Amid Delta Variant Uncertainty, New Research Reveals the Safety of In-Person Business Events

August 27, 2021

As the Delta variant continues to cause some hesitancy about holding events, with a few shows cancelling and others taking place as planned, new research may hold the key to putting the industry’s mind at ease. 

According to findings from a research partnership between Freeman, a global leader in events, and Epistemix, a computational modeling software company, large in-person business events are safe and do not increase local COVID-19 case rates. 

“Based on the data we’ve seen, attending an in-person event is no riskier—in fact, less risky— than essential daily activities,” said Freeman CEO Bob Priest-Heck. 

He added, “Businesses and organizations want to get back to events for critical commerce, networking and exchange of ideas. This research provides the framework for doing so safely.”

Epistemix, a computational modeling software company that develops simulations to fight disease and inform public health policy, has developed an approach that enables it to model the risk of infection and subsequent impact on local hospitals due to in-person business events. The modeling represents more than two dozen cities and key event destinations with back-testing confirming its model forecasts.

“We recognize the current rise in Delta variant cases has led some event organizers and exhibitors to consider cancellations,” said John Cordier, CEO and co-founder of Epistemix. “Our modeling and data can help show organizers and public health officials replace that uncertainty with confidence to plan safe events.”

Following are key findings of the research:

  • Risks of COVID-19 infection at events were as much as eight times less than the metro area where they were being held. For recent August events, the infection rates were as much as 95 percent lower than the U.S. at large. 
     
  • In-person business event participants are more likely to be vaccinated, reflecting a vaccination rate above 80 percent and creating vaccination coverage that drastically cuts transmission of COVID-19 at those events, regardless of the gathering size.
     
  • Despite some concerns over the Delta variant, the majority of attendees and exhibitors want to return to in-person events, and more than 90 percent are not opposed to additional health and safety protocols to enable them to gather safely. Further, those who do not support additional protocols say they instead choose to stay home, mitigating any added risks of potential infections.
     

The research results come as many cities and states have implemented mask and vaccine mandates, while others consider increasing protocols, particularly since the FDA granted full approval Aug. 23 of the Pfizer-BioNTech’s coronavirus vaccine for people ages 16 and older.

New York City, San Francisco and New Orleans now require proof of vaccination to enter indoor establishments such as restaurants, bars, fitness centers and entertainment venues. San Jose, Calif., also implemented a vaccine mandate for city-owned buildings, including San Jose McEnery Convention Center, SAP Center and the Center for the Performing Arts.

Additionally, indoor mask mandates are currently enforced in California, Connecticut, District of Columbia, Hawaii, Illinois, Louisiana, Nevada, New Mexico, New York, Oregon, Puerto Rico and Washington. 

With the latest CDC mask-wearing recommendation for vaccinated people indoors in areas of high transmission, the U.S. Travel Association recently doubled down on the safety of events, saying adhering to the new recommendations will allow people to safely return to their professional lives, including in-person meetings and events.  

Although some events have been cancelled in the past month due to the Delta variant and rising COVID-19 case counts, others continue to be held safely and successfully.

The list of cancelled events that were set for August includes the New York International Auto Show at New York City’s Javits Center, the North American Association of Food Equipment Manufacturers (NAFEM) Show at Orlando’s Orange County Convention Center (OCCC) and the Association of periOperative Registered Nurses (AORN) Global Surgical Conference & Expo, also at the OCCC.

The Specialty Food Association's (SFA) also cancelled the in-person component of the Fancy Food Show 2021, which was scheduled for Sept. 27-29 at the Javits Center, but will run the digital component as planned Sept. 27-Oct. 8.

“In this environment, hosting any large-scale event is a challenge, but there continues to be a great demand for in-person meetings and events throughout the country,” said Tony Sclafani, senior vice president and chief communications officer at the recently expanded Javits Center. 

He added, “Our first major event since the pandemic, NY NOW, [was held this month], and we are working closely with event organizers to host a series of upcoming events in the fall.”

Masks are required at the center, regardless of vaccination status, and several infectious disease prevention measures have been put in place, including HEPA filtration systems and becoming GBAC STAR-certified by the Global Biorisk Advisory Council to maintain strict cleaning and disinfection protocols.

In Orlando, which has been challenged with a high daily case rate, OCCC Executive Director Mark Tester said health and safety at the center are major priorities. 

“We remain committed to the safety of our employees, clients, attendees and exhibitors and continue to adhere to the CDC’s guidelines and our comprehensive health and safety protocols in our Recovery and Resiliency Guidelines,” he said. 

With its Recovery and Resiliency Guidelines, GBAC Star Reaccreditation, pioneering collaboration with Orlando Health and detailed planning efforts with each event, the OCCC implemented a unique model that officials said has been the key to hosting events safely in new era of health and safety protocols. Since July 2020, it has held more than 100 face-to-face events, and it has 52 events on the books through December 31.

Additionally, all OCCC employees are now required to be fully vaccinated by Sept. 30, unless otherwise exempt.

In other places around the country, trade shows, expos, conferences and other events are also taking place with appropriate health and safety measures.

Several major trade shows have even instituted vaccine mandates as an extra protocol, including CES 2022, the world’s most influential technology trade show, scheduled for Jan. 5-8 at the Las Vegas Convention Center. Others include HIMSS21, held Aug. 9-13 at Wynn Las Vegas, The Venetian Expo and Caesars Forum in Las Vegas; Reed Exhibitions’ Bar Convent Brooklyn, held Aug. 17-18 at the Brooklyn Expo Center and the National Grocers Association (NGA) Show, scheduled for Sept. 19-21 at the Paris Hotel & Casino in Las Vegas. The NGA will also accept proof of a negative COVID-19 test taken no more than 72 hours before the show to enter.

Among the other major upcoming trade shows being held as planned are PackExpo, set for Sept. 27-29 at the Las Vegas Convention Center (LVCC); Specialty Equipment Market Association (SEMA) Show, scheduled for Nov. 2-5 at LVCC, and AAPEX for the automotive aftermarket, set for Nov. 2-4 at the Sands Expo and Caesars Forum in Las Vegas.

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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