Two weeks ago, I attended the “Back to Business Experiential Form” in Dallas, sponsored jointly by Associated Luxury Hotels International (AHLI) and OMNI Hotels Why did I go in this time of Covid-19 paranoia? After six months of reading about safety and cleaning protocols and the “way things have changed,” it was time to see a real meeting in action. This was an industry function, and frankly, if meeting planning experts aren’t willing to attend a conference because of safety concerns, why should you or your attendees?
As Texas is one of the few states allowing gatherings of more than 100 people, the 1,000 room OMNI Dallas hotel was a perfect choice for the meeting. More than 125 planners convened with about 25 industry suppliers, while more than 500 virtual attendees participated in the hybrid meeting. And to date, not a single case of Covid-19 has been reported among the attendees.
Social distancing requires a lot of space, and the OMNI has 110,000 square feet of meeting space. Rather than let it sit empty, the OMNI and other large hotels which had long catered to convention crowds are pulling out all the stops to prove meetings CAN be safely held today.
Planning a meeting today means throwing out preconceptions we have about meeting planning. You’ll need a LOT more space. The General Session was set with one person per widely-spaced six-foot table. Receptions were verboten, as unmasked drinks in close proximity could create a super-spreader event. Facial coverings were required while moving around or in public areas of the hotel, but not during the actual meeting (while seated) nor at meal functions.
Truth be told, everything must be re-examined from the ground up - transportation, meals, even your official “Code of Conduct.”
Taking the Plunge
Sheltering in place is wearing on many of us, even as we do our best to avoid viral exposure. Though many people are still reluctant to travel, statistics show that by taking proper precautions, the risk of infection when flying or staying in a hotel can be effectively managed. While requiring attendance at a business function may not be practical, many potential attendees are chomping at the bit to participate given the right circumstances.
Holding a well-planned Face-to-Face Meeting in the coming months may reflect well on your organization for those prepared to face the challenges ahead.
This series will provide suggestions on how to manage expectations of your guests, and to create an atmosphere of mutual responsibility during all aspects of your program.
You Won’t be the First to hold a Meeting
Though many companies have been reluctant to reopen their offices, and even fewer have required employees to return to work, you might be surprised to hear that hundreds of smaller meetings are being held around the country each day.
Tremendous time and effort has gone into safety and cleanliness protocols in every segment of the industry, from luxury hotels to more modest accommodations, and from airlines to rental car companies, to ride-shares companies. Watching news reports of the changes can only begin to give you an understanding of the way the travel and meeting industry has changed. We ventured out into the brave, new world to see what things were really like.
In the next installment, we’ll provide you with a play by play of how the meeting went from start to finish. While not everything went exactly as planned, industry professionals attending in person were highly impressed with the programs organization and flow.
According to ALHI CEO Michael Dominguez, who gave the welcoming address, “We found a real need for people to know what a path forward looks like to be able to hold a meeting face-to-face right now in new protocols…People really have to think about the psychology of all of this. We have to do everything that we can do to make sure that people feel comfortable in these environments. And we know we set it up to protocol but being in a room that feels very spacious doesn’t make you feel like you’re crammed (in).”
Here’s a quick summary of what you can expect in the next installment:
The importance of setting expectations and a new “Code of Conduct” for meetings.
A quick review of current trends in air travel from someone who has actually flown
Ground transportation by train, auto, taxi and ride-sharing
How hotels have changed in the past six months - negotiations and expectations
Room setup in the Age of Social Distancing
Hospitality functions in the new age - meals, breaks, and breakouts
Hybrid broadcasting of the program for those unable or unwilling to travel.
Call Rob Lipman
(512) 423-0701 or
Joe Lipman (973) 390-1736 for a no-obligation consultation on specific planning needs for your organization!