Safeguarding Your Safety at Hart Energy Conferences

Your personal safety at Hart Energy events stays top-of-mind for every person on our team.

Throughout the COVID-19 epidemic, we have monitored guidance from the CDC and significant state and local governments for best practices. We have consulted with other event industry professionals to enhance the safety of our registration, exhibition and conference processes.

From check-in to session rooms, exhibit halls, meals and networking, we have made detailed plans and taken specific steps to help you feel secure and ensure your own safety. All the new procedures are designed to help prevent transmission and to maintain physical distancing.

Registration

  • Registration areas will be spaced out to maintain social distancing. (Shared iPad check-in has been removed.)
  • Plexiglass shield(s) will be in-place between you and on-site Registration staff.
  • Registration counters will be designed so no one can lean on them (reduced touchable surface).
  • Sanitizer wipes stations will be placed throughout the venue. 
  • Face masks will be offered to attendees and exhibitors alike. 
  • Added floor markers will help maintain 6-ft social distancing.
  • Reminder signs will be posted to help everyone remember to avoid shaking hands and to maintain social distancing.

Bathrooms

  • Restroom attendants will prevent too many people entering at one time
  • Every other stall will be closed to ensure social distancing
  • Cleaning/Sanitizing -- Convention Center personnel trained (Visit venues’ web sites for details)

Exhibition Hall

  • Extra space – Added buffer between 10x10 booths allows booth workers social distance.
  • Wider aisles -- Entrance (20-ft) and wide center aisle will handle traffic at distance.
  • Traffic flow -- Two-way traffic “lanes” to encourage distancing.
  • Reminders -- 6-ft social distancing markers on the floor. 
  • Expanded lounge areas -- Providing more room to move about safely.
  • Open Q&A Room -- We will remove side drape so attendees can observe social distance. 
  • Sanitizer stations -- Hand sanitizer and wipes in lounges and at conference room entrance.

Conference Room

  • Classroom seats -- 1 chair per 6-ft table (if social distancing is still recommended)
  • Theater seats -- 1 chair every 6 feet (if social distancing is still recommended)
  • Sanitizer wipes -- Wipe down your work area and seat if you wish.
  • Door attendants -- Remind attendees to social distance as they enter/exit conference room
  • Separate Entrance-Only doors – One-way flow into to the conference room
  • Separate Exit-Only Doors – One-way flow away from the conference room

Lunch Space

  • Limited seats per table – An aid in social distancing
  • One Entrance to lunch area
  • One Exit from lunch area
  • Sanitizer stations -- Hand sanitizer & wipes in lunch area

Food and Beverage

  • No open buffets. Self-contained breakfast, break and lunch options. Coffee provided with lids. Wipes available to sanitize food packages, water bottles and sodas.
  • Sanitizer stations -- Hand sanitizer and wipes in lounges and at conference room entrance. 
  • Reminder signs will be posted to help everyone remember to avoid shaking hands and to maintain social distancing.

Beyond these standardized measures, there may be additional, venue-specific safety procedures, such as temperature scanning, required by our host cities. Please visit each venue’s web site for complete information before you travel to the conference as these can change with little advance notice. If you have any further suggestions, please send them via email to Melanie McTaggart, our executive director of conference logistics, at mmctaggart@hartenergy.com