For The Vandenberg House Health & Sanitization Policies, click here

Version 1 – August 21, 2020

This guidance document provides basic information only and is meant for professional meeting and event facilities, including convention centres; hotels, motels and resorts; banquet halls; and conference centres. It is not intended to take the place of medical advice, diagnosis, treatment, or legal advice.

In the event of any conflict between this guidance document and any applicable legislation or orders or directives issued by the Minister of Health or the Chief Medical Officer of Health (CMOH), the order or directive prevails.

In order to support the phased reopening of Ontario businesses, services, and public spaces during the post-peak period of the COVID-19 (coronavirus) outbreak, professional meeting and event facilities are permitted to open if:

• the total number of members of the public in the venue at any one time is limited to the number that can maintain a physical distance of at least two metres, and in any instance does not exceed 50 persons for indoor and 100 persons for outdoor professional meetings or events, or

• the rental of meeting or event space is in compliance with a plan for the rental of meeting or event space approved by the Office of the Chief Medical Officer of Health for the rental of meeting or event space

This document is the plan approved by the Office of the Chief Medical Officer of Health pursuant to subsection 4(3) of Schedule 1 of O. Reg. 364/20: Rules for Areas in Stage 3 for the operation of meeting and event facilities. Specifically:

• Apply the current indoor gathering limit of up to 50 persons/guests on a per room basis, excluding staff.

  • This may be achieved by creating dedicated spaces (subgroups in areas/meeting or event rooms) for up to 50 guests, subject to provisions within this document. Each 50-person dedicated space should be distinct or separated by an impermeable barrier, subject to all individuals being able to maintain 2 metres (6 feet) physical distancing within each room.

  • Trade shows or any events requiring guests to mingle are prohibited at this time.

• The rental of space for a wedding, funeral, religious service, rite or ceremony continues to be authorized under section 3, 4 or 5 of Schedule 3, and section  , 5, or 6 of Schedule 3, O. Reg. 263/20 for Stage 2.

• Food and beverage service must meet the Province’s Stage 3 reopening requirements as outlined in schedule 2 of O. Reg. 364/20: Rules for Areas in Stage 3.

This document does not replace any legislated requirements such as those outlined in the Occupational Health and Safety Act (OHSA) and its regulations or in any regulation under the Reopening Ontario (A Flexible Response to COVID-19) Act, 2020. All employers in Ontario, including professional meeting and event facilities, have a responsibility under the OHSA to take every precaution reasonable in the circumstances to protect their workers. Employers must also follow public health requirements as directed by the local medical officer of health. Operators of professional meeting and event facilities are also to follow all other relevant requirements as outlined in policies and guidelines issued by the Ministry of Heritage, Sport, Tourism and Culture Industries.

In addition, facilities must adhere to any public health requirements as per municipal bylaws or Section 22 orders under the Health Protection and Promotion Act (HPPA), or instructions made under emergency orders, and any other relevant requirements as outlined in policies and guidelines issued by the Government of Ontario. It is important that employers have plans in place to respond quickly if a worker or guest has been exposed to or confirmed positive for COVID-19.

Employers are encouraged to use the Ontario guide to developing a COVID-19 workplace safety plan to make plans and put controls into place to make the operation safer for everyone.

For additional information, please refer to:

• The Ontario COVID-19 website page for general workplace information.

• The Directives, Memorandums and Other Resources page for the most up-to-date directives.

• The Ministry of Health (MOH) COVID-19 website page for updates to the Reference Document for Symptoms, mental health resources, and other information.

Recommendations for Health and Safety

1. Where there is an event organizer, the facility should discuss health and safety policies and procedures and, where necessary, work closely with the event organizer to develop and implement an event/meeting health and safety plan.

2. Access to the facility should only be permitted to registered guests attending the event, security, workers, and the event organizer.

   • Public access to the event/meeting space, room or thoroughfare should not be permitted.

   • The need to access a room through other rooms that are not part of the same event/meeting should be limited or minimized. This should be monitored by staff at the facility including security.

3. The event/meeting should minimize allowing additional guests into the space.

   • Once a guest leaves the event, the facility should not allow entry of a new guest to that event/meeting (i.e., no sharing passes between guests).

