As the date for the Back to Business Experiential Forum approached, I did feel reassured and even comforted by pre-meeting communications from the organizers. I was expected to assume the risks involved in attending, but the sponsor sent out multiple messages (and in this case, even a brief video) about plans for the meeting. Details specifying some of the measures being taken by the OMNI to promote safety for the delegates were prominently promoted. .

First and foremost was a Statement of Expectations and a formal Code of Conduct which was part of the social contract between the sponsor and the attendees. Attendees were advised that attendance was completely voluntary and those unable or unwilling to attend (either for personal or business reasons) were welcome to attend the Hybrid Session of the meeting being broadcast over the internet.

We were frequently and firmly reminded that facial coverings were required at all times while in public areas of the hotel, as required by the local jurisdictions, and out of respect for their fellow attendees. Those unable to wear masks were respectfully requested to participate online. We were pleased to be advised that because of the ability to socially distance delegates in the meeting room, wearing a facial covering during the actual meeting was not required! An independent determination would be required for the specific circumstances of each meeting or breakout of your program, depending on the circumstances.

Anyone feeling ill on the day of travel or while at the meeting itself was likewise requested to cancel their physical participation, and instead attend virtually. The normal protocols of frequent hand washing, use of hand sanitizer, and general adherence to government guidance were also mentioned.

Transportation to the Meeting

The Back to Basics meeting was also sponsored by Delta Air Lines, which has been an industry leader with respect to sanitation, safety, and pro-active guest protections during the epidemic. You have probably heard news reports stating the air inside aircraft is well-ventilated, with the air circulation HEPA filter sufficiently powerful to remove 95% of pollutants, including Covid-19 Virus. Delta has announced it plans to leave center seats unsold though the Christmas season until at least January 6. We were provided the latest information about what to expect while flying prior to the meeting - you can view a sample Delta message here. Jet blue just sent me a similar message for my flight tomorrow. I think that’s good PR, and now I know what to expect!

Mandatory face-coverings have become a requirement of virtually all airlines. Delta was among the first to turn planes around with non-compliant passengers, and currently has about 450 passengers on their “no-fly” list. The risk of catching Covid-19 on airlines with less dense seating policies (leaving the middle seat open) is significantly less than on those which are selling whatever seats they can, but even then, the risk is considerably lower than on public transportation where riders typically face one another.

Those traveling on Delta reported that indeed the planes were not filled to more than 2/3 capacity. Southwest and Jet Blue Airlines have also announced similar policies, which may bear on your attendees’ willingness to travel. American and United have not followed suit.

Your author drove the 200 miles from Austin to Dallas rather than flying - a path chosen by several attendees from Houston, Oklahoma City, and San Antonio. You may find attendees preferring to drive to your meeting location rather than fly, which for many people living within 300 miles (or more) will be an attractive option. Driving a personal vehicle eliminates multiple opportunities for exposure at airports or train stations, and of course does not require ground transportation expense at the host city destination.

And while self-parking further limits exposure, the OMNI even had enhanced cleanliness protocols in place for valet parking.

Properly setting out transportation options, letting attendees know they have the freedom to travel as they wish, or not at all, and further setting out the Code of Conduct and Social Contract with other attendees, helps the sponsor set expectations in advance. The delegate is then psychologically prepared and has a better idea of what to expect while attending the meeting. There may still be a level of anxiety, but as many people are anxious for a “return to normal,” leaving the home shelter can go a long way towards achieving that goal.

Hotel Check In, Room Protocols, and Welcome to Dallas

If you haven’t stayed at a hotel in the last three months, you’ll definitely notice some differences. Lobby hustle and bustle is largely a thing of the past - I was frequently the only guest around. It’s somewhat disconcerting, but not surprising with hotel occupancy hovering around 40% nationwide.

The front desk will be framed with large plexiglass barriers of the type which seemingly have sprung up in every corner of America. Somehow, we can’t manufacture enough PPE, but every corporation in America managed to erect plexiglass barriers seemingly overnight!

Moving up to my room, I was delighted to find two individual bags containing the TV Remote, Do Not Disturb Card, sanitizer packages, a note pad and pen, and even a reminder about social distancing. In the bathroom, individually bottled room amenities have reappeared throughout America, a product of the pandemic.

The overwhelming sense as a guest checking in was one of calm. Elevators were restricted to four guests per car (although another hotel I’ve stayed in recommended only one guest or known group per car).

A quick trip to the hotel’s spacious gym showed every other piece of equipment was unplugged for social distancing. The gym was empty at 6:00 PM, something I would not have expected, and the pool area had only two guests enjoying the view.

Before I knew it - it was time for dinner - my first true group function.