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COVID19 Update and Information

Update from Julia Willmott, CMP, CEO of JW Meeting Solutions

At JW Meeting Solutions the safety and well-being of our clients and their attendees is our top priority. As many organizations worldwide are dealing with the impacts of COVID19 so too are our clients along with the entire event and meeting industry globally.

What are we doing?

We are closely monitoring the situation for potential impacts for our clients’ events and attendees and have been working on safety and contingency plans on a case by case basis. We are following the guidance from worldwide health organizations and experts. We are fully committed to taking appropriate precautions to provide a safe and healthy environment for attendees.

JW Meeting Solutions is working with clients on a priority basis which is being determined by several variables including; date of the event, location, current COVID19 cases, health alerts in meeting destinations, and any emergency situations which require immediate response.

What information are we getting?

We are following worldwide health organization including the CDC, WHO, DHS, and Meeting Industry networks to get updates regarding COVID19 and what meeting and event professionals can do now to prepare and understand what they should be doing pre, during, and post events to keep their attendees health and safety at the forefront.

What we cannot and do not offer:

We cannot offer legal or medical advice during any situation. We cannot make any decisions for our clients regarding the safety and decisions to continue to hold meetings. Ultimately it is up to each client and organization to decide what is best for their business, future events, and the groups and attendees they serve.

What we can offer:

At JW Meeting Solutions we are committed to continue to share resources with our clients and event partners that can help with the safety of conferences and information that may benefit organizations needing to decide to reassess and change how their meetings and events take place (i.e. postponed events or virtual events).

Below is a list of current resources that can benefit our clients and event partners. We will continue to update these resources as we receive additional information.


Health and Travel Updates from the CDC

Interim Guidance: Get Your Mass Gatherings or Large Community Events Ready for Coronavirus Disease 2019 (COVID-19)

Getting Your Workplace Ready for COVID19 – World Health Organization

Does Your Force Majeure Cover the Coronavirus? By Maria Lenhart

Event Emergency Plans – Work with Experts

Virtual Meeting Software – Reduced or FREE Options from Microsoft and Google in response to COVID19

Airline Updates for changes and cancelations:

Several airlines are updating current change or cancelation policies. We recommend visiting their websites directly for up to date info.

What You Can Do Immediately to Add Safety Measures to Your Event

  • Provide sanitizing and disinfection materials for general attendee use.

  • Increase cleaning and disinfection across high-volume common areas.

  • Monitor recommendations from the relevant health authorities including the World Health Organization (WHO), the Centers for Disease Control and Prevention (CDC), and the local government and city officials.

  • Encourage attendees to adopt some best practices in order to act in their own best interest and in the best interest of their fellow attendees.

Attendees are asked to manage their own preparedness and behavior as well:

  • If you are feeling feverish or coughing prior to arriving to the conference, please stay home.

  • Wash your hands often with soap and water for at least 20 seconds, especially after going to the bathroom; before eating; and after blowing your nose, coughing, or sneezing.

  • If soap and water are not readily available, use an alcohol-based hand sanitizer with at least 60% alcohol.

  • Avoid touching your eyes, nose, and mouth.

  • Cover your cough or sneeze with a tissue, then throw the tissue in the trash.

You may also want to:

  • Consider the adoption of a no-handshake policy.

  • Reduce or eliminate business card exchange (connect vie a mobile app).

  • Be considerate of fellow attendees and exercise good judgement.

  • And most of all, if you are feverish or coughing, please stay at home or in your room.

We will continue to update the information as we can over the coming months. From our family at JW Meeting Solutions to you and your companies we hope our resources can assist you through these ever evolving times.

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