Guidelines on hosting an Event/Banquet with over 15 persons has been clearly given by the Ministry of Health, under the Magical Kenya Tourism and Travel Health and Safety Protocols for The ‘New Normal’ published in June 2020. The ministry has however not made it clear if premises that have complied with the guidelines can hold meetings or events of more than 15 people
Event and Entertainment, Conference/Exhibition facilities are considered high risk areas. Operations shall remain restricted during the Covid-19 pandemic period in accordance with the Ministry of Health (MOH) guidelines and shall be gradually opened with new available information on the virus. On opening, the facilities shall comply with the general provisions prescribed in part two of this protocol and any other relevant agencies’ guidelines while holding any activity and;
- Have valid Covid-19 free certification for core staff not more than14 days old from a recognized government approved facility at the first time and subsequently maintain Covid-19 prevention guidelines prescribed by the Ministry of Health (MOH) and relevant agencies
- Ensure all MICE activities are conducted in accordance with strict health, safety and hygiene procedures of this protocol, with revised floor plans to ensure 1.5-metre distance between delegates or patrons
- Provide adequate space between booths and aisles for ease of movement and social distancing measures
- Provide participant’s control mechanisms by introducing barriers and floor marks spaced at 1.5 meters to ensure social distancing at all arrival areas, queues, conference rooms and all public places
- Event/banquet with over 15 persons and public gatherings likely to attract more than 15 people, like discos, dances and parties shall ensure social distancing of 1.5 meters is adhered to between participants
- Provide health and sanitation stations strategically located within the conference/exhibition area
- Convention registration/guest bookings shall be set up at multiple stations to maintain social distancing
- Break times and meal periods be extended to allow for additional sanitization, and encourage prepackaged food offerings as alternative options
- Food service shall adhere to the food service protocols prescribed under part three of this protocol and cocktail functions are not allowed within MICE activities
- Promote and encourage online bookings to minimize physical registration and issuance of badges by walk-in clients
- Ensure water, mints and any other supply within meeting rooms are supplied to individuals and not collectively or shared
- Provide pens, note pads, files and such supplies on request and guests required to keep any such supply distributed to them or in their possession
- Ventilate meeting rooms and exhibition halls well to allow for free flow of air
- Ensure real time monitoring of participants movements within and control of the number of people accessing the exhibition area
- Conference delegates to maintain their designated seating area throughout the event, and institute control measures for breakout sessions to reduce multiple touch points
- Discourage give a ways and souvenirs to delegates from any booths, and where promotional materials, information packs, press packs and collaterals are requested for, the laid down procedure for sanitization of all supplies and deliveries shall be adhered to
- Discourage issuance of meeting bags, folders, programmes and provide downloadable material through QR Codes or online Apps with all necessary delegate information including presentations
- Organized transport for delegates shall adhere to protocols for transport vehicles as set out in this protocol
- Adapt frequency and schedule for regular waste disposal from all booths, exhibition stands, conference halls and common areas
- All event attendees/ delegates must agree to understanding the rules and procedures and commit to adhering to the same prior to being accepted at registration, and gaining access to event facilities
- Every indoor venue or convention center shall set aside a well-equipped Covid19 holding / emergency room for any suspected case
- Exhibitions and building materials for all booths, furniture, Audio visual equipment and all items on display shall be sanitized on delivery and personnel manning them restricted to their area of operation
- Events crew shall be guided by timelines of set up plan. Time keeping shall be critical to ensure zero interaction between the crews of different suppliers
- For Sports events, the type of sports and number of attendees shall determine the size and design of the venue. Venues/fields shall be sanitized before, during half time and after games. Pre-game holding areas shall not be shared, each team is encouraged to have their own changing room facilities
- At venues and convention centers, screens shall be installed at entrances to display COVID-19 safety awareness information, while brand ambassadors will engage all customers and consumers checking into the event and advise them on safety protocols
- A no handshake, physical contact policy shall be maintained at all events to enhance compliance with Covid-19 preventive measures put in place