What You Need to Know About #HTSOnline

The Hospitality & Tourism Summit is coming at you completely online for its 19th annual year! So, what does that mean? How can a one-day trade show full of tangible experiences pivot to an online experience?

Ateema Media & Marketing, the producers of the summit, have worked hard over the last several months of quarantine to re-imagine the next best alternative. Dubbing this new format as the Hospitality & Tourism Summit Online, all attendees will have the ability to log on and log off at their leisure throughout the week.

The goal for the Hospitality & Tourism Summit is to bring together all industry friends after months of disconnect. The week is built for everyone to pick and choose their own pathway/schedule based on their interests, prior commitments, etc. Ateema has made this "pick and choose" format possible as they will be uploading the recordings of all of the webinars after they are presented live for attendees to watch on-demand. As well, attendees will have access to the trade show floor until next year's summit. They want all attendees to maximize their attendance but also be strategic with the programming you choose to attend live, because you can!

Keep on reading for some common misconceptions about the Hospitality & Tourism Summit Online and how you work around them:

Common Misconception #1: That you have to be online the entire week.

You do not! You can log on and log off based on what is on your personal agenda is each day. It is recommended that you choose a couple of opportunities to attend live each day. The summit has programming that is as short as 45 minutes. Even the longest sessions don't exceed 90 minutes.

Common Misconception #2: If you don't attend everything live, you won't be getting your ticket's worth.

So wrong! All educational sessions will be recorded and placed online for you to view at a later time that works better for you. The trade show floor will be live until April of 2021 so you can go back in at any time and keep browsing all of the exhibitor booths.

Common Misconception #3: Virtual networking is boring and awkward.

Not anymore! The Hospitality & Tourism Summit virtual networking events will be using a lifelike and user-friendly networking software that requires no prior setup on your part. Simply, click a link to enter the networking rooms, "walk-up" to any table, and join the conversation. If you aren't into the conversation or want to find some new people to talk to, leave the conversation just as easily! Live entertainment will also be provided during networking events.

Common Misconception #4: I am furloughed/out of work right now so this won't bring me value.

Switch your mindset! This is the PERFECT time for you to get involved if you are not currently working. At a time when many people in our industry are looking for solutions, trends, timely topics, and predictions for the future, you can say you were a part of those conversations! This is the time to invest in yourself.


CDC's Advice to Planners

Meeting planners have been thrown a few curveballs over the past few months to say the least— from cancelled events and now new restrictions on in-person events. As we continue to adapt to COVID-19, it is crucial that meeting planners are up to date on the latest advice from the CDC in regards to hosting safe in-person events. We know you have many questions, and we are hoping to provide you with some answers based on guidance from the CDC. 

How do you plan for an outbreak at an event?

The first step in planning an event in the COVID-19 era is by developing an emergency plan well before the event. The CDC recommends designating “an administrator or office to be responsible for responding to COVID-19 concerns. All staff and attendees should know who this person or office is and how to contact them.” Be sure to speak with local health officials about the event and have plans in place such as flexible refund policies for those who do not attend the event because they are not feeling well and plenty of supplies such as masks and hand sanitizer. 

How do you prepare staff for the event?

Staff should be trained on all safety protocols. Virtual training is ideal to avoid contact with others, but if in-person training is necessary, make sure social distancing is possible. Consider using the CDC’s Interim Guidance for Businesses and Employers for guidance.

How many people can attend the event?

The CDC does not have a limit on how many people can attend an event, but be sure to check state and local policies on event capacity. Make sure there is plenty of space for event attendees to socially distance at all times, and consider an outdoor space as it is often easy to keep people spread apart and provides better ventilation than an indoor setting. Another way to limit the number of people at an event is by having entry times for staff and attendees.

Do attendees need to be tested for COVID-19 before the event or should their temperature be taken?

Testing all event attendees and staff is not recommended. Temperature screening and questionnaires asking attendees and staff if they have symptoms, have been in contact with anyone known to have the virus, or if they have travelled recently is recommended as long as it does not invade privacy.

How do you make sure attendees social distance at the event?

Hosting smaller events in larger spaces is one way to keep participants spread apart. It also helps to use designated entrances and exits to keep people from running into one another and use signs to indicate which direction guests should be walking. Avoid lines at places like bathrooms or registration areas. Techniques such as online check-in before the event can help to shorten lines and speed up the registration process. If lines are ever necessary, be sure to have signs and markings on the floor to remind people to keep six feet apart.