4. Ensure all infection prevention and control practices are followed. This includes, but is not limited to:

   • Promoting and performing proper hand hygiene before and after each activity or entering a room. Refer to Public Health Ontario’s (PHO) How to Wash Your Hands fact sheet.

   • Reminding workers and guests about respiratory etiquette and to refrain, to the extent possible, from touching their eyes, nose, mouth, and other parts of their face.

   • Discouraging the use of linens so as to minimize exposure to contamination.

   • Decreasing touchpoints such as entrances/exits and consider contactless check-in and touch-free payment systems.

     • Encourage online registration to minimize physical contact.

     • Equip registration areas and counters with a physical barrier such as plexiglass. If possible, use additional staff to ensure physical distancing during the registration period.

   • Providing alcohol-based hand rub (ABHR) or hand washing stations and ensuring they are readily available in throughout the facility, including in high-traffic areas such as lobbies, washrooms, and individual event/meeting spaces (e.g., at tables, presentation podiums, etc.).

   • Limiting the sharing of equipment as much as possible (e.g., audiovisual (AV) equipment).

     • Hand hygiene should be performed before and after using shared equipment.

   • Implementing enhanced cleaning protocols including mandatory cleaning and disinfecting of the room between each event/meeting; cleaning and disinfecting audiovisual (AV) equipment (including microphone), podiums, tables, and chairs after each use; and frequent cleaning and disinfecting of common spaces including washrooms, lobbies, and high-touch areas. Refer to PHO’s Environmental Cleaning fact sheet.

     • Back-of-house – the frequency of cleaning and sanitizing should increase in high-traffic back-of-house areas with an emphasis on the kitchen and food preparation areas, the worker dining room, worker entrances, uniform control room, worker washrooms, loading docks, and offices. Signage should be posted throughout the back-of-house and administrative areas reminding workers of hand hygiene and the enhanced cleaning and disinfecting policies and procedures.

     • The surfaces most likely to become contaminated include door handles, handrails, toilet and faucet handles, counters, PIN pads, and touch screens.

     • Production (AV) equipment and cargo should be sanitized when loaded at the warehouse and unloaded at the facility. In-house technology should be prioritized whenever possible to enhance safe operations.

     • If on-site laundering is used, staff uniforms should be clearly separated (clean and used) and appropriately laundered (hot water 60°-90°C and dried well).

   • Using only cleaning and disinfecting products that have a Drug Identification Number (DIN), are not expired, and are appropriate for use on the item that is to be cleaned and disinfected. Low-level hospital grade disinfectants may be used. Manufacturer’s instructions should always be followed.

   • Considering additional enhanced cleaning and disinfection protocols for the facility overnight.

5. Ensure physical distancing of at least 2 metres (6 feet) between individuals by:

   • Designating workers to oversee the physical distancing and line-ups of guests prior to entering the facility, inside common areas such as lobbies, washroom facilities, hallways, elevators, etc.

     • Consider repositioning/moving furniture to support physical distancing.

     • Encourage guests to arrive no more than 15 minutes before the event starts while making provisions (e.g., limited common seating) for individuals with mobility issues that are 2 metres (6 feet) apart and cleaned after each use. If guests are waiting outside or are in line, 2 metre (6 feet) distances should be marked and maintained.

     • Ensure that guests can access their event/meeting area without wandering (i.e., entering other event/meeting rooms/areas) and, if possible, use a dedicated entrance/exit propped open by an automated or manual method by the facility.

     • Elevator occupancy should be limited to allow for physical distancing to be maintained. All elevators should be sanitized frequently.

     • Escalators should have signage explaining current procedures to ensure safety including appropriate physical distancing while in use.

   • Using visual cues (e.g., signs, posters, floor markings, stanchions) to guide guests from outside to throughout the facility (including lobbies, shared business offices, hallways, common areas) to the exit.

   • Developing procedures that allow for uncongested entry and exit (e.g., dedicated one-way entry and exit pathways for each area, where feasible).

   • Staggering schedules for the use of the facility (e.g., individual meeting rooms, hallway space and areas for break/lunch) to support guest flow and physical distancing in common areas.

     • Consider blocked times for the use of event/meeting areas that are staggered in order to adhere to capacity limits and minimize crowding in common areas within the facility.

