Best Practices for Meetings and Events

Best Practices for Meetings and Events

Information courtesy of the Columbia Convention & Visitors Bureau and Columbia/Boone County Department of Health & Human Services.


Meeting Space: 

  • Attendees should be able to maintain 6 foot distance during the meeting
  • Seating styles that work best for this include:
  • Classroom setting with 1 person per 6 foot table Theater style with 6 feet between chairs and rows of chairs. U shape or hollow square with 1 person every 6 feet. 6’ round tables (72 inch) with 2 persons seated across from each other, and spaced 6 feet apart.
  • Table linens to be changed between each group prior to each meeting. Tables and chairs should be cleaned and disinfected with an EPA-approved disinfectant that is effective against SARS- COV-2
  • Handwashing station or hand sanitizer with at least 60% alcohol to be present in the meeting room. 

Audio Visual practices:

  • If multiple speakers are using hand held microphones, the microphone should be disinfected between each speaker. Podiums should be cleaned/disinfected between speakers. If the microphone is connected to the podium, just disinfect the podium between speakers.

Registration practices:

  • Each meeting needs their own designated registration area that is located away from other meeting spaces. This could be situated directly outside the meeting entrance/exit area or just inside the room.
  • Registration areas should not have more than 1 worker per 6 foot table. Attendees should be able to approach the opposite end of the table from registration worker to pick up registration materials.
  • Limit the number of people in the registration area. Markers to be used to keep 6 ft. between individuals at registration.
  • Keep a list of all participants with contact information that can be used for contact tracing, if needed.

Food and Beverage practices for Meetings:

  • For meals, attendees can be seated at round tables or stay seated in the meeting configuration, maintaining a 6 foot distance between all individuals.
  • Table linens should be changed between each group prior to each meeting. Tables and chairs should be cleaned and disinfected with an EPA-approved disinfectant that is effective against SARS- COV-2
  • No self-service stations should be allowed where customers use shared utensils or dispensers. No shared condiments to be placed on tables. They should be served individually in single serve packets or containers.
  • Individually packaged break items can be served at a manned break station or a boxed breakfast or lunch can be served individually at a manned service station. Hot or cold meals can be packaged in “to- go” containers and served to attendees as they move through a line utilizing 6 foot markings.
  • It is recommended that all eating utensils be wrapped in a napkin and/or plastic sleeve.
  • Another approved service option is the cafeteria style buffet line, whereby plates are filled by servers who are separated from guests by a plexiglass barrier. Each guest is responsible for picking up their filled plate, utensils and individual beverage.
  • Extra trash stations should be set up in the meeting room to avoid attendees clustering around the trash cans. Handwashing station or hand sanitizer with at least 60% alcohol should be present in the meeting room.

Other Suggestions:

  • Limit paper handouts at meetings by sending materials to attendees electronically prior to meeting or utilize a meeting specific app.
  • Please encourage attendees to maintain physical distancing. Cloth face coverings are recommended when people are in public settings and when it is difficult to maintain physical distance.
  • Each individual hotel/venue may have specific guidelines in place and limited capacities. Please inquire with the hotel directly about their properties’ policies and procedures.
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