What meeting planners who support women’s rights can do

Meeting planners support women: An illustration of the US Supreme Court, including a pregnant Justice.
The U.S. Supreme Court has overturned Roe v. Wade. 58% of U.S. women of reproductive age live in states hostile to abortion rights. Meanwhile, six out of 10 Americans — 61 percent — say they support abortion rights. What can meeting planners who support women’s rights do?

Here are two concrete suggestions for action:

  1. Refuse to source venues in states with anti-abortion laws.
  2. Include clauses in future contracts that allow for cancellation if subsequent legislation in the event’s jurisdiction is in conflict with a client’s mission.

You won’t be alone in taking this action. According to a recent survey by Northstar Meetings Group:

“Forty-three percent of the 281 planner respondents to NMG’s Flash Survey fielded from May 13 to May 17 said state-by-state abortion laws will impact their organizations’ site-selection decisions. Of those planners, more than 80 percent say they will favor states that allow abortion, with 54 percent reporting they “will not meet in states with anti-abortion laws.”

1. Refuse to source venues in states with anti-abortion laws

Many meeting planners have considerable influence on venue selection. If you’re one of them, you can support a woman’s right to bodily autonomy by refusing to source venues in states with anti-abortion laws. These laws are changing as some states rush to make abortion illegal. A good resource for current state policies is the Guttmacher Institute. The map below shows abortion policies and access as I write this; click on it to view the current status.

meeting planners support women
US state abortion policies and access as of 6/22/22. Click on graphic to see current map.

Some argue that doing this will change nothing and will only hurt destinations in such states. I disagree. There are plenty of examples of successful boycotts. In the current situation, where the lives and health of about 300,000 U.S. women per year are threatened, in my opinion it’s immoral to do nothing.

2. Include anti-discrimination clauses in future contracts

An excellent article by Northstar Meeting Group provides examples of anti-discrimination clauses in contracts. These can allow clients to cancel contracts when the legal situation in the venue’s jurisdiction changes between the time that the contract is signed and the event takes place. The article’s survey reports that 72% of planners are considering adding such clauses to their contracts going forward.

From Northstar Meeting Group May 13, 2022 survey.

Some say that venues in anti-abortion states will resist or refuse such changes. Even if that is the case, bringing up the issue makes such businesses aware that there is a cost to doing business in an anti-abortion environment. Many of the successful boycott examples I referenced above were aided by the support of businesses concerned about or experiencing the effect of local protests.

Meeting planners: support women’s rights!

State sanctions that force pregnant women to give birth regardless of circumstances are barbaric. We don’t force someone to donate a kidney to save the life of another person. We don’t even force the giving of an organ at the time of the donor’s death to save the life of another person. Anti-abortion laws, on the other hand, remove women’s bodily autonomy, inflicting risks and suffering without a woman’s consent. And the consequences are life-altering for the woman, to say the least.

As Robert Reich put it:

Avoiding doing business in states with anti-abortion laws is a small but important way meeting planners can support women’s rights.

Venue ventilation for COVID-19

venue ventilation COVID-19: an illustration of a wall vent with air and question marks swirling outAttention, meeting planners! Safe meeting venue ventilation for COVID-19 is critical. As we start thinking about returning to in-person events, it’s crucial to check that venues are upgrading their HVAC systems to handle potentially virus-infused air.

There has been little public discussion on this important topic. In this post, I’ll explain why questions about venues’ HVAC safety should be at the top of your site visit checklist.

Before we start, I need to make clear I’m not an HVAC engineer. My (perhaps) relevant background is an ancient Ph.D. in high-energy particle physics. I also spent two years spent exploring ventilation systems—specifically air-to-air heat exchangers—when I owned a solar manufacturing company in the 1980s.

Introduction

Since the pandemic began, the science of COVID-19 transmission has evolved rapidly. Because early theories turned out to be inaccurate, current preventative measures are frequently misdirected. So I’ve included a short history of theories of COVID-19 transmission. These shed light on the reasons we’ve underestimated the importance of ventilation in creating safe environments for indoor events.

Next, I’ve outlined what current research indicates venues and properties should be doing.

Finally, I’ve aired my concerns about how well venues and properties are responding to the safety concerns I’ve introduced.

A short history of theories of COVID-19 transmission

Initial focus on surface contamination

Early reports on SARS-CoV-2 virus transmission falsely concluded that surface contamination was a significant transmission vector.

“COVID-19 is transmitted via droplets and fomites during close unprotected contact between an infector and infectee. Airborne spread has not been reported for COVID-19 and it is not believed to be a major driver of transmission based on available evidence.” [Emphasis added]
Report of the WHO-China Joint Mission on Coronavirus Disease 2019 (COVID-19), February 2020

This led to an epidemic of another kind—regularly cleaning and disinfecting surfaces. Meeting industry venues that have remained open during the pandemic adopted cleaning and disinfecting everything in sight as a visible assurance that their venues were safe places to gather.

