Association makes more progress on the U.S. visa situation, we also expect a growing influx of international attendees. What are some innovative ways the LVCVA helps trade show and convention organizers deliver the most value for their events? We focus on customer experience in the same way that trade show organizers are thinking about it. We got rave reviews with the West Hall Expansion of the Las Vegas Convention Center (LVCC), so over the next two years, we will be renovating the North and the Central halls, which will include not just the same look and feel, but also the digital experiences that can be leveraged for branding and sponsorship opportunities.  Vegas Loop, the underground transportation system designed by The Boring Company, is also a way we have enhanced the customer experience. Vegas Loop at the LVCC has transported more than 900,000 convention attendees across the campus since its 2021 launch. Last summer, Resorts World and The Boring Company opened the first resort stop at the Resorts World Las Vegas , with plans to expand throughout the resort corridor, including downtown Las Vegas, Allegiant Stadium and Harry Reid International Airport. The LVCVA also purchased the Las Vegas Monorail in 2020, the 3.9-mile-long elevated transportation system that connects eight resorts directly to the convention center campus. This is the only rail system in the world that integrates fares directly into show badges and registration. For trade show organizers, these transportation options mean saving time, money and effort when it comes to moving groups from the hotels to LVCC and around the city. Also, the more we can focus on building the infrastructure around the convention center, the more it supports the customer experience and ultimately supports our trade show organizers. Scheduled to debut in Q4, Fontainebleau Las Vegas will offer 3,700 hotel rooms and 550,000 square feet of meeting and convention space next to LVCC.  What are some of the plans for advancing DEI (diversity, equity and inclusion) within your organization? We’re currently partnering with instead of working with a leading consulting firm, to lay the foundation and create a solid DEI plan and be the leader when it comes to DEI initiatives. The heart of that journey with the consulting firm is also talking to our customers about their strategic approaches to DEI and driving innovation in this space.  What are your favorite ways to recharge? My husband and I have an RV and we’re outdoorsy people. So, while we have over 150,000 world-class hotel rooms and renowned restaurants right outside our doorstep, one of my favorite things to do is get out to Red Rock Canyon, the Valley of Fire, and Lake Mead. Five of the top national parks are within a three-hour drive from Las Vegas, so there’s a lot you can do. We love balancing the energy of Las Vegas with nature, and we’re noticing that a lot of attendees add activities off the Strip when they come here.  Valley of Fire What advice would you give to women following leadership paths in destination marketing? I think it’s about being laser-focused on what you want to accomplish; building a team around you that lifts you and helps you achieve your goals; and being humble and realizing that you do it as a group. No one gets this done alone. Thankfully, there are a lot of women in leadership in this organization, in our customers’ organizations, and in this city that we can be really proud of. We’re a formidable force that is making things happen.   This interview has been edited and condensed. This article is exclusively sponsored by the Las Vegas Convention & Visitors Authority. For more information, visit HERE.