IRFA 2021 Conference – Health Protocols And Social Distancing Approach
Our recent experience has taught us to take health issues seriously. The venues where we are hosting the face-to-face delegates, exhibitors, and speakers have developed world-class health protocols.
We are constantly reviewing the conference health protocols to ensure that we can welcome all attendees safely.
The IRFA is planning to host 200 participants per day for 4 consecutive days, based on 2 conference days at Emperors Palace in Johannesburg and 2 conference days at the CTICC 2 in Cape Town.
The 4 consecutive conference days will allow for a total of 800 persons to attend in person and to have had the opportunity to engage with industry colleagues, asset management companies, and the IRFA board members.
On the days that a participant is not attending in person, they will be able to watch and participate in the Live streamed events. All sessions will be presented and hosted live; the recordings will then be available after the conference. Provision will be made in each session to address questions raised and answered live.
Should the current lockdown level still be in place with the venue limit of 50 attendees, to be compliant with the current COVID 19 social distancing and venue limitations, 50 participants will be accommodated over 4 different venues. The program is presented in each of the 4 venues via streaming with presenters presenting from the different venues to allow for the maximum audience and presenter engagement.
Industry members taking up the option of an exhibition “tabletop” stand will be designated to one of the 4 venues being used to optimize the attendance numbers per venue. Each of the industry members taking an exhibition “tabletop” stand and or sponsorship, will be included in the communications show real that will be broadcast during the tea and lunch breaks within the venues and streamed online.
The networking cocktail reception will be hosted in an “outside style venue” that will allow for more participants to attend
The Institute of Retirement Funds Africa (IRFA) will adhere to the disaster management regulations as contemplated in the Adjusted Alert Level 3 during Coronavirus COVID-19 lockdown.
Conferencing, dining and entertainment facilities are subject to a limitation of a maximum of 50 persons or less for indoor venues and 100 persons or less for outdoor venues and if the venue is too small to hold 50 persons indoors or 100 persons outdoors observing a distance of at least one and a half metres from each other, then not more than 50 percent of the capacity of the venue may be used.
(1) An owner or operator of a conferencing, exhibition, dining or entertainment facility must ensure compliance with the limitation on the number of persons attending such a conferencing, exhibition, dining or entertainment facility contemplated in the adjusted alert level 3 coronavirus lockdown.
(2) An owner or manager of a conferencing, exhibition, dining or entertainment facility who fails to comply with the regulations:
(3) commits an offence and is, on conviction, liable to a fine or imprisonment for a period not exceeding six months or to both such fine and imprisonment.
(4) Any person who attends a conferencing, exhibition, dining or entertainment facility and who knows or ought reasonably to have known or suspected that the number of persons attending exceeds the limitation provided for in the regulations, commits an offence and is, on conviction, liable to a fine or imprisonment for a period not exceeding six months or to both such fine and imprisonment.
Below are preventative measures which PEERMONT Emperors Palace has put in place to ensure safety of all conference attendees for COVID-19 in accordance with the Tourism Business Council of South Africa:
Peermont commits to monitor and follow advice and guidance from the WHO (World Health Organisation) and local health and safety institutions. We strive to assess and mitigate all risks faced by our guests and employees through comprehensive communication and education, vigilant health and safety protocols and diligent monitoring of required hygiene standards. For more information visit https://sacoronavirus.co.za
When visiting our resort we will be vigilant to provide a safe and secure environment.
THE PEERMONT CARES PLEDGE
To protect our guests and employees we have initiated the following protocols when you arrive:
A face mask or shield is required The use of masks is mandatory. Should the delegate not have a mask; they will not be allowed to enter.
Completing a Guest Screening questionnaire. All conference delegates will be required to complete a short survey either electronically via a QR Code or manually with their details.
Having your temperature taken Any person displaying a temperature higher than 38°C will not be allowed entry and will be asked to leave.
Mobile sanitation stations will be placed throughout the venue ensuring that delegates have access to sanitizers.
