XPONENTIAL Health + Safety Plan
The XPONENTIAL Health + Safety Plan is designed to enhance safety and minimize risk for our attendees, exhibitors and team members. It ensures the hygiene and sanitation practices of the convention center, where we have chosen to host the event, meet or exceed regulatory requirements and the recommendations of the CDC.
These protocols are based on the most current information available on sanitization and cleanliness for the hospitality industry, as well as other pertinent industries. As we move forward, we will continue to monitor guidelines from the CDC, WHO, and OPM as well as state and local health authorities. We will follow all government policies, mandates, and other public health innovations to revise these procedures.
All participants can expect to see heightened levels of cleanliness and onsite accommodations to actively encourage all attendees to take common-sense precautions following CDC guidelines.
Kay Bailey Hutchison Convention Center
Dallas Clean Commitment
The city of Dallas is already taking steps forward to ensure the city is ready and able to host XPONENTIAL in October 2020. VisitDallas and the Dallas Tourism Public Improvement District (DTPID) are leading the way by becoming the first destination in the United States to receive the Global Biorisk Advisory Council (GBAC) STAR. This third-party accreditation designates Dallas hotels and the Kay Bailey Hutchison Convention Center Dallas (KBHCCD) as sanitary and safe.
In order to maintain GBAC STAR™ accreditation, DTPID hotels, the KBHCCD and other selected city facilities demonstrate compliance with the program’s 20 elements according to specific performance and guidance criteria.
The GBAC STAR program enables facilities to accomplish three main goals:
- Establish and maintain a cleaning, disinfection and infectious disease prevention program to control and/or minimize risk associated with infectious agents such as SARS-CoV-2 for employees, customers, clients, visitors, the community and the environment.
- Provide assurance to guests and establish confidence that proper cleaning, disinfection and infectious disease prevention work practices are in place and implemented.
- Establish a framework for communication and raising awareness of best practices as they relate to cleaning, disinfection and infectious disease prevention.
For more information about GBAC, please visit www.gbac.org.
- Personal care kits will be handed out at registration by a masked and gloved attendant. Each kit will include items such as hand sanitizer, disinfecting wipes and up to four disposable masks so that attendees may have a new mask each day of the conference.
- Touchless hand sanitizer stations will be placed throughout the trade show floor and in common areas.
- Signage will be posted throughout the building with CDC recommendations promoting healthy hygiene.
- Frequent touch points will be routinely cleaned and sanitized.
- Lines will be minimized and managed through reducing handouts, streamlining access points, and processes as much as possible, however where lines may still exist, we will strive to make them as safe as possible through:
- Signs to remind attendees to stay 6 feet apart
- Health and Safety Monitors (HSM) to help monitor and help remind attendees to stand 6 feet apart
- Lounge seating will be arranged in a way that promotes social distancing so that impromptu gatherings can be done safely.
- The registration process will be streamlined to allow participants to pick up their badges as quickly as possible.
- Handouts and distributed items will be eliminated or be optional. Registration lines will have floor markers to indicate safe distances to stand apart from each other.
- Health and Safety Monitors (HSM) will be present to manage any lines and clean counters/touch points regularly.
- There will be sanitizing wipes available at each counter.
- Plexiglas barriers will be set up on the registration counters between registration staff and participants and counters will be set 6 feet apart.
- Personal Care Kits will be distributed at registration which will include items such as hand sanitizer, disinfecting wipes and up to four disposable masks.
- Signs will be placed throughout to remind attendees to stay 6 feet apart.
- The horizontal main aisle width has been increased to 20 feet.
- Other aisles have been increased to 15 feet.
- Aisles will be marked for one-way traffic.
- The minimum size booth has been increased to a 10’ x 15’.
- Adjacent, linear booths will be separated by 8-foot high drape (vs. 3-foot high).
- Health and Safety Monitors (HSM) will be on the show floor to help monitor and manage crowds.
- Hand sanitizing stations will be available throughout the exhibit hall.
- Signage and floor decals will be present throughout concession areas to remind participants to practice social distancing.
- All food items served in the XPO Hall will be individually packaged and served by an attendant.
- Any food court seating will be set in accordance with social distancing guidelines.
- Grab and go items will be utilized as much as possible.
Keynote and Session Rooms
- Health and Safety Monitors (HSM) will be stationed in every room to spray down chairs, tables, and podiums when attendees vacate after each session.
- For presenters and those who will be touching A/V equipment, our AV team will be wiping down all microphones, headphones, headsets, laptops/computers, keyboards and mice, slide advancers, monitors, tech table equipment and any other high touchpoint areas after each session.
- Hand sanitizing stations will be available throughout the session area.
- All A/V team members and staff will comply with local guidelines and work in coordination with local venue plans pertaining to PPE use and distancing.
- Specific doors will be marked for entrance or exit.
- Meeting rooms will be arranged to allow for less seating per table and appropriate physical distancing between attendees based on CDC and state recommendations.
- Servers will wear gloves and masks.
- Any rooms used for smaller meetings will be set in hollow square with chairs 6 feet apart.
- 1:1 spaces will be set with Plexiglas.
- Outdoor space will be utilized if/when possible.