What can staff and attendees do to limit the spread of COVID-19 at the event?

Be sure that staff and attendees stay home if they are not feeling well as a first step in limiting the spread of COVID-19. Once at the event, be sure handwashing stations and hand sanitizer are easily accessible and that staff and attendees are utilizing these resources often. All staff and attendees should wear a face covering, especially it is not as easy to stay six feet apart from others. 

What is the proper way to sanitize the event space before, during and after the event?

High touch surfaces such as door handles, sinks, drinking fountains and hand railers should be sanitized at least daily or as much as possible during the event. Other shared surfaces like countertops should be disinfected between uses. A cleaning schedule indicating what needs to be cleaned and when can help ensure that proper sanitation occurs during the event.  EPA-approved disinfectants against COVID-19 should be used, but make sure there is proper ventilation so toxic vapors are not inhaled.

How do you safely distribute food at the event?

According to the CDC, “Avoid offering any self-serve food or drink options, such as buffets, salad bars, and drink stations. Consider having pre-packaged boxes or bags for each attendee.”

What do you do if someone develops COVID-19 symptoms at the event?

Immediately separate anyone who develops symptoms at the event and provide them with clean disposable face masks. Close off all areas and disinfect anything the person with symptoms was in contact with. Contact local health officials about the potential case and be sure event attendees and staff are aware of possible exposure to COVID-19. Anyone who was in close contact with the potential case should also be separated. 

How do I know if it is appropriate to cancel the event or not?

If the event space is not going to accommodate social distancing and it is not possible to find a larger space, it may be necessary to cancel the event or move the event online. If a large number of attendees are at higher risk of developing severe COVID-19 symptoms, it may be necessary to cancel or encourage these participants to not attend the event. If there is an outbreak in your community or in communities in which many attendees are coming from it may also be necessary to cancel. Ultimately, be sure to consult with local health officials when making this decision.

For more information, visit the CDC website.

Written By: Kelly Pawlak


How Hotels Can Appeal to Meeting Planners

As the COVID-19 crisis continues and we adjust to this new normal, meeting planners are looking for spaces to safely host in-person events. In Lodging Magazine, VP of Product Development at Knowland Kristi White outlines what meeting planners want from hotels that are reopening. 

Duty of care standards have a new level of importance to meeting planners than before. Whether a hotel has its own DOC standards or is following state regulations, these standards must be made clear to meeting planners. White emphasized that all hotel staff should be comfortable explaining these policies to guests and planners, and these policies should be easily accessible throughout the hotel and online. 

Events are not going to be able to accommodate as many people as before, so as a hotel, it is important to follow local restrictions and requirements customers may have. “Prepare for a variety of options—whether six feet, seven feet, eight feet, or 12 feet of distancing,” White said.

Lower capacity in event spaces essentially means smaller events in larger spaces—potentially resulting in less revenue. White said it is important to work with the hotel’s revenue management team “to better understand how to price and optimize meeting space with the new social distancing guidelines.” A detailed plan for every scenario including room setup and number of rooms required will help sales teams sell events more seamlessly.

Self-serve buffets are not going to be seen at events in the near future, so hotels need to find ways to redesign banquet menus. In an article on Cvent, Megan Boley explains, “Seated dining could be an alternative option, if there are available staff members trained in sanitation and food-handling measures. These extra steps and layers of caution could tack on added cost to F&B, so it’s in the venues’ best interest to offer cost-effective solutions for food and beverage at events.” Pre-packaged meals and individually wrapped items are solutions to buffets, and White says these changes need to be clear in the hotel’s menu and pricing.

No matter what changes hotels make in preparing to host meetings, all changes and precautions must be clearly communicated to meeting planners and customers. Whether this be through email messages, a landing page, or creating an app for meeting planners and event attendees with safety information, all details should be easy to understand and access. White said creating an FAQ page and updating it as new questions come up is another effective way to communicate. It is just as important that sales teams are constantly updated on changes to effectively inform clients when selling events. As White said, “[planners] will want to book with hotels that have taken precautions and extra efforts to ensure their safety.”

Hosting an event at your hotel may require more work than before, but luckily there are ways to safely and successfully host events at hotels during and beyond COVID-19.

Written By: Kelly Pawlak