Meetings, Conventions, Festivals and Events Guidance
This guidance applies to organizers and planners of meetings, conventions, festivals and events, and operators of facilities that host meetings, conventions, festivals and events.
Core Measures Required by all Businesses, Services, and Organizations
- Develop and follow an operational plan detailing methods to mitigate transmission of disease.
- Take every reasonable step to ensure physical distancing of people (including employees and/or clients) of two metres (six feet) between each other.
- Take every reasonable step required to prevent organizers and/or participants who are required to self-isolate from entering the activity.
- Develop and follow an exclusion policy that ensures symptomatic organizers and/or participants are immediately excluded from activities.
- Ensure enhanced cleaning and disinfection of shared areas and surfaces.
- Ensure hand washing stations or hand sanitizing products are available and accessible.
Information for Organizers and Operators
- Meetings, conventions, festivals and events may be hosted following the Gatherings Guidance and Multiple Gatherings Guidance.
- Food service at meetings, conventions, festivals and events must follow the Food Premises Guidance.
- Hotels and other fixed roof accommodations operators must follow the Fixed Roof Tourism Establishment / Accommodations Guidance.
- Campgrounds and RV parks, including On Site Event Campgrounds associated with festivals and events, must follow the Campground Guidance.
- Operators of facilities that host meetings, conventions, festivals and events must have an operational plan in place describing the measures they will implement to manage meetings, conventions, festivals and events in their establishment and protect staff and attendees from potential transmission of COVID-19.
- Organizers and planners of meetings, conventions, festivals and events must also have an operational plan for their particular event. Organizers’ plans must conform to a facility’s plan for activities taking place at a particular facility, and must also address any additional activities that may be held outside of a facility. More than one operational plan may be required, depending on the nature of the off-site activities.
- It is permissible for operators of facilities and organizers of events to develop a single joint operational plan.
- The total number of people mixing over the span of a day during meetings, conventions, festivals and events may not exceed 50. Events with more than 50 people must be separated into groups of no more than 50, as per the Multiple Gatherings Guidance, with pre-approval of an operational plan. Crossover between groups of 50 is permitted on separate days.
- If a meeting, convention, festival or event includes more than 50 people over more than a single day and attendees will be staying overnight at the establishment, operators are encouraged to keep groups of 50 housed in separate areas of the establishment (i.e. separate floors, or separate wings) and keep groups of 50 together throughout the event.
- Meetings, conventions, festivals and events are limited to a total of four (4) cohorts of 50 people, with prior approval of an operational plan (up to 200 total). Facilities able to demonstrate separate entrances/exits/washrooms for additional cohorts over this limit will be considered on an individual basis.
- Organizers and operators are encouraged to implement enhanced monitoring of areas with groups of individuals coming together for meetings, conventions, festivals and events to help ensure that the guidelines in this document are being met, that any interactions within a facility outside of the meeting or event are following the personal gatherings guidelines, and that all other public health measures are being observed, including physical distancing and wearing non-medical masks in common areas.
- Hospitality rooms and after-hours events require pre-registration and the same cohorts that were in place during the day should be maintained.
- For contact tracing, operators must collect and keep on file the names and contact information of all individuals staying at the establishment for the purpose of attending the meeting, convention, or event. Additionally, operators and/or meeting and event planners must collect and keep on file the names and contact information of all individuals attending each meeting, session, or event at an establishment, including the date and time of each meeting, session, or event. See below for more information on records for contact tracing.
- Print and post signage outlining policies and procedures such as:
- Physical distancing expectations,
- Hand hygiene,
- Respiratory etiquette (coughing and sneezing), and
- Cleaning and disinfection practices and expectations.
- Print and post signage to notify individuals that they should not attend if they have COVID-19 symptoms.
- Wearing non-medical masks is required in all indoor public spaces, including gatherings; some exemptions apply.
- Physical distancing with individuals who are not part of one’s household must still be maintained even if wearing non-medical masks.
- Non-medical masks and gloves are not a replacement for any of the above measures.
Information for Guests and Attendees
- Attendees of meetings, conventions, festivals and events who are coming to PEI from other provinces and territories must be aware of current travel restrictions plan accordingly.
- Attendees must be mindful of gathering restrictions in place and follow them.
- Attendees booking accommodations with others (i.e. co-workers, family and friends, etc.) should consider personal gathering limits.
- Attendees participating in personal or organized gatherings should stay within their designated cohort.
- Attendees staying at commercial accommodations, including hotels, motels, inns, bed and breakfasts, AirBnBs, campgrounds, RV parks, and other facilities must ensure that personal gatherings outside of an organized meeting, convention session, festival, event, or other organized gathering follow the personal gathering limits throughout all interactions.
- Attendees staying at commercial accommodations, including hotels, motels, inns, bed and breakfasts, AirBnbs, campgrounds, RV parks, and other facilities must observe all other public health measures, including maintaining physical distancing from individuals from other households and wearing a non-medical mask in all common areas.
April 26, 2021