     • Enough time should be allocated to allow for cleaning and disinfecting seating, tables, AV equipment, etc. between scheduled events/meetings.

     • Guest flow throughout the facility should be managed to ensure physical distancing before, during and after the event/meeting.

   • Arranging washrooms to facilitate physical distancing while in use, including blocking off alternate sinks, stalls, urinals, and other amenities. Specific washrooms should be designated for specific events/meetings where there is an ability to do so (i.e., avoid having people from different events be in the same washroom at the same time).

     • Hand dryers should not be used.

   • Staggering workers’ schedules and breaks and providing enough space for staff to remain physically distanced on breaks and while on the job, to the fullest extent possible.

   • Limiting, where possible, the number of workers assigned to more than one event/meeting (or room of an event) simultaneously.

6. Each event/meeting room must be limited to however many members of the public can be safely accommodated in the space while maintaining 2 metres (6 feet) physical distancing space between guests and staff, up to a maximum of 50 guests.

   • Stagger seating time to ensure proper physical distancing between individuals.

   • Guests should remain seated as much as possible in the room.

   • Guests should be restricted to staying within their event/meeting room and should be discouraged from mingling with other guests in other rooms/spaces whether part of the event or not.

   • Guests attending a multi-day event/meeting should remain with the same group/cohort for the duration of the entire event/meeting.

   • Consider placing workers at key points within a room and using some form of room identifier for each guest and dedicated worker (e.g., coloured wristband; convention lanyards).

   • Each room should include:

     • Signage reminding guests of COVID-19 symptoms, hand hygiene, and noting maximum occupancy.

     • Hand sanitizing stations, sanitization wipe stations.

     • Physical distancing markers and directional routing arrows.

7. Use, to the extent possible, existing rooms to support operations.

8. If additional space is to be created, a partition can be placed to divide a large room into more than one distinct space to accommodate areas of up to 50 guests by:

   • Ensuring the height and width of the partition reflects the room dimensions and has the ability to effectively physically separate groups. The height of the partition should ideally be above the breathing zone of standing individuals to prevent the spread of droplets expired by guests.

   • Installing a partition that is made of materials that are of a hard, non-porous surface that can be easily and routinely cleaned and disinfected (i.e., between uses). For optimal infection protection and control, there should be no physical contact with the partition.

   • Ensuring that partitions are secured appropriately, following fire and building code requirements to allow for evacuation of all individuals from a building in case of an emergency.

9. Facility ventilation systems should be both operational and appropriate for the activities practiced within.

   • Avoid stagnant air conditions. Bring in fresh air by maximizing the outdoor air ratio of the heating, venting and air conditioning (HVAC) system settings or by opening windows (if available). If this is not possible or practical for the whole facility, focus efforts in places where crowding may be an issue.

   • Avoid recirculation of air as far as practically possible.

   • Ensure HVAC systems are maintained as required, such as regular filter replacement.

   • Limit the blowing of air across people and surfaces. The use of fans should be limited as they blow people’s exhaled droplets to others.

     • Ceiling fans high up in the room (e.g., 25 feet up) are less of a concern than ceiling fans on low ceilings. If ceiling fans are present, the location of the fans should take into consideration the air blowing from the fans to prevent droplets blowing from one person to another within or between partitioned sections (if applicable).

     • Pedestal fans or high-powered fans on or near the floor should not be used as they generate strong air currents across people at head level (breathing zones) or across surfaces (possible resuspension of particles).

10. Use of face covering and personal protective equipment (PPE).

    • Where not otherwise required by local public health officials or municipal bylaws, guests should be encouraged to use a face covering inside the facility (including common areas such as lobbies, washrooms, elevators and escalators); as well as in the event/meeting space.

      • Exceptions for the face covering requirement include children under the age of 2, individuals with a medical condition that make it difficult to wear a face covering, individuals who are unable to put on or remove a face covering without assistance, people who require accommodation in accordance with the Ontario Human Rights Code.

    • For workers, the employer may determine surgical/procedure masks to be appropriate if guest masking is voluntary.

      • If guests are wearing face coverings and physical distancing is maintained, the employer may determine that face coverings rather than surgical/procedure masks are appropriate for workers (if tolerated).

