As more and more stories about the H1N1 virus permeate the national news, show organizers are wondering how to deal with an illness that may give attendees — and exhibitors — just one more reason to miss an event. Organizers concerned about H1N1 need to have two strategies in place: one for pre-event planning and one for on-site execution. Here are a few easy, effective tips that all show organizers can put into place for their next event.

Pre-event:
• Weave H1N1 prevention tips into pre-event communications
• Consider eliminating buffet-style F&B setups to limit self-serve opportunities and the spreading of germs
• Examine setup of meeting rooms to determine if there’s a setup favorable to being cleaned more frequently
• Determine what your on-site essentials are (keynote speakers and key staff) and what backup plan you’ll have in place if they become ill
• Check with the venue and hotels to see what, if any, H1N1 plans they have in place

On-site:
• Place hand sanitizers in every meeting room and several in large public spaces
• Place ample signage throughout the convention reminding staff, exhibitors and attendees to wash hands frequently
• Set up meeting spaces so they can be cleaned more frequently
• Encourage any sick attendees to stay in their rooms for at least 24 hours after their fever is gone. If the conference/ hotel has the ability, stream meeting sessions into hotel rooms so attendees don’t miss important conference information.

Sources: Greg Ortale, President and CEO of the Greater Houston Convention & Visitors Bureau and Meeting Professionals International’s “Getting Your H1N1 Preparedness Plan to the C-Level” Webinar, hosted by Julia Weatherford Silver, author of “Risk Management for Meetings and Events”

More H1N1 Resources
• The Department of Health and Human Services’ Business
Pandemic Influenza Planning Checklist: www.flu.gov/professional/business/businesschecklist.html

• IAEE Crisis Plan-Influenza: www.iaee.com/iaee_
membership/center_for_exhibition_safety_and_security#generalcrisisplan

• MPI H1N1 Webinars: www.mpiweb.org:80/Education/WebinarSeries/Home.aspx