22
Department of Labor and Economic Opportunity
MiSafeStart: Events, conventions and meetings workgroup
recommendations
PRELIMINARY AND PRE-DECISIONAL | June 5TH, 2020
Event, Convention and Meeting Facilities Included in Proposed
Reopening Guidelines
• Conference centers
• Hotels and resorts
• Banquet centers/halls
• Wedding venues
• Tented venues
• Outdoor spaces
Venue: a place where events of a specific type are held. (Merriam-Webster)
Host: one that receives or entertains guests socially, commercially, or officially. (Merriam-Webster)
Executive Summary – Events, Conventions and Meetings
The Meetings, Conventions and Events industry has been working diligently to identify best practices and
recommendations for a safe re-entry into the current environment. Events and conventions are uniquely positioned to
have a significant amount of control over the venues, the attendees and their actions. Most business-to-business events
and many social events have an accurate list of attendees that can aid in communication.
The recommendations in this document include:
• Pre-event communications will allow hosts to outline venue guidelines and protocol of attendees for a safe event.
• Venues and hosts will work together to ensure the safety of all employees and attendees.
• There are systems in place for monitoring the allotted capacity of a venue.
• Social distancing protocol will be adhered to with signage, floor plans and physical barriers where needed.
• Venues and hosts will adhere to a sanitation plan for restrooms, common areas, and additional cleaning before,
after and between events.
• Venues will follow all ServSafe and Health Department guidelines for food safety.
• Venue employees will be required to wear face masks.
• Venue and hosts will encourage the use of face masks where it is not already mandated by local, state or federal
laws for all event staff, participants and vendors.
• In the event of a confirmed positive case, event organizers have the ability to contact and trace.
The Meetings Conventions and Events industry is poised to provide a safe return to events with attendees ranging from
25 to thousands, while also bringing back a key economic driver of increased spending and tax revenues in our Michigan
economy. Thousands of jobs will be restored, and Michiganders can get back to work.
Eight steps for employers to keep their workers safe, within the hierarchy ofcontrols
Hygiene Positive case protocolsPPE5 6 7 Facility closure8
Access control DistancingAdministrative controls1 2 3 Sanitation4
Administrative controls
Administrative
controls1
Requirements – “must”
Venue Responsibilities:
• Ensure compliance with CDC, federal OSHA, MIOSHA, MDHHS and executive orders.
• Supervisors/Representatives
– There will be a representative of the facility on duty at all times during scheduled meetings/events.
• Exposure Control Plan
– Create Exposure Control Plan for the facility and distribute that to the Hosts, employees and third-
party suppliers within the facility.
• Facility Signage
– Digital and static signage with CDC guidelines located at each facility entrance and throughout pre-
function areas of the facility.
• Employee Training
– All employees will be trained on facility safety policies and protocols for sanitization, social
distancing and client interaction techniques.
– Employees will be reminded to stay home when sick, cover coughs and sneezes with a tissue, then
throw tissue in trash, and wash hands often with soap and water for at least 20 seconds.
Administrative controls
Administrative
controls1
Requirements – “must”
Venue Responsibilities (continued):
• Communication
– There will be an emphasis on communication in a widespread fashion. Use of facilities website as
advanced communication and for onsite opportunities to reinforce the Exposure Control Plan.
Host Responsibilities:
• Communication Documents
– COMMUNICATION, constant reinforcement at every point in the meeting.
– Hosts will be provided the protocols related to all these administrative controls and employee
training. They will be responsible for managing their employees, third-party providers and
attendees/registrants.
Access control
Access control2
Requirements – “must”
Venue Responsibilities:
• Occupancy Limits
– Occupancy during the current phase (Phase 4) will be limited to 50% of the facility’s normal
occupancy. Utilize Michigan Society of Association Executives- Safe Meetings in Michigan Social
Distancing Room Space Calculator.
– Capacity will be adjusted in accordance with future phases and guidelines.
– Phase 5 at 75%
– Phase 6 at 100%
– Open outdoor space will practice space safe social distancing measures between guests, where
possible.
• Access Points
– Facilities will utilize multiple access points, where possible, for events to limit potential contact.
Access points will be with automatic door openers, tended by greeters/door openers or toe plates
to allow entering without use of handles.
• Other Entrances
– Venue will identify locations for employee entrances, delivery entrances, and third-party entrances
with appropriate questionnaires and screening processes.
Access control
Access control2
Requirements – “must”
Host Responsibilities:
• Access Control Procedures
– The Host and promoter will provide all access control procedures provided by the Venue per the
Exposure Control Plan.
– Registration
– Touchless, pre-registration, digital registration whenever possible to minimize contact to the
greatest extent possible.
