20 Tips for Traveling and Exhibiting at Events Amid the COVID-19 Outbreak

March 6, 2020

Sofia Troutman

Sofia Troutman is the Senior Digital Marketing and Product Innovation Manager for Skyline Exhibits. Sofia heads up Skyline’s marketing efforts in new product development and management, lead generation, exhibitor education, industry relations and market research.

With the threat of the Coronavirus, more people are taking pause before booking their travel to their next event. This is a unique situation and hopefully it will be over soon. However, as trade show and event professionals, you may wonder what you need to think about when preparing to travel or organize your next event. If you are not the event organizer, do you even go? Recently, Amazon, Sony and Ericsson decided not to exhibit at the Mobile World Congress in Barcelona because they did not want to expose their employees to the Coronavirus. As of February 13, this event was canceled due to so many companies deciding not to attend because of Coronavirus fears.

Here are some things to keep in mind as you plan business travel:

  1. Stay informed. If you are concerned about the Coronavirus, visit the CDC website Coronavirus page for more information.
  2. Do what you can to maintain your health. Eat healthy and stay hydrated.
  3. Supplement with products that help fight off colds like Zinc and vitamin C. According to Johns Hopkins 70–80 percent of your immune system is in your gut. So, eating healthy and even supplementing with vitamins can be an effective strategy for fending off any illness.
  4. Wash your hands often. OSHA recommends vigorously washing with soap and warm water for at least 20 seconds. A brief splash of water and drying on a towel is not going to remove the germs.
  5. Get a full night of sleep. Proper rest is critical for your body to properly defend yourself against the flu and colds. That can be difficult when you’re at shows and needing to be with clients from morning to night.
  6. Avoid touching your eyes, nose and mouth. Use clean face tissue when touching your eyes, nose and mouth and immediately throw the tissue away.
  7. Take precautions. When possible, avoid close contact with anyone showing symptoms of respiratory illness such as a cough or sneezing.
  8. Face masks may be helpful if you need to travel in a high-risk area.
  9. The United States is recommending that citizens avoid all non-essential travel to China.
  10. Encourage sick employees to stay home.
  11. Educate yourself. Review information for businesses provided by the CDC.
  12. Get a flu shot. If you have not gotten one yet, consider getting one now. It is still flu season, after all.
  13. Take responsibility for your own health. If you believe that you were in contact with someone infected with the Coronavirus, contact your health care provider and tell them about any symptoms you may have.
  14. Keep it clean. When exhibiting, regularly disinfect frequently-touched surfaces in your booth. 
  15. Be prepared. Offer tissues and provide a waste bin for your staffers and attendees.
  16. Sanitize your hands. Have hand sanitizer readily available for protecting yourself between hand washings.
  17. Cover your cough with your elbow or a tissue, not your hand. Clean your hands afterwards.
  18. Communicate. If you are hosting an event, inform attendees about any measures you are taking to keep them safe (hand sanitizers, encouraging people with any upper respiratory illness to stay home).
  19. Keep your distance. Per the World Health Organization, it is smart to maintain a 3-foot distance between yourself and other people – especially anyone who is coughing, sneezing or has a fever. If you go to the WHO's site, check out their video on how to protect yourself. You may want to have your team watch it before they travel.
  20. Eat smart. Avoid consuming raw or undercooked animal products and handle these items with care if you are cooking to avoid cross-contamination.

Finally, monitor the news and have an open discussion with your team about whether re-scheduling an event or not attending is an option for you and your business. UFI, The Global Association of the Exhibition Industry has come up with some recommendations that you may want to review. If someone is apprehensive about traveling, you may want to give them the option to have someone else travel in their place, especially if they are feeling sick.

 

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Overview: The award-winning Orange County Convention Center (OCCC) goes the extra mile to make every day extraordinary by offering customer service excellence and industry-leading partnerships. From their dedicated in-house Rigging team to their robust Exhibitor Services, The Center of Hospitality brings your imagination to life by helping you host unforgettable meetings and events. With more than 2 million square feet of exhibit space, world-class services and a dream destination, we are committed to making even the most ambitious conventions a reality. In October 2023, the Orange County Board of County Commissioners voted to approve allocating Tourist Development Tax funding for the $560 million Phase 5A completion of the OCCC. The Convention Way Grand Concourse project will include enhancements to the North-South Building, featuring an additional 60,000 square feet of meeting space, an 80,000- square-foot ballroom and new entry to the North-South Building along Convention Way. “We are thrilled to begin work on completing our North-South Building which will allow us to meet the growing needs of our clients,” said OCCC Executive Director Mark Tester. “As an economic driver for the community, this project will provide the Center with connectivity and meeting space to host more events and continue to infuse the local economy with new money and expanding business opportunities.” Amenities: The Center of Hospitality goes above and beyond by offering world-class customer service and industry-leading partnerships. From the largest convention center Wi-Fi network to custom LAN/WAN design, the Center takes pride in enhancing exhibitor and customer experience.  The OCCC is the exclusive provider of electricity (24-hour power at no additional cost), aerial rigging and lighting, water, natural gas and propane, compressed air, and cable TV services. Convenience The Center is at the epicenter of the destination, with an abundance of hotels, restaurants, and attractions within walking distance. Pedestrian bridges connect both buildings to more than 5,200 rooms and is within a 15-minute drive from the Orlando International Airport. The convenience of the location goes hand-in-hand with top notch service to help meet an event’s every need. Gold Key Members The OCCC’s Gold Key Members represent the best of the best when it comes to exceptional service and exclusive benefits for clients, exhibitors and guests. The Center’s Gold Key memberships with Universal Orlando Resort, SeaWorld Orlando and Walt Disney World greatly enhance meeting planner and attendee experiences offering world-renowned venues, immersive experiences and creative resources for their events. OCCC Events: This fiscal year, the OCCC is projected to host 168 events, 1.7 million attendees, and $2.9 billion in economic impact.  The Center’s top five events during their 2022-2023 fiscal year included:  AAU Jr. National Volleyball Championships 2023 200,000 Attendees $257 Million in Economic Impact MEGACON 2023 160,000 Attendees $205 Million in Economic Impact Open Championship Series 2023 69,500 Attendees $89 Million in Economic Impact Sunshine Classic 2023 42,000 Attendees $54 Million in Economic Impact Premiere Orlando 2023 42,000 Attendees $108 Million in Economic Impact