Business-related gatherings, seminars and other meetings, incentives, conferencing, and exhibition (MICE)-related activities may now be conducted in areas under the modified general community quarantine (MGCQ), provided that the number of participants must be limited to 50 percent of the maximum venue capacity.
 
This was based on the Department of Tourism’s Administrative Order 2020-003 dated July 14, otherwise known as the “Guidelines on MICE Operations under the MGCQ.”
 
Aside from limiting the maximum venue capacity, the DOT also imposes the interzonal and intrazonal movement guidelines previously released by the Inter-Agency Task Force on Emerging Infectious Diseases (IATF). This means that local participants from areas under MGCQ or areas not under any form of community quarantine will be allowed to participate in any MICE event.
 
In a separate memorandum released on the same date, the tourism department has also set health and safety guidelines for MICE organizers and facilities which will operate under the new normal scenario.
 
Just like any other stakeholders, tourism players under the MICE industry will have to double their effort when conducting events in the wake of the ongoing global health crisis.
 
According to DOT’s Memorandum Circular 2020-006, the MICE organizers are tasked to require its employees to submit a health declaration form prior to the recommencement of business operations.
 
Aside from the now usual body temperature checks, unwell employees, however, will be directed to stay at home.
 
The MICE organizers also have the duty to provide its employees with personal protective equipment (PPE) and sanitizing materials while on duty.
 
In terms of venue handling, they are not only obliged to follow the rules of the IATF but also the guidelines imposed by the concerned local government unit (LGU) where the event will be held.
 
Aside from that, they are asked to formulate an emergency preparedness plan for the prevention of the spread of infection at the MICE event. This includes details on communication response tool with advance information and communication channels with identified health authorities and partners; protocol for monitoring COVID-19 pandemic status and system for providing advice to symptomatic participants; comprehensive and details documentation of contact details of all MICE organizers, suppliers, exhibitors, and participants which will be shared to health authorities if the need arises; and procedure for dissemination of information, education, and communication (IEC) materials with relevant reminders on how to protect oneself against the dreaded novel coronavirus disease.
 
Unlike during the pre-COVID phase where sitting side by side is allowed, the DOT this time, also imposes one- to two-meter distance between participants during the event proper, including meals and other interactions. This would depend on the orientation of the venue, whether it is a conference or breakout rooms, theater-style setup, U-shaped conference setup, or a hollow square conference setup.
 
At break sessions, meal tables will also be set at a distance of two meters apart.
 
“The number of guests at each table shall be limited to ensure a distance of one meter apart from each other,” the DOT said, with aisles set a minimum of two-meter distance.
 
The venue operator is also required to designate and isolated room to persons who feel unwell at the MICE event, aside from having an available emergency response team on standby during the event.
 
Fearing to contract the virus either via human-to-human or surface contact, the DOT also said to maximize the use of technology for speeches and presentations, requiring speakers to send their presentations ahead of the MICE event.
 
“Conduct paperless meetings as far as practicable. The use of online shared documents and online notes are encouraged,” it said.
 
“Sanitize the microphone and lapel microphones for the host and presenters every break and prior to the transfer from one person too another,” it added.
 
Just like other establishments, participants will not be also allowed entry without wearing masks. They are also encouraged to do contact-free transactions, such as event payments and processes involving the pre-registration at the MICE event.
 
There will also be an elevator operator or assistant coming from the MICE event organizing team to minimize shared hand contact on buttons.
 
“Foot pedal or sensor operated trans bins with lid shall be provided in key locations of the venue. A separate trash bin for used PPEs shall be provided,” it said.
 
As for the MICE suppliers, such as the food and beverage service providers or caterers, buffet setup, as well as self-service, are still prohibited. The DOT rather ordered to have pre-packed individual means and drinks that will be the standard means of food packaging throughout the duration of the event.
 
“When necessary, food and drinks may be pre-ordered during the registration process through SMS, email, website, event apps or other similar means,” the DOT stressed.
 
The exhibition booth setups, on the other hand, will have wider aisles than usual, “preferable three meters and more for two-way traffic and no less than two meters for one-way traffic,” according to the tourism department.
 
No two adjacent booths will also be directly facing each other, with exhibitors now limited to a maximum of two persons to accommodate one guest at a time.
 
Even before the COVID-19 situation in the country escalated, tourism chief Bernadette Romulo-Puyat had previously called for collective efforts to boost the MICE destinations in the country, especially now that the industry incurred major losses, with Filipino tourism workers left jobless amid the ongoing crisis.