HOW WE WILL OPERATE AS A RESPONSIBLE DMC IN LIGHT OF COVID-19

As a professional DMC we look ahead to finding some sort of normality. And when it comes, we will be there, greeting, smiling, planning, organising and delivering amazing bespoke events.

As such, we have put together basic guidelines that we will implement throughout the process and the duration of our events, combining strict health and security regulations with a comfortable, relaxed and confident atmosphere.

Introducing our ‘Welcome Angels’ – teams selected and defined based on the size of the event. They will have the role of sanitising venues and items whilst ensuring our suppliers’ personal sanitisation policy is in place and functioning.

Our Welcome Angels will have first aid skills and equipment; they will ensure that rules are followed and will be attentive at combatting any possible risk of contagion.

OPERATIONAL DETAIL WITHOUT COMPROMISE

As a prerequisite and general rule, all staff, hostesses, coordinators, drivers will wear masks and gloves.

Boarding coaches
Coaches will be sanitised after every single transfer. On each seat we will distribute a “security kit” packaged in an attractive personalised box. This can be printed with logo and positive quotes.

The box can be personalised with a company logo and will contain:
Disposal gloves
Disposal masks
Hand sanitisers
1 x (personalised) water bottle
Individually sealed snacks

Face Masks
Our policy is to use face masks. It is likely face masks will become an important accessory for some time, so why not produce personalised and re-usable masks with a logo and a positive quote? Always keeping those less fortunate in our minds, we will deploy our local workshops for the disabled and less privileged for the production of masks.

Social Distancing
Vehicles will be restricted to half of their usual capacity allowing couples to travel together or singles to their own seat. Boarding and disembarking will be on a one-way system basis.
Vehicle can be hired for the duration of an event so that sanitisation is better managed and cleanliness ensured. This however will decided in collaboration with you, our client, as it will impact the budget.
For travel on smaller vehicles, precautions are similar; we will privilege the use of minivans for 1 to 4 persons maximum.
Drivers will wear masks and gloves and social distance; sanitisation will always be a priority.
Custom partitions are being implemented in most of the vehicles

Restaurants
Maximum 4 persons per table and distance between tables of at least 2 meters and where not possible the venue must implement a plastic or a wooden separation.

Tours
For all tours we will have a maximum of 12 persons to each guide; this will limit the use of earphones which are normally compulsory particularly when we visit a museum.

Museums
Museums are currently closed and awaiting instruction, however we anticipate that openings will work on limited access, ensuring social distancing whilst waiting in line and throughout the visit.

Entertainment
Visual entertainment will be the solution. A show, a band, a DJ.  Close up magicians and street artists to be avoided

Dancing
Dancing is allowed with masks only. Dance floors will allow for social distancing.

Bar Drinks
Open bars for long hours will be avoided and the use of disposal plastic glasses will be observed.

Private Group Events
Waiters setting up and serving the tables will be wearing mask and gloves.

Round tables
Will be set for maximum 4 persons but with 8 chairs so that a coat or a bag can be placed (it is likely we will not see a cloakroom for a while).

Rectangular Tables
Reduced capacity to half with special attention to avoid people sitting directly opposite each other.

No Printed Menus
An app or a PDF file sent in advance via email will be available for each guest to pre-order.

Service Staff
Ample sanitizers will be available and gloves and masks will be worn at all times. Where appropriate, we may suggest bio-disposal cutlery

OUR APPROACH TO USING HOTELS

Most of the hotels have a policy in place and precautions are indicated by the WHO as released on March 31st. Here are some basic guidelines.

Rooms:
High standard protocols will be implemented in terms of disinfection of rooms
Staff will follow strict COVID rules of sanitation
Screening using thermo-scanners
Regular sanitisation log books
Multilingual leaflets on basic hygiene practice (sent in advance)
Briefings by the management to raise awareness among the staff

Check in:
Staff should be in perfect health and shall take all necessary distancing precautions.
We are waiting to better understand procedures when it comes to passport and credit card guarantees

Air Conditioning:
There is no evidence that transmission occurred through air but only through droplets and physical contacts, however monitoring the condition of the filters is recommended.

F&B at the Hotel:
Sanitisers to be available in function rooms and guests should be invited to use them on entering and exiting the venue. Hotels should implement plate service as opposed to buffet even at breakfast time. Waiters must wash hands as often as possible and always before setting up a table

Elevators:
These should be equipped with sanitising dispensers and a hotel staff should operate disinfection at least once every hour. Elevators in particular where they are small, should be used by one person at a time or maximum two if they are part of the same family

Public Areas:
Social distancing procedures apply. Guests should avoid to spend time at the bar unless sufficient space is guaranteed.

Banqueting:
Maximum 4 persons per table and at least 2 meters apart between tables

Meetings:
Room capacity should be reduced