From changing the way planners and suppliers alike must review contracts, to the size of space needed for events, to incorporating hybrid virtual meetings, and reviewing safety and sanitation measures, COVID-19 has changed nearly every step of the meeting planning process.
With this in mind, Visit The Woodlands is here to help share some tips on what to be on the lookout for and ask your hotel property or event venue in relation to protocols that will help ensure your meeting is both safe and successful.
WHAT TO EXPECT AND REQUEST
When choosing a location for your event, you want every aspect of your attendees' stay to be positive, while also keeping safety and cleanliness a top priority. Below are areas to consider during the planning process.
ENHANCED SAFETY PROTOCOLS & CLEANING MEASURES
- Plexiglass barriers at check-in
- Virtual hands-free check in-options
- Reduced interaction in guest rooms, including limiting room service and cleaning during a guest stay
- Automatic doors for all heavily trafficked areas or door attendant with gloves
- Enhanced cleaning operations for guest rooms and common areas
- Signage, signage, and more signage to encourage physical distancing between guests
- Common areas set up to encourage physical distancing, including furniture configurations
You can view each Woodlands hotel properties' commitment to cleanliness within our listings. They all look a little different, but you can review these commitments to ensure they line up with your expectations.
EVENT SPECIFIC SAFETY PROCESSES
When it comes to event preparation and new sanitation measures, it is still mostly unchartered waters; however, below are some tips Woodlands hotels are implementing and suggest for your event.
- All event staff should wear masks, gloves where necessary, and be temperature checked before each shift
- Incorporate virtual aspects to in-person meetings to allow breakouts of smaller groups
- Drink stations should be staffed by attendants wearing the proper PPE
- Hand sanitizing stations should be located throughout the event space for attendees to use
- Attendants wearing the proper PPE should be provided at food stations or for plated meal functions. We recommend not offering a buffet at this time.
- Consider if masks will be required for attendees if so, make sure to offer them as needed
- Keep new capacity restrictions in mind and work closely with your CVB contact or hotel contact if new space layouts are needed
WORKING WITH US
If you are planning an event and have questions, please reach out to me, Josie Lewis, Director of Sales for Visit The Woodlands. Feel free to email me or give me a call at 281-210-3483 at any time. I sincerely hope that the above tips will help you feel more confident during the planning process. Know that as you are welcomed to The Woodlands, it's more than a simple gesture of Southern hospitality. We are committed to protecting you and your attendees' health with The Woodlands Cares Stay Safe Pledge.
Whether you are planning for a large event with a few hundred guests, or you are requiring a smaller workshop and retreat, our team is committed to meeting your needs. Submit your RFP and Visit The Woodlands will begin obtaining proposals on your behalf.