“By May, [2020] the WHO and health agencies around the world were recommending that people in ordinary community settings — houses, buses, churches, schools and shops — should clean and disinfect surfaces, especially those that are frequently touched. Disinfectant factories worked around the clock to keep up with heavy demand.”
COVID-19 rarely spreads through surfaces. So why are we still deep cleaning?, Dyani Lewis, Nature, January 2021

However, current research suggests that the risk of infection from touching a heavily contaminated surface is less than 5 in 10,000. This is considerably lower than current estimates for SARS-CoV-2 infection through aerosols.

Despite this information, the current GBAC STAR™ Facility Accreditation Program for Cleaning, Disinfection, and Infectious Disease Prevention Accreditation Handbook concentrates on cleaning and disinfecting surfaces. The handbook barely mentions venue ventilation for COVID-19. The International Association of Venue Managers (IAVM)’s Public Assembly Facilities Recovery Guide (October 2020) has a section on HVAC systems, but still provides much more detail about cleaning and disinfecting.

By the way, the American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE) recommends that cleaning activities be performed after hours, rather than during meetings because “Vacuuming, sweeping, curtain cleaning, brooms, could potentially re-suspend infectious particles.” [ASHRAE Epidemic Commercial Task Force recommendations, updated March 2021, Page 10.]

Droplet transmission

After scientific consensus quickly moved to droplet transmission as a significant factor, face masks were strongly recommended, and mandated at most in-person meetings. However, there have been numerous reports of lax mask usage during F&B breaks and socials.

Social distancing was also recommended. Why? Because it was thought that the COVID-19 virus was mainly transmitted via large respiratory droplets that fall quickly. This belief is still popular and frequently cited today.

Airborne transmission

Unfortunately, the latest research now points to aerosol transmission of COVID-19 as a significant vector. Aerosols are small droplets and particles (formed when small droplets dry quickly in the airstream) that can remain suspended for many minutes to hours. They can travel far from the source of air currents. An excellent summary of this research is included in The Lancet‘s April 15, 2021 article: Ten scientific reasons in support of airborne transmission of SARS-CoV-2. Here’s the key introductory paragraph:

If an infectious virus spreads predominantly through large respiratory droplets that fall quickly, the key control measures are reducing direct contact, cleaning surfaces, physical barriers, physical distancing, use of masks within droplet distance, respiratory hygiene, and wearing high-grade protection only for so-called aerosol-generating health-care procedures. Such policies need not distinguish between indoors and outdoors, since a gravity-driven mechanism for transmission would be similar for both settings. But if an infectious virus is mainly airborne, an individual could potentially be infected when they inhale aerosols produced when an infected person exhales, speaks, shouts, sings, sneezes, or coughs. Reducing airborne transmission of virus requires measures to avoid inhalation of infectious aerosols, including ventilation, air filtration, reducing crowding and time spent indoors, use of masks whenever indoors, attention to mask quality and fit, and higher-grade protection for health-care staff and front-line workers. [Emphasis added.]

How to think about aerosols

You can think of COVID-19 aerosols as cigarette smoke, or the aroma from cooking food. Of course, aerosols diffuse over distance, which is why social distancing is still a good idea, and why transmission of COVID-19 outdoors is unlikely unless people are tightly packed together. Incidentally, this means that if you’re eating or drinking at a restaurant or bar and can smell the food of diners at a nearby table or the smells of cooking from the kitchen, you’re not in a safe situation as far as COVID-19 transmission is concerned.

Pre-pandemic building ventilation standards are inadequate for COVID-19

Interim guidance published by the California Department of Public Health points out that standard building environments have not been engineered to control exposures to small aerosols of hazardous viruses, such as COVID-19:

“Our understanding of the role that the built environment plays in the transmission of COVID-19 is evolving; recent literature has clearly demonstrated small aerosols can be carried well beyond the six (6) foot physical radius and remain suspended in room air where they can be inhaled. With the possible exception of hospitals, healthcare facilities, and research facilities that employ exhaust hoods, existing ventilation requirements, such as those established in the California Building Code and Title 24, were not intended to control exposures to small aerosols of hazardous infectious agents such as COVID-19.” [Emphasis added]
—General Considerations extract from the Interim guidance for Ventilation, Filtration, and Air Quality in Indoor Environments, California Department of Public Health, February 21, 2021

The American Society of Heating, Refrigerating and Air-Conditioning Engineers (ASHRAE) points out that many existing mechanical air filters will not remove enough levels of airborne COVID-19:

