“We remain in frequent contact with relevant U.S. officials regarding measures to ensure the continued safety and security of citizens of American citizens and visitors. The challenge in moments of public health concern is to react appropriately while avoiding overreaction, and thus far there is ample evidence that U.S. authorities have a keen eye on striking the correct balance.”

(Statement from US Travel)

IMS Technology Services is keeping a close eye on the news and official guidance from various US governmental agencies to ensure that we are following all recommended protocols related to coronavirus (COVID-19) and that we are being proactive.  Some of the relevant procedures in-place for upcoming events and shows include:

1. Updating on-site protocols, including cleaning (to remove germs) and disinfecting (to kill germs) microphones, computer surfaces, lecterns, etc. after every speaker, as well as frequently cleaning and disinfecting the equipment that our employees use throughout the show.
2. Encouraging our clients to add hand sanitizer to registration bags and throughout all public areas of the event, as well as providing information about proper hand-washing techniques on event materials and digital signage.  Some clients are also considering adding portable hand-washing stations.
3. Limiting the number of personnel flying to event locations.  We have evaluated labor plans for all upcoming shows to reduce the number of people traveling via train or plane, and we are supplementing staff with local personnel.
4. Strongly encouraging all employees to take advantage of free flu shots.  While this step is unrelated to the coronavirus, the flu is also a concern and we want our employees to take every precaution with their health.
5. Working with appropriate personnel to update our internal health and welfare policies, including providing options for telecommuting when appropriate.

The health and safety of our staff, clients, and event attendees is paramount, and we will continue to take all necessary steps to ensure that we are doing our part to keep everyone healthy.

Digital Attendance at Your Event

Given some of the travel restrictions now in place internationally, it is difficult for some overseas visitors to attend or speak in-person at large events in the US.  Digital events, streaming, video announcements, and webcasts can provide the opportunity for international attendees to still participate in key components of your event, and allow sought-after international speakers to present or host breakout sessions.  This is an approach that some companies (including Facebook, Microsoft, Google, Aston Martin, Audi, BMW, Mercedes, and others) are now taking with events that are scheduled for the coming months.

Even amid the uncertainty that the coronavirus brings, it is still imperative for companies to communicate with employees, shareholders, customers, media, and other stakeholders.  During previous global health concerns, converting in-person events to digital events was not always a viable or cost-effective alternative.  Technology has evolved, and livestreams and webcasts are now a viable option for critical corporate communications. 

IMS has the expertise, experience, and equipment to help you convert existing in-person events to digital events, or add digital events to your portfolio.

Coronavirus (COVID-19) Resources

• US Travel Association Toolkit: Emergency Preparedness and Response: Coronavirus (COVID-19)
• CDC.gov
• World Health Organization

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