We spoke with Alan Kleinfeld, CMP, LEO, (MPI Carolinas Chapter), director, Arrive Conference Solutions, to learn more about safety and security in the current landscape. Kleinfeld presented “COVID Cleanliness: How We Can Tackle Healthy Venues Together" on Nov. 6 at the World Education Congress.
You’ve been trained to watch for coronavirus precautions at meetings and events. What did that entail and how you decide to do that?
I’ve completed COVID-19 Compliance Officer training. The idea of it was something I came across on a listserv or email blast or something innocuous. I Googled it and found an online course that included material from the Centers for Disease Control and Prevention and the Los Angeles County Health Department. This particular course required I pass a written test to be certified, so it felt a bit more legitimate.
I’ve seen several COVID-19 trainings and certifications pop-up and even my original half-day course has been re-envisioned to be longer, but after completing the course work, managing COVID-19 compliance onsite at a real face-to-face event (and using my previous work in event safety), I’ve come to believe the certifications aren’t necessary to have a safe onsite event. It’s not that it’s a complete waste of time, rather, it comes down to common sense to protect ourselves and our attendees from COVID-19. The big five: wear a mask, wash hands, watch distance, disinfect and stay home if you feel sick. That’s easier said than done, but that’s the recipe.
All attendees must follow those steps for the environment at an in-person event to be as safe as can be without going into an “NBA Bubble.” At a recent onsite event, that meant we had hand sanitizer everywhere, signage and carpet markers everywhere and worked with a hotelier that was constantly cleaning and disinfecting. Also, housekeeping and announcements from the podium reminded people to wear masks, wash hands and watch distancing. If people complained about too many COVID-19 reminders, we felt we were doing our job.
As we’ve seen with the U.S. Supreme Court nominee Rose Garden event, holding a gathering outdoors doesn’t in and of itself negate the threat of spreading the coronavirus. In the example of an outdoor setting, what are some best practice recommendations for meeting safely?
The short and sweet answer is to continue to wear a mask, clean your hands and keep your distance. Being outside offers only a false sense of security. Yes, the open air improves ventilation and may reduce the need for a mask to a certain degree, but being outdoors isn’t an invite to shake hands, hug each other or invade personal space. You may recall during the summer months the increased number of cases coming from beach towns up and down the East Coast and that was, in part, because people were still too close to each other. If you want some time without a mask, going outside is a great idea. But keeping your distance is still a requirement for safety.
What are some of the greatest safety challenges when people do come together in a masked, socially distanced environment?
Some of the lessons learned from being onsite during COVID-19 is that you can never have too many reminders—signage, announcements, text messages, etc.—of the three Ws (wear a mask, wash your hands and watch your distance). Distancing is a challenge because people naturally want to shake a hand or give a hug or just stand close enough for a quiet conversation. These are all no-no’s currently, even outdoors. Plus, it’s essential to work with a venue that can provide regularly scheduled disinfecting, whether that be wiping surfaces down or spraying a meeting room with a disinfecting mister.
Knowing about other groups or gatherings at your venue can be significant, especially if they might be intermingling in your space or with your attendees. You simply don’t know if they are following the same safety standards as you. Everyone knows the COVID-19 model isn’t really a sustainable one (for both the planner and the supplier) but in the coming months, smaller groups using more space will be the norm in order to put safety first. Having bigger groups doesn’t just mean more disinfecting and hand sanitizing, but it means more space. Plus, the more people, the louder the event and the louder the event, the greater the tendency to get physically closer.
Wearing face masks makes it just a bit more challenging to recognize and hear your own attendees, but that’s one of the lesser worries.
Can you share any tips to make it easier or less stressful for meeting professionals to ensure clean/safe facilities?
Don’t go it alone. Planners don’t have to carry the burden all by themselves. Get feedback and input from colleagues and co-workers. And be good partners with suppliers, venues and sponsors. Everyone knows the current situation can’t last long-term and we all want to get through this. Even with the success of virtual and hybrid meetings, we all want face-to-face to return, even if under less than ideal circumstances. It takes some extra time, thought and money to put on a COVID-19-safe face-to-face event.
Without sounding too self-promoting, seek input or help from safety professionals. In my case, particularly for site visits, I’ve included health-related safety for years as part of my routine check lists, including housekeeping protocols, food and kitchen safety and even water management and air ventilation.
Failing all that, planners can take some course work and add to the already heavy load on their shoulders.
How have you been feeding your need to meet over the past eight months?
I’m not sure I really have. I’ve done some industry webinars and Zoom events and have done some socializing outside with physical distance. My first business trip during COVID-19 was the second week of October. Before that, it was February. I was like a kid before Christmas morning, I was so excited to get on a plane and go onsite. The event went very well. Everyone did their part to keep everyone else safe and healthy and the attendees, although a much smaller group than normal, understand how fortunate they were to be there in person.
Do you have a favorite mask?
To put it nicely, I dislike masks. The one that works best for me is the ever-present medical mask, the disposable blue one so many of us wear. It’s easy on my ears (for short periods) and mostly stays in place. I want a more permanent version, possibly a multi-layer natural fiber. I’ve purchased a dozen, and none have worked out (and you can’t try them on before you buy). Even the neck gator has issues. They are all either too tight, too loose, have gaps, fall off my nose or stick in my mouth when I inhale. Mostly I don’t want to wear a mask because I have a wonderful, Hemingway-esque beard to show off. But I do my part and wear my mask as required.