ASHRAE recommends that mechanical filter efficiency be at least MERV 13 and preferable MERV 14 or better to help mitigate the transmission of infectious aerosols. Many existing HVAC systems were designed and installed to operate using MERV 6 to MERV 8 filters. While MERV 13 and greater filters are better at removing particles in the 0.3 micron to 1 micron diameter size (the size of many virus particles) the higher efficiency does not come without a penalty. Higher efficiency filters may require greater air pressures to drive or force air through the filter. Care must be taken when increasing the filter efficiency in an HVAC system to verify that the capacity of the HVAC system is sufficient to accommodate the better filters without adversely affecting the system’s ability to maintain the owner’s required indoor temperature and humidity conditions and space pressure relationships.” [Emphasis added]
ASHRAE Epidemic Taskforce Building Readiness (updated March 16, 2021)

Updating HVAC systems is not plug and play

The above ASHRAE guidelines explain that you cannot simply swap existing filters with MERV 13 or better filters and pronounce your building “ready” to handle potentially COVID-19 infected people. Venues and properties will typically need to involve “licensed and certified professionals and companies that can perform the analysis, testing, design, construction, control programming, balancing, commissioning, maintenance and operation services required to make the adjustments and achieve the performance included in these recommendations.”

Major heating plant upgrades may be needed to create safe air quality for occupants.

Reopening unoccupied buildings

Finally, many properties and venues have been operating in low-occupancy mode for long periods. Reopening such buildings safely, even to pandemic-appropriate occupancy levels, can require several weeks of preparation for the HVAC plant and facility staff. Here is what the Centers for Disease Control and Prevention (CDC) recommends be done before resuming business operations:

  • Evaluate the building and its mechanical and life safety systems to determine if the building is ready for occupancy. Check for hazards associated with prolonged facility shutdown such as mold growth, rodents or pests, or issues with stagnant water systems, and take appropriate remedial actions.
  • Ensure that ventilation systems in your facility operate properly. For building heating, ventilation, and air conditioning (HVAC) systems that are shut down or on setback, review new construction startup guidance provided in ASHRAE Standard 180-2018, Standard Practice for the Inspection and Maintenance of Commercial Building HVAC Systems.
  • Increase circulation of outdoor air as much as possible by opening windows and doors if possible, and using fans. Do not open windows and doors if doing so poses a safety or health risk for occupants, including children (e.g., a risk of falling or of breathing outdoor environmental contaminants such as carbon monoxide, molds, or pollens).
  • To minimize the risk of Legionnaires’ disease and other diseases associated with water, take steps to ensure that all water systems and features (e.g., sink faucets, drinking fountains, decorative fountains) and water-using devices (e.g., ice machines, cooling towers) are safe to use after a prolonged facility shutdown.

COVID-19 Employer Information for Office Buildings, CDC, updated April 7, 2021

What are meeting venues doing to create safe ventilation?

I’m concerned about the lack of visible venue and property efforts to resolve the ventilation safety issues caused by COVID-19.

Over the last couple of months, I’ve reached out to industry contacts and meeting professionals on social media. I’ve asked for examples of venues and properties that have implemented (or are implementing) ventilation upgrades that will satisfy recent interim comprehensive guidelines such as those published by ASHRAE and the California Department of Public Health.

To date, I have heard of only one venue—a California hotel property that installed MERV 13 filters. If your venue has made or is making such upgrades, please let me know, either directly or via comments on this post.

Perhaps many venues are quietly making these changes. I hope that’s the case.

Perhaps some venues are ignoring the problem, hoping that, somehow, the COVID-19 pandemic will disappear, and they’ll be able to host in-person events without updating their HVAC plant. I doubt they’ll be so lucky.

Frankly, I’m surprised that those who have updated their venue ventilation for COVID-19, aren’t publicizing this as a competitive advantage. Our industry is yearning for the return of in-person meetings. Being able to say a property is compliant with current ventilation guidance seems like a great selling point. This article from the Washington Post (kindly shared with me by Joan Eisenstodt) exemplifies the kind of positive PR that’s possible.

After all, many smaller businesses have already taken the necessary steps to create safe ventilation in their buildings. My dentist and physical therapist, and my wife’s massage therapist have all created safe ventilation environments for their places of business. They’re happy to share the details with anyone who asks.

Is it too much to ask meeting venues to do the same?

More resources

Here are some additional resources that you may find useful. Again, please be cautious of any information you find that has not been published or updated in the last few months—it may be outdated.

Thank you

Many thanks to Joan Eisenstodt, Robert Carey, Anne Carey, Barbara McManus, Paul Radde, Dan Cormany, Sarah Diem, and Lauren Siring, who provided information and helpful suggestions and resources as I found my way into the complex topic of venue ventilation for COVID-19!

This April 2021 article includes information I’ve compiled from a variety of current sources. I’ve surely missed some valuable information.  Please help me improve and update what I’ve shared via your comments below. Thank you!