      • Surgical/procedure masks may also be determined to be appropriate by the employer if guest masking is voluntary.

      • Exceptions for the PPE requirement include individuals with a medical condition that make it difficult to wear PPE, individuals who are unable to put on or remove PPE without assistance and people who require accommodation in accordance with the Ontario Human Rights Code.

      • Eye protection may be determined to be necessary for workers based on their roles and responsibilities within the facility.

11. Reinforce safe food handling practices and ensure that food and beverage services follow applicable guidelines and regulations.

    • Self-serve buffet-style service is not allowed. Plated service or packaged products are recommended for meals and breaks.

    • Guests must remain seated when eating or drinking except while:

      • Entering or exiting the area or while moving to their table,

      • Placing, picking up, or paying for an order,

      • Going to or returning from a washroom,

      • Lining up to do anything described above, or

      • Where necessary for the purpose of health and safety.

    • Utensils and equipment should be kept in such a manner and place to prevent contamination. For example:

      • If permitted, fountain machines, coffee or tea dispensers should be properly cleaned and disinfected as often as is necessary, and physical distancing needs to be maintained.

      • If refills are provided from behind the counter, cups or containers should be replaced with fresh ones so that workers are not handling these ‘used’ items.

    • Kitchen food prep workers should wear gloves only when required and changed between tasks.

    • Hand washing should take place before handling food, when hands are soiled, before and after wearing gloves, and between tasks.

Recommendations for Screening

1. All individuals (workers, guests, event planners, security, suppliers, contractors, etc.) entering the facility should be actively screened.

   • For guests: consider using online screening methods to be completed the day of their event, such as with an app, SMS, or email through which they attest or confirm (where feasible).

   • For workers: in addition to active screening on-site before their shift (see below), they should be encouraged to self-monitor by checking for symptoms compatible with COVID-19 before each shift.

2. Active screening should include asking about COVID-19 symptoms (see COVID-19 Reference Document for Symptoms) as well as exposure risks (e.g., travel outside of Canada, contact with a suspected or confirmed case of COVID-19) and COVID-19 status (including awaiting test results).

   • Facilities may consider using Ontario’s COVID-19 self-assessment tool or using or adapting existing self-assessment tools to design their own screening tool.

   • Temperature checks are not required or recommended.

3. Workers who conduct screening on-site should ideally be behind a physical barrier (e.g., plexiglass) to protect from droplet and contact spread or stand at least 2 metres (6 feet) away from an individual. Where screening at the door cannot occur behind a barrier or must involve contact with a guest, at a minimum a surgical/procedure mask and eye protection are required. ABHR, tissue, and a lined no-touch waste basket or bin should also be available at each entrance.

4. All those who do not pass the screening should not be permitted to enter the facility.

5. Anyone with symptoms of COVID-19 at screening or who does not pass the screening should be told to self-isolate immediately and encouraged to get tested. Information about assessment centres can be found here. If they have questions related to COVID-19, they should contact their primary care provider or Telehealth Ontario 1-866-797-0000 or visit Ontario’s COVID-19 website.

6. Signage should be posted on the entry doors and throughout the facility to prompt individuals to self-identify if they feel unwell or exhibit symptoms of COVID-19.

7. Keep a record of all individuals (including full name, either phone number or email address, dates/time of entry, and event/meeting room identification) who enter the facility.

   • Records should also be kept of workers assigned to specific events/meetings and rooms.

   • These records must comply with privacy requirements and could support case and contact tracing by the local public health unit the event of an outbreak.

Recommendations for Symptomatic Guests or Workers

1. Guests or workers who become unwell while at the facility should be instructed to immediately separate themselves from others. They should be told to go home immediately (if possible, with private transportation, avoiding taxis, ride shares, and public transit) and encouraged to get tested. Information about assessment centres can be found here. If they have questions related to COVID-19, they should contact their primary care provider or Telehealth Ontario 1-866-797-0000 or visit Ontario’s COVID-19 website.

   • If the individual cannot go home immediately and does not require emergency medical care, the facility should have an identified space where they can be separated from others and safely wait for transportation.

   • Workers who become unwell during their shift should notify their manager or supervisor immediately.

