Safety Protocols

HOTEL PROTOCOLS

Loews Hotels & Co are committed to providing a welcoming and clean environment at their hotels. Please view their Safety & Well-Being Protocols for more information.

HMP GLOBAL PROTOCOLS

We're Committed to Reconnecting as Safe as Possible

Throughout the COVID-19 pandemic, our focus at HMP Global has been keeping our customers, our staff, and our communities as safe as possible.

We have developed a comprehensive and fluid plan to ensure you remain as safe as possible, which will continue to evolve based on guidance issued by the Centers for Disease Control and Prevention (CDC), the World Health Organization (WHO), and federal, state, and local governments.

We are committed to providing assurance and confidence that keeping you as safe as possible at our events is our top priority, as outlined below.

General Cleaning, Sanitation, & Disinfection

We will meet and exceed all cleaning protocols as outlined by the venue and industry associations. We will work with The Diplomat to ensure daily, heightened cleaning and sanitizing regimen of all public spaces, meeting rooms, exhibit hall, and registration area.

Hand sanitization stations will be placed strategically in high traffic areas such as meeting room foyers and the exhibit hall.

Breaks between sessions will be extended to allow for disinfection of high touch surfaces in meeting rooms.

We will create and display highly visible signage related to keeping you as safe as possible and associated protocols throughout the hotel.

Personal Protection & Social Density Protocol

Attendees, exhibitors, sponsors, faculty, and third-party suppliers are required to wear face masks and maintain social distance. Masks can be removed only for eating and drinking. Participants are requested to bring their own masks. Disposable masks will be available at registration upon request. 

HMP Global will work with each venue to develop group density safety guidelines, which will include:

     -Initiating a no-contact policy (e.g. avoiding handshakes).
     -Setting meeting rooms with wider aisles and appropriate space between chairs.
     -Increasing stanchions to manage and minimize lines allowing for larger waiting areas.
     -Providing floor graphic indicators to remind and promote physical distancing guidelines.
     -Working with the venue to help lead our flow-management process 

Registration Areas

Online, advanced registration is strongly encouraged.

An event welcome packet will be mailed to participants who have registered for the event at least three weeks in advance of the meeting.

Name badges and other registration materials are included in the welcome packet.

Those who receive an event welcome packet do not need to go to the registration desk onsite.

We will configure the onsite registration areas to allow for social distancing and implement queue lines where appropriate distancing can be enforced.

We will add plexi-glass barriers to registration counters to keep you as safe as possible and to support physical distancing measures.

Exhibit Hall

Based on venue recommendations, aisle widths may be increased.

8-foot side drape will create barriers for in-line booths.

We will work with the venue to ensure physical distancing and group density protocols are followed.

The exhibit hall hours may be lengthened to limit crowd density.

We will communicate and confirm general service contractor and freight management health and cleaning protocols to keep you as safe as possible.

Meeting Rooms

As recommended by the venue, we will design distancing seating layouts to keep you as safe as possible.

Door monitors will assist with attendee flow in and out of session rooms. 

Entrance doors will be kept in the open position.

Whenever possible, we will livestream content during the meeting and provide recorded content after the meeting.

The program schedule will be modified to allow for sanitization of high touch surfaces between sessions.

Hand sanitization stations will be provided.

Handouts will be available electronically only. Polling and Q&A will be administered through the mobile app.

Food & Beverage Safety

Seating areas will be properly distanced.

Hand sanitizing stations will be placed near all meal functions.

Coffee/beverages breaks will be served by a properly-trained catering attendant.

Plated meals will be served for seated meal functions whenever possible.

Buffets will be single-sided and served by a catering attendant.

Receptions will offer pre-wrapped, “grab and go” food options.

Self-serve water stations may be prohibited.

Water may be served by an attendant.

Emergency Protocol

We will work with the venue on implementing an emergency response protocol to establish isolation areas for anyone who feels ill.

Event staff will conduct pre-event site inspections to ensure venues comply with established protocols.

HMP Global will work with venue-assigned medical personnel to assist anyone who feels ill.