Dear (Managers),

The need for business meetings or events might arise anytime soon. Thus, we would like to propose guidelines when organizing one during the novel coronavirus (COVID-19) crisis.

Before the Event

• Reconsider if physical meetings or events for specific agendas are really needed.
  Otherwise, online ones will do.
• Avoid gathering a large number of people and scale down meetings or events for essential participants only.
• Mention the following when inviting participants in meetings or events:
  • The management’s preventive measures that will take place
  • The required sharing of information
• Advise participants with older age and/or chronic medical conditions not to attend.
  • If they need to attend physically and to highly practice social distancing, require them to wear face masks. (Discover the correct use of face masks here.)
• Prepare the following near and/or inside the venues:
  • Handwashing facilities (Handwashing is important.)
  • Hand rubs with 70% alcohol
  • Posters and visual cues about social distancing
  • Chairs, tables, and other items suitable for social distancing
  • Tissues and closed bins
  • Isolation rooms for suspected coronavirus cases
• Open doors and windows to increase room ventilation.
• Get updated on the latest information and recommendations for meetings and events from health officials.
• Come up with emergency plans in case participants show any symptoms during meetings or events.

During the Event

• Advise the participants to practice social distancing and observe coughing and sneezing etiquettes.
• Document the contact details of the participants to make contact tracing, information dissemination, and self-isolation recommendations easier for health officials in case one of them becomes symptomatic or positive for coronavirus after meetings or events.
• If anyone starts to show symptoms, follow emergency plans or call health officials.
• Before ending meetings or events, remind the participants that once they become symptomatic or positive for coronavirus:
  • Inform the management.
  • Self-isolate for at least 14 days.
  • Wear face masks.
  • Wash hands more often.

After the Event

• Keep the contact details of the participants for at least three weeks.
• If one of the participants becomes symptomatic or positive for coronavirus right after meetings or events:
  • Inform other participants.
  • Advise them to:
    • Self-isolate for at least 14 days.
    • Wear face masks.
    • Wash hands more often.

Kind Regards,

(Your Name and Signature)