   • Areas where the symptomatic individual has been or has worked should be cleaned and disinfected.

Occupational Health and Safety

The OHSA requires employers to take every precaution reasonable in the circumstances for the protection of a worker. This requirement applies to all Ontario workplaces at all times and includes the need to put controls in place to protect workers from infectious disease hazards such as COVID-19.

The guide to developing a COVID-19 workplace safety plan can help employers use the public health and workplace resources available at Ontario.ca to develop and implement control measures suited to their situation. Many of the controls used to prevent transmission of the virus are the same for workers and members of the public.

The safety plan can be modified to incorporate new information about risks and how to control them and to reflect changes in legislated requirements, as appropriate. The requirement to protect workers will not change through the stages of reopening.

Important elements of occupational health and safety during COVID-19 are:

1. Employers must employ the appropriate protection for their workers, such as:

   • A transparent, non-permeable physical barrier between the worker and other individuals, if a physical distance of at least 2 metres (6 feet) cannot be maintained.

   • Ensuring that a physical distance of at least 2 metres (6 feet) between the worker and other individuals is maintained.

   • A surgical/procedure mask and eye protection when the above controls are not enough (i.e., when unable to maintain physical distance of at least 2 metres (6 feet) between other individuals and a physical barrier is not possible).

2. Employers should have written policies and procedures in place that support worker safety including for infection prevention and control, as well as addressing COVID-19 in the workplace (including privacy, absenteeism, reporting, communication, etc.).

   • Managers should keep a work assignment log to track workers and the events/meetings they have serviced. Workers must have limited or no access to public spaces outside of their area of responsibility, including common spaces and washrooms.

3. A facility’s joint health and safety committee (JHSC) or health and safety representatives should play a role in reviewing and revising health and safety policies with the employer including, but not limited to:

   • Plans should be reviewed weekly by the facility’s Joint Health and Safety team and take into account attendee feedback.

4. A training program to support the safe implementation of recommended precautions must be provided to all workers. It is the employer’s responsibility to ensure all workers are instructed and trained on the safe use, limitations, conservation, as well as proper maintenance and storage of supplies and equipment, including but not limited to:

   • ABHR;

   • PPE and non-medical face coverings including their safe use, care, and limitations; and

   • cleaning supplies and equipment.

5. PPE that is appropriate in the circumstances must be provided by the employer and worn by workers working with cleaning and disinfection chemicals.

6. If a worker is unwell before their shift or becomes aware that they have been in close contact with someone with COVID-19, they should notify their manager or supervisor, and should not come to work. They should also be encouraged to get tested. Information about assessment centres can be found here. If they have questions related to COVID-19, they should contact their primary care provider or Telehealth Ontario 1-866-797-0000 or visit Ontario’s COVID-19 website.

7. If a worker is confirmed by the local public health unit as a “close contact” of an individual who has tested positive for COVID-19, it is recommended that:

   • The employer and worker must follow advice from the local public health unit.

   • The worker and employer should follow the facility’s policies and procedures.

8. If COVID-19 is suspected or confirmed in a worker:

   • The worker must remain in isolation and follow the directions of the local public health unit.

   • The duration of the self-isolation period for the worker will be determined by the local public health unit based on their risk assessment and provincial guidelines.

   • Once discharged from isolation by local public health, the employer and worker must follow the facility’s policies and procedures regarding return to work, including but not limited to:

     • Worker reporting to the department responsible for occupational health and safety or notify their supervisor prior to return to work.

     • Management conducting a risk assessment, await guidance from public health, and act on any public health recommendations.

   • Negative clearance tests prior to return to work are not required or recommended.

9. If the worker’s illness is determined to be work-related, in accordance with the Occupational Health and Safety Act and its regulations, the employer must provide a written notice to the following organizations within four days of being advised that a worker has an occupational illness, including an occupationally-acquired infection, or if a claim has been made to the Workplace Safety and Insurance Board (WSIB) by or on behalf of the worker with respect to an occupational illness, including an occupational infection, to the:

   • Ministry of Labour, Training and Skills Development;

   • Joint health and safety committee (or health and safety representative); and

   • Trade union, if any.

10. Any instances of occupationally acquired infection must be reported to WSIB within 72 hours of receiving notification of said illness.