Throughout the COVID-19 epidemic, we have monitored guidance from the CDC and significant state and local governments for best practices. We have consulted with other event industry professionals to enhance the safety of our registration, exhibition and conference processes.
From check-in to session rooms/classrooms, exhibit halls, meals and networking, we have made detailed plans and taken specific steps to help you feel secure and ensure your own safety. All the new procedures are designed to help prevent transmission and to maintain physical distancing. Here is what you can expect.
Registration
- Registration areas will be spaced out to maintain social distancing.
- Hand sanitizer will be placed throughout the venue.
- Face masks will be offered to attendees, guests and exhibitors if the venue requires one to be worn.
- Added floor markers will help maintain 6-ft social distancing.
- Limited printed materials to minimize touch points (e-versions will be available instead).
- Reminder signs will be posted to help everyone remember to avoid shaking hands and to maintain social distancing.
Restrooms
- Every other sink and bathroom stall will be closed to assist in social distancing measuring (in some locations).
- Cleaning/sanitizing of restrooms will take place more frequently from trained personnel.
Exhibition Hall (at large events)
- Extra space – Added buffer between booths will allow for social distance.
- Wider aisles -- Entrance and booth aisles to optimize social distancing.
- Traffic flow -- Two-way traffic “lanes” to encourage distancing.
- Reminders -- 6-ft social distancing markers on the floor.
- Expanded lounge areas -- Providing more room to move about safely.
- Sanitizer stations -- Hand sanitizer will be placed throughout the exhibit hall.
Conference Rooms/Classrooms
- Classroom seats -- 1 chair per 6-ft table (if social distancing is still recommended)
- Theater seats -- 1 chair every 6 feet (if social distancing is still recommended)
- Sanitizer wipes -- Wipe down your work area and seat if you wish.
- Onsite self-reserved seating will be available .
- Separate Entrance-Only doors – One-way flow into to the conference room (in some locations).
- Separate Exit-Only Doors – One-way flow away from the conference room (in some locations).
- Live streaming options available at some events that include engaging audience participation such as live polls, Q&A sessions and ways to interact with one another.
Meal Space
- Limited seats per table – An aid in social distancing
- One Entrance to meal space (in some locations).
- One Exit from meal space (in some locations).
- Sanitizer stations -- Hand sanitizer & wipes in lunch area.
Food and Beverage
- Buffets will be replaced with plated meals or pre-wrapped items (boxed meals.) Water bottles will replace water stations. Coffee served by venue, cafeteria style. Wipes available to sanitize food packages, water bottles and sodas.
- Sanitizer stations -- Hand sanitizer and wipes will be available in meal areas
- Reminder signs will be posted to help everyone remember to avoid shaking hands and to maintain social distancing.
Beyond these standardized measures, there may be additional, venue-specific safety procedures required by our host cities. Please visit each venue’s web site for complete information before you travel to our one of our conferences or educational provider campuses, as these can change with little advance notice.
If you have any further suggestions, please send them via email to our customer care team at customercare@i-w.org or by phone at 303.770.3377.