- All food will be individually packaged and served at stations with masked and gloved attendants.
- Beverages (including coffee) and snack items will be provided by an attendant.
- We are working with the Convention Center’s exclusive medical provider, Medcor, to provide extra medical support as needed on site to ensure XPONENTIAL attendees have a safe and healthy event.
- We will have a standard First Aid room available onsite, as well as multiple medical rooms set up and ready for anyone exhibiting symptoms of COVID-19.
- We are working with VisitDallas to establish relationships with key community partners and stakeholders to include the local health department, vendors, suppliers, hospitals, airlines, hotels, etc. to communicate and coordinate on planning efforts for both before and during the event to ensure the safety of all attendees.
- We are developing an emergency communication plan to include staff, participants, suppliers and vendors so that we will be able to share information efficiently and effectively.
ATTENDEE BEST PRACTICES
- Wash your Hands Often. Wash your hands often with soap and water for at least 20 seconds especially after you have been in a public place or after blowing your nose, coughing or sneezing. If soap and water are not readily available, use a hand sanitizer that contains at least 60% alcohol. Travel size hand sanitizers will be provided for each attendee at registration.
- Wear a Face Mask. When around other people it is a best practice to wear a face mask. Attendees will be provided masks at registration and will be required to wear a mask during the conference.
- Avoid Touching Your Face. Attendees should avoid touching their eyes, nose, and mouth.
- Cough and Sneeze Etiquette. Participants should cover their cough or sneeze with a tissue, or an elbow or shoulder if no tissue is available, followed by thorough handwashing.
- Social Distance. We encourage all attendees to network onsite, but to keep a safe 6-foot distance between one another. XPONENTIAL will be a handshake-free event.
OUR TEAM MEMBER INITIATIVES
To ensure the health and safety of our Team Members, we have implemented the following throughout our event:
- Additional Training. All Team Members will receive additional training on COVID-19 safety and sanitation protocols, as well as more comprehensive training for our teams with frequent attendee contact. Our staff have clear instructions on how to respond swiftly and appropriately to all presumed cases of coronavirus infection on property in accordance with local guidelines, and they will be ready to provide full support to our attendees addressing any health concerns. Team Members are reminded to stay home if they do not feel well. Team Members are also instructed on proper procedures if they notice a coworker or attendee with flu-like symptoms.
- Personal Protective Equipment (PPE). Appropriate PPE will be provided to and worn by all Team Members based on their role and responsibilities, and in adherence to state or local regulations and guidance. Gloves will be provided to employees whose responsibilities require them, including registration and public area attendants and security officers in direct contact with attendees. Mandatory additional training on use and disposal of all PPE will be provided.
- Stakeholders. Leading up to the event and during the event AUVSI staff will meet on a regular basis with key conference stakeholders including the VisitDallas, Kay Bailey Hutchison Convention Center, and the Texas Department of Health agencies to evaluate any risk in the host city. AUVSI is also actively monitoring CDC and WHO updates for further information.
- Attendees should not travel to XPONENTIAL 2020 if they are feeling unwell. Attendees should monitor the CDC travel guidelines prior to their departure.
- Dallas/Ft. Worth airport is complying with travel restrictions signed by the US Government.
- AUVSI is providing guidelines and updates to all attendee hotels on healthy procedures and tips. All guests checking in will receive printed copies of safety measures.
Concerned about flying to the event? Research has shown that there is very little risk of any communicable disease being transmitted on board an aircraft. Did you know that the quality of aircraft cabin air is carefully controlled? Ventilation rates provide a total change of air 20-30 times per hour. Most modern aircrafts have recirculation systems, which recycle up to 50% of cabin air. The recirculated air is usually passed through HEPA (high-efficiency particulate air) filters, of the type used in hospital operating rooms and intensive care units, which trap dust particles, bacteria, fungi and viruses.
Find more info here: bit.ly/flyinghealth
Up-to-Date information on Dallas Airports:
AUVSI has partnered with both United and American Airlines to offer you discounts on your airline tickets for XPONENTIAL 2020.
United and American Airlines are both committed to your safety while onboard their flights. Read more about the United CleanPlus℠ Program and what American Airlines is doing to care for you on your travel journey.
United Booking Instructions:
Reservations and ticketing are available at www.united.com/meetingtravel or by calling the United Reservations Meetings Desk at 800-426-1122.
American Airlines Booking Instructions:
- The discount fare is for traveling beginning on September 28, 2020 and continuing through October 12, 2020.
- When booking online, enter promotion code: ZHKS467312 in the promotions and certificates box on the bottom of “All Search Options” page.
- When booking by phone, reference Z Code: ZHKS and Agreement Code: 467312.
Reservations and ticketing are available at www.aa.com or by calling the American Airlines Meetings Desk at 1-800-433-1790.
- The discount fare is for traveling beginning on September 29, 2020 and continuing through October 12, 2020.
- Group Name: AUVSI XPONENTIAL
- Authorization Number: A2490Bk
Uber and Lyft have been actively updating their plans to keep their drivers and riders safe during this time based on CDC guidelines. Read more about what Uber and Lyft are doing to help people get to their destinations safely.
Here are some helpful links to help you get up to speed on what Dallas is doing to stay clean and safe.