HEALTH AND SAFETY PROTOCOLS
Peermont prides itself on being up to date on the latest health and safety protocols:
Education - All our employees have been educated on the best practice and have temperatures recorded upon entry.
Awareness - Educational signage is displayed for both employees and our guests.
PPE – All employees are required to wear certified personal protective equipment (PPE) at all times.
Social Distancing - We employ social distancing through demarcated areas and physical barriers where required.
Hygiene – All areas and touch points are thoroughly and regularly cleaned and sanitized.
CONFERENCING PROTOCOLS Food & Beverage:
To ensure you are protected we have implemented the following conferencing protocols:
Public areas (i.e. foyers) will be demarcated to maintain social distancing and queue management.
Arrival areas will be demarcated with grids, bollards, tapes, etc. to maintain social distancing.
Complimentary items (i.e. water, mints etc) will be provided individually and all glasses to be protected by sanitary cap lids.Individual sanitizers will be provided to each delegate.
Pens and notepads will be provided on request and and delegates will be told to keep any such pens and papers in their possession.
Any pens left will be disposed of, and paper left will be disposed of. Coffee / Tea Breaks will have individually wrapped food items for guests and every coffee station.
Employee dressed in PPE will manage the coffee machine to ensure guests do not need to touch the machine for beverage selection.
Plated meals will be served during lunch breaks or dinner banquets. Tables (Round Banquets) will seat between 4 – 6 persons maximum.
Cutlery will be in individual sleeves and serviettes will be sealed.
Emperors Palace - COVID19 Measures & Frequently Asked Questions (Rev Aug 2021).pdf for more infomation
Below are preventative measures which has put in place to ensure safety of all conference attendees for COVID-19 in accordance with the Tourism Business Council of South Africa:
In preparing our team and our facilities to welcome you back to CTICC, we have upgraded our existing operational protocols to ensure the health and safety of you, our guests and clients, as well as our employees. Our new C19Care© protocols have been developed in collaboration with health, tourism and events industry leaders, both locally and abroad, and applies National Department of Health guidelines.
Before entry, guests are required to register for contact tracing purpose.
All persons entering the facility will be health screened, mask compliance checked, hand sanitised and cleared for access.
Every event will include on-site medical services.
People-counting devices are available to support social distancing guidelines and venue capacity calculations.
Event temperature reading devices are available for order – Indicative costs will be provided upon request.
Customer service team members will be at hand to support guests.
Internal signage indicating COVID-19 safe measures will assist in maintaining a safe venue.
Security team member(s) will monitor and support the safe flow of people through the venue.
CTICC will offer venue hand sanitiser stations with supporting hygiene signage at the entrance as well as you enter the meeting or conference room.
CTICC has always maintained stringent measures to minimise food safety risks, our food service has been reviewed to ensure you are COVID-19 safe while enjoying a meal at our Centre:
1. Plated service
2. Individual pre-packed meals
3. Designated areas for coffee breaks
HEALTH AND SAFETY PROTOCOLS
CTICC displays COVID-19 safe protocols and information inside the venue.
Current social distancing regulations specify that a 1.5 metre distance between persons is required, floor decals are provided.
Complying with all COVID-19 government regulations, and adopting industry hygiene best practice.
Providing a COVID-19 safe facility to host world-class MICE industry events.
Our team will provide external and internal signage to support health and safety messaging to include, external way-finding signage to specific events and event-space capacity signage.
Regular visible COVID-19 safe cleaning and disinfecting measures will be put in place.
Building on our existing high standards of cleanliness and hygiene protocols, CTICC has introduced routine (frequent) measures, operational measures (during events) and deep clean measures.
CTICC has a well-resourced and qualified on-site incident response team that is provided with real-time information and updates.
The team has developed a client-contractor focused COVID-19 Health Response plan which includes rapid isolation, emergency response and escalation procedure.
To facilitate the COVID-19 Health Response Plan, there are four dedicated first aid rooms, as well as dedicated isolation rooms throughout our facilities.
Offsite medical support is provided by emergency response and ambulance services.