In-Person Events – Guidance from a Pandemic Compliance Advisor

Within the last month, many of our clients have been exploring the option of returning to in-person events. While we’re looking forward to the thrill of hosting in-person events, we are also cautiously planning. VTM is known for acute attention to detail, contingency planning, and flexibility. With the varying COVID-19 restrictions, requirements, and personal comfortability regarding in-person events, there is a lot for us – and any organization holding an in-person event – to consider.

VTM’s Event Management Group is responsible for coordinating client events that range from Members Meetings and networking receptions to Developers Conferences, Compliance Workshops, tradeshows, hackathons, webinars, and more. We are the go-to resource for our clients on all event related planning and execution.

Our 2021 fall event schedule includes in-person events in Tel Aviv, San Francisco, Seattle, and St. Louis to name a few. As we plan for these events amidst COVID-19, the need to implement new and enhanced safety protocols have emerged. To operate in-person events responsibly during a pandemic, it is vital that we act to promote health and safety for participants, suppliers, and staff to best protect them from contracting or spreading a communicable disease. Through our research and training, we have learned the importance of going beyond the basics of social distancing, mask-wearing, and frequent hand sanitization.

All members of VTM’s Event Management Group have become certified Pandemic Compliance Advisors (PCA).

A Pandemic Compliance Advisor (PCA) ensures that safe practices are implemented, communicated, and effectively carried out throughout the entire meeting cycle.

A PCA works from event inception through the final day as part of the meeting team to:
•    Ensure the venue follows appropriate regulations, starting at the request for proposal stage
•    Manage safety supplies
•    Engage and educate PCA support staff
•    Monitor locale risk
•    Coordinate risk mitigation onsite, on the ground and in the moment
In preparation for fall events, our team have thoroughly researched, planned, and prepared for the following:
•    Duty of care promise and attendee code of conduct documents
•    Food and Beverage
•    Registration policies and procedures; including temp checks & health screening
•    Sanitization procedures and event supplies (thermometers, tape measures, masks, wipes etc.)
•    Social distancing requirements – space allocation, meals, room signage, traffic flow, etc.
•    Touchless interaction
In July we held our first in-person client event of 2021 at a hotel venue with over 100 attendees. During this event, some of the duties of VTM’s PCA were to be informed on the latest COVID news, requirements and issues, communicate with key stakeholders throughout the day, manage the attendee health screening process, regularly disinfected high touch points, ensure availability of sanitizing supplies, and monitor individuals throughout the day for anyone exhibiting symptoms.

VTM’s Event Manager also pre-coordinated with the hotel to organize a cafeteria-style lunch buffet, which was clean, efficient, and provided plenty of space for social distancing. Attendees obtained their daily lunch ticket by checking in with the PCA every morning to get their temperature checked.

Post event feedback from the client, staff and attendees voiced an appreciation of having a PCA onsite every day who was solely focused on the health of safety of participants.

In recent weeks, we’ve had several clients reach out to understand how they can keep attendees safe at in-person events given the rise in COVID-19 cases. As we explain the role and duties of the PCA, clients are recognizing the need and value of engaging a PCA to monitor the varying COVID-19 restrictions, requirements, and personal comfortability to protect all parties that are involved with in-person events.

Interested in learning how we can help you with your in-person event needs? Contact us! We would love to hear from you.


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