Gathering & Events Guide | BC Hotel Association

The BC Hotel Association (BCHA) released a Gathering & Events Guide in response misinformation and confusion around acceptable meetings and events in hotels. The guide was developed in consultation with the B.C. Ministry of Health. Small events can be done safely through best practices that build consumer confidence.

Best Practices

Communication

  • Communicate from the beginning of the event sales cycle. Develop a high-level event guide for your prospective clients and get progressively more detailed as you move the client through the process. Include information on what the client can expect during site inspections, in your contract and on BEO’s. Support everything with signage during the event.

  • Develop an internal guideline to events inside your building. Include your entire team in the plan and help them understand why it is so important to familiarize themselves with the protocols. Use the links to the Public Health Orders and the FAQ below. Help them understand the “why’s” and “why not’s” of the procedures.

  • The final communication piece is with the client. Build some extra time into your workflow to ensure the client is on the same page with hotel. We all have a greater responsibility to each other in this day and age and the client is no different.

Over Arching Event Principles

  • Focus all of your planning and communication around these principles:

  • 50 guests maximum. Employees and vendors are not included in this count.

  • Contact tracing procedures are mandatory.

  • Physical distancing at all times.

  • Masks should be worn when physical distancing is not possible

  • Use barriers or protective equipment wherever possible 

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