Image attribution: medical.mit.edu

The two must-do steps to hire the best professional help

hire best professional help: photograph of a man trying to access an ATM that has been installed too high off the groundWhen you need professional help, how do you hire the best professional help?

Countless experts — accountants, plumbers, doctors, lawyers, and meeting planners — will take your money in exchange for advice or services. So, when it’s time to minimize your taxes, modernize the bathroom, diagnose that stabbing stomach pain, draft a complex contract, or organize multiple regional conferences — in short, get help with something you can’t do yourself — how do you choose great help?

It isn’t easy. If it was, we wouldn’t hear horror stories about accountants who can’t file a correct tax return, builders who make costly (and hilarious) mistakes, serious cases of medical malpractice, million-dollar errors made by attorneys, and mistakes that meeting planners continue to make.

Why it’s hard to hire the best professional help

You need a new kitchen sink. How can you determine whether someone who says they’re a plumber really knows what they’re doing?

There’s a simple reason why it’s tricky to pick great professionals. If you need help, obviously you lack crucial knowledge or experience. So when you seek help, you don’t know if someone who claims to be able to help really can!

Don’t despair! Here are the two essential steps to take to hire the best professional help.

Ask for and check references

Everyone knows that you should ask for references for a professional who’s going to do work for you. Unfortunately, knowing you should do something doesn’t mean you will actually do it. How often do you ask for references from a professional you’re planning to hire? Do you ask a potential builder? An accountant? A doctor? In my experience, I am rarely asked for references.

In addition, many people ask for references but don’t check them! You may think professionals will only give you the names of people who are satisfied with their services. While that’s usually true, talking to references will invariably turn up useful information. For example, you may discover that a plumber does good work but doesn’t finish in a timely fashion. Or an attorney writes competent contracts but his drafts need to be carefully checked to make sure that changes you request are actually incorporated. It’s common to hear information from a reference that immediately makes you decide not to employ the professional.

So getting and checking references before hiring is an essential step if you want to minimize unpleasant surprises. These days, crowd-vetted online sites like Angie’s List and houzz provide a helpful starting place, but you can’t beat talking directly to clients of professionals you’re considering.

See if they’ll say, “I don’t know”

My mother had an unusual set of medical symptoms. Unfortunately, she picked a doctor who was unable to admit that he didn’t know what was wrong with her. Instead, he told her that she had multiple sclerosis, which caused her much emotional upset. Years went by without the relapses or progressions normal to her illness. But she refused to believe that his diagnosis was wrong. Finally, I called him up and confronted him, and he admitted that she did not have the disease. Years of suffering could have been avoided if we had ascertained at the outset that he was incapable of admitting that he didn’t have all the answers.

Checking to see if a professional will say they don’t know when they actually don’t is an important hiring step that is rarely performed. Interview the professional and ask them questions about the work you want them to do. Listen carefully to how they respond to your questions. You are looking for them to show that they know the limits of their abilities and that they are willing to share their limits with you.

If necessary, ask whether they can do something that is a little outside their stated expertise and listen carefully to how they respond. If you hear an unwillingness to admit that they are not able to fulfill your request, you are receiving an important warning. Ignore it at your peril!

Choosing professionals who are aware of and clear and honest about their own limits ensures not only that they can actually do the work you need, but also that they will let you know when they are unequipped to handle any problems. These are the people you want to work for you.

One more thing

Know your own limitations, and make sure you ask for help when you can’t solve a problem by yourself!

That’s it!

Faithfully execute these two simple steps when choosing professionals and you’ll avoid the common problems that occur when obtaining help with life’s challenges. These must-do steps have made it possible for me to hire the best professional help for years. I hope they help you too.

Venues on notice: meeting planners are demanding flexible meeting space!

flexible meeting space: Image of Apple Campus II floor plan courtesy of Office SnapshotsTwo-thirds of meeting planners now rank flexible meeting space as a top priority when choosing a venue, according to Destination Hotels’ fourth annual State of the Meetings Industry survey.

“Among the nearly 68 percent of respondents who said that flexible meeting spaces rated an 8, 9 or 10 in importance when choosing a meeting site, two factors are driving this need. First, the objective of in-person meetings is to deliver information and insight at a level that tech-based meetings cannot; second, today’s attendees require variety in their learning environment to remain stimulated, attentive and receptive to information and different perspectives.”
—The fourth annual State of the Meetings Industry survey (October 2015), conducted by Destination Hotels

In 2011, at a webinar I gave for the International Association of Conference Centers, I recommended that venues develop and feature flexible meeting spaces, to prepare for the growth of Conference 2.0 formats. Four years have passed, and meeting planners are now demanding these spaces.

Venues, are you ready?

Image of Apple Campus II floor plan courtesy of Office Snapshots