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Helpful Guide: Safely Maintain Productivity When Organising Meetings & Events

CovidMeeting-1With the recent surge in global numbers of people affected by the coronavirus, extreme measures have been recommended worldwide to prevent further spread. We are aware that while many organisations have transitioned to a remote working and social distancing model, some business sites need to remain open as part of the businesses continuity. 

 

Why Organisations Must Consider the Risk of Holding Meetings and Events

  • There is a risk that people attending your meeting or event might be unwittingly bringing the Covid-19 virus to the meeting others might be unknowingly exposed to Covid-19.
  • While Covid-19 is a mild disease for most people, it can make some very unwell. Around 1 in every 5 people who catch Covid-19 needs hospital treatment.

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Key Recommendations to Prevent or Reduce Covid-19 risks

Before the meeting or event:

  • Check the advice from the authorities in the community where you plan to hold the meeting or event follow their advice.
  • Develop and agree on a preparedness plan to prevent infection at your meeting or event.
  1. Consider whether face-to-face meetings or event is needed. Could it be replaced by a teleconference or online event?
  2. Could the meeting or event be scaled down so that fewer people attend?
  3. Ensure and verify information and communication channels in advance with key partners such as public health and healthcare authorities.
  4. Ensure and verify information and communication channels in advance with key partners such as public health and healthcare authorities.
  • Pre-order sufficient supplies and materials including tissues and hand sanitiser for all participants. Have surgical masks available to offer anyone who develops respiratory symptoms.
  • Actively monitor where Covid-19 is circulating. Advise participants in advance that if they have symptoms or feel unwell, they should not attend.
  • Make sure all organisers, participants, caterers and visitors at the event provide contact details: mobile number, email and address of where they are staying. State clearly that their details will be shared with local public health authorities if any participant becomes ill with suspected infectious disease. If they will not agree to this then they cannot attend the event or meeting. 

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Develop and agree on a response plan in case someone at the meeting becomes ill with symptoms of Covid-19 (dry cough, fever, malaise). This plan should include at least:

  • Identifying a room or area where someone who is feeling unwell or has symptoms can be safely isolated.
  • Have a plan for how they can be safely transferred from there to a health facility.
  • Know what to do if a meeting participant, staff member or a service provider tests positive for Covid-19 during or just after the meeting.
  • Agree to the plan in advance with your partner healthcare provider or health department.

Recommendations for during the meeting or event:

  • Provide information or a briefing, preferably both orally and in writing, on Covid-19 and the measures that organisers are taking to make this event safe for participants.
  1. Build trust. For example, as an icebreaker, practice ways to say hello without touching.
  2. Encourage regular hand-washing or use of an alcohol rub by all participants at the meeting or event. 
  3. Encourage participants to cover their face with the bend of their elbow or tissue if they cough or sneeze. Supply tissues and closed bins to dispose of them in.
  4. Provide contact details or a health hotline number that participants can call for advice or to get further information.
  5. Display dispensers of alcohol-based hand rub prominently around the venue.

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  • If there is space, arrange seats so that participants are at least one metre apart.
  • Open windows and doors whenever possible to make sure the venue is well ventilated.
  • If anyone starts to feel unwell, follow your preparedness plan or call your hotline.
  • Depending on the situation in your area, or recent travel of the participant, place the person in the isolation room. Offer the person a mask so they can get home safely if appropriate, or to a designated assessment facility.

Recommendations for after the meeting:

  1. Retain the names and contact details of all participants for at least one month. This will help public health authorities trace people who may have been exposed to Covid-19. 
  2. If someone at the meeting or event was isolated as a suspected Covid-19 case, the organiser should let all participants know this. They should be advised to monitor themselves for symptoms for 14 days and take their temperature twice a day.
  3. If they develop even a mild cough or low-grade fever (i.e. a temperature of 37.3 C or more) they should stay at home and self-isolate. This means avoiding close contact (1 metre or nearer) with other people, including family members. They should also telephone their healthcare department, giving them details of their recent travel symptoms. 

For further information on how your organisation can maintain productivity throughout the Coronavirus pandemic, please read more information from any of the following websites:

  •  World Health Organisation
  • HSE.IE
  • Please visit the government site of your respective country/region for accurate information about how Covid-19 is affecting your region.

Book an online TDS X ISC West Workshop Time Slot Now!

TDS have developed these workshops in replacement of the postponed ISC West event so that we can still showcase our award-winning Visitor Management solution, while also ensuring safety from the Covid-19 virus. More updates to follow for a further announcement confirming the date of ISC West 2020. Spaces for the TDS X ISC West Workshops are limited, and in high demand, so please ensure that you are booking your slot as soon as possible.

Click the link below to get started and book your ISC West Workshop now with TDS.

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Kim Carroll
Kim Carroll
Marketing at Time Data Security, a leading provider of innovative security and visitor management software.

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