• Monitoring Capacity and Occupancy
– A system for monitoring the allotted capacity available at any given time will be displayed at the
entrance to the event. This could be in the form of a digital display, a secured monitored approach
or other similar reliable methods.
Distancing
Distancing3
Requirements – “must”
Venue Responsibilities:
• 6 Feet Apart
– Creating 6-foot separation between parties or groups. Exception for known parties, those who have
been quarantining together, such as families, with negative test results within the prior 24-hours.
• Restroom Access
– Limit the number of employees and meeting participants in shared spaces, e.g., restrooms, food
stations, etc. Signage will be provided to form lines to properly social distance outside of restroom
facilities.
• Physical Barriers
– Physical barriers in the form of plexiglass or curtains may also be installed to achieve social
distancing.
• Signage
– Social distancing signage and decals to indicate safe distance in areas of facility operations, e.g.,
F/B, service desk, box office, etc.
Distancing
Distancing3
Requirements – “must”
Venue Responsibilities (continued):
• Parking Flow
– Facility will implement parking lot operations and traffic flow, as well as remind guests to be
conscious of social distancing standards. Valet will only resume when we reach Phase 6.
Host Responsibilities:
• Distancing
– Hosts will be responsible for specific branded signage, queue lines, tinsel barriers, decals within
pre-function travel areas and registration to their event to socially distance their attendees.
Approval by Venue will be required to ensure placement meets all federal, state and local
ordinances.
Joint Responsibilities (Venue & Host):
• Floorplans
– Floorplans will need to conform to social distancing guidelines and capacity structure. New
spacing guidelines for floorplans and capacity charts in accordance with CDC guidelines.
Sanitation
Sanitation4
Requirements – “must”
Venue Responsibilities:
• Sanitization
– Frequent disinfection of all public areas with EPA approved products.
• Deep Cleaning
– Overnight/after the event, there will be a deep cleaning for disinfection efforts.
Joint Responsibilities (Venue & Host):
• Coordinated Sanitization Effort Between Venue and Host
– Disinfection will be a coordinated effort with Venue and Host in accordance with the particular
venue’s operating procedures.
– Including the following: conducting frequent cleaning of tables between parties, high touch
surfaces (doorknobs, handrails, etc.) and kitchen.
– Coordination of Timed Cleanings - Restroom and toilet cleaning with approved EPA
disinfectants at designated times.
– An emphasis will be placed on a thorough cleaning during event days or after a particular
function of an event.
Hygiene
Hygiene5
Requirements – “must”
Venue Responsibilities:
• Sanitizing Dispensers
– Sanitizing dispensers throughout the facility within the common areas.
• Touchless Operations
– All internal operations including food service, box office and service desk will focus on touchless
operations. New F/B protocols focusing on touchless operations using prepackage beverages,
snacks, bakery, breakfast items, etc., where possible.
• Food Guidelines
– Continue to follow all ServSafe and Health Department guidelines for food safety.
• Cleaning Procedures
– Consistent cleaning of restrooms and common areas.
– Communication between Host and Venue on refresh of rooms, including table linens or other table
coverings shall be agreed upon and added to the Hygiene Plan.
Hygiene
Hygiene5
Requirements – “must”
Host Responsibilities:
• Portable Sanitization Items
– Host would be responsible for portable sanitizing items throughout their event area.
• Sanitization of Shared Items
– Use of shared items is discouraged, but when needed, regular sanitization of shared items such as
registration pens, microphones.
• Hygiene Plan
– Host to have a hygiene plan.
• Following of Protocols
– Host will follow same protocols as Venue with their attendees and third-party vendors.
PPE
PPE6
Requirements – “must”
Venue Responsibilities:
• Protective Gear for Employees
– Employees will be required to wear face coverings.
– Employees to be provided personal protection gear including facemasks and gloves to be used in
accordance with current CDC guidelines.
• Encouraging Use of Face Masks
– Venue will encourage the use of face masks where it is not already mandated by local, state or
federal laws for all employees, attendees, participants and third-party vendors.
• Donning and Doffing
– Employees will be trained on proper donning and doffing of protective gear.
Host Responsibilities:
• Host Protective Gear
– Employee/attendee/vendor provided proper Protective Gear by Host and/or self-provided and to be
worn in accordance with current CDC guidelines.
• Face Masks
– Encourage the use of face masks where it is not already mandated by local, state or federal laws.
Positive case protocols
Positive case
protocols
7
Requirements – “must”
Venue Responsibilities:
• Policies for Symptoms
– A policy regarding monitoring of symptomatic employees will be implemented.
– Keeping them at home and reinforcing them to stay away from work if they feel ill.
– Creation of policy/procedure relating to any employees displaying symptoms onsite – contacting
heath authorities/agencies and officials.
• Screening
– Mandated screenings will be conducted in accordance with company policies.
• Staging Area
– Creation of quarantine and symptomatic staging area.
• Communication with Health Officials
– Contact local health authorities/agencies and officials, and have individual processed and assessed
with status and symptoms. Depending on results of this, the event/facility may move into facility
closure.
Positive case protocols
Positive case
protocols
7
Requirements – “must”
Host Responsibilities:
• Quarantine Staging Area with Venue and Host
– There would be a coordinated effort of:
– Creation of quarantine and symptomatic staging area.
– Contacting local health authorities/agencies and officials and have individual processed and
assessed with status and symptoms. Depending on results of this, the event/facility may
move into facility closure.
Facility closure
Facility closure8
Requirements – “must”
Venue Responsibilities:
• Supervisor for Event Closure Protocols
– A supervisor will be identified to be responsible to coordinate any event closure protocol.
Notification in compliance with applicable laws and standards.
• Contact Tracing Efforts
– Substantial ability to provide contact tracing efforts.
• Targeted closure in case of a symptomatic event.
– Recommended that state narrow the facility closure order to focus in a targeted way on the affected
room/area.
– Before reopening, facility must be deep cleaned.
Host Responsibilities:
• Event Closure Protocol
– An individual from each team will be identified to be responsible to coordinate any event closure
protocol.
Facility closure
Facility closure8
Requirements – “must”
Host Responsibilities (continued):
• Confirmed Positive Cases
– In the case where there is an observed symptomatic individual and/or a confirmed positive case,
the positive procedures would be implemented. This would be a coordinated effort between the
Venue and Host.
– In the case of attendee, participant, or exhibitor displaying symptoms, individual would be
moved to the quarantine area as quickly as possible. Sanitization efforts will be made in any
area of contact the individual had.
– If there is a single-day event and the event has concluded, the contact and tracing will be
allowed to progress. If it is a multiple-day event, then there will be deep cleaning procedures
implemented.
Operating Protocol Specifics – Dance Floors
Requirements – “must”
Dancefloors will be allowed starting in Phase 4 with social distancing measures in place, and all risk will be assumed
by the Host & Attendees.
Participants
Group Lead
Group Michigan Restaurant & Lodging Association Justin Winslow President & CEO [email protected]
Experience Grand Rapids Doug Small President & Chief Experience Officer [email protected]
Meetings Michigan / Destination Michigan Kim Corcoran Executive Director / President [email protected]
Michigan Economic Development Corporation Lindsay Kirchinger Chief of Protocol & Director of Events [email protected]
AHC+Hospitality Rick Winn President [email protected]
Grand Hotel Ken Hayward Executive VP & Managing Director [email protected]
Michigan Society of Association Executives Donna Oser President & CEO [email protected]
Grand Traverse Resort Matthew Bryant General Manager [email protected]
TCF Center Detroit Claude Molinari General Manager [email protected]
Van Andel Arena & DeVos Place Richard MacKeigan Regional General Manager [email protected]
Suburban Collection Showplace Blair Bowman Owner [email protected]
Encore Catering & Banquet Center Bobby Nahra Owner [email protected]
Morton's Fine Catering & Old Town Marquee Beth & John Morton Owners [email protected]
Boyne Highlands Resort Brad Keen President & General Manager [email protected]
Radisson Hotel Lansing Kenric Hall General Manager [email protected]
BlueWave Campaigns, LLC. Austin Clark Founder/Principal [email protected]
The Inn at St. John Paul Wegert Managing Director/Area Manager [email protected]
Black Barn Wendy & Lloyd Westers Owners [email protected]
Detroit Athletic Club Sherri Perez Director of Catering & Special Events [email protected]
Michigan Restaurant & Lodging Association Amanda Toy Vice President of Membership & Operations [email protected]
- Vivek Prasad Hospitality Management Consultant [email protected]
Michigan Municipal League Jennifer Rigterink Legislative Associate [email protected]
Breslin Student Events Center Nanci Yeadon Sales Manager [email protected]
Events North Allison Beers Owner & Founder [email protected]
Institution Name Position Email
Detroit Metro Convention & Visitors Bureau Larry Alexander President & CEO [email protected]
Participants
GroupInstitution Name Position Email
Acuitas Andrea Cascarilla Senior Legislative Director [email protected]
Muchmore Harrington Smalley & Associates Bret Marr Lobbyist [email protected]
Karoub Associates, Inc. Tabitha Zimny Associate [email protected]
Amway Grand Plaza Mike Donnelly General Manager [email protected]
Experience Grand Rapids Tim Nelson Director of Convention Services [email protected] Economic Development Corporation Nicole Gaukel Marketing Content & Project Coordinator –
Travel Michigan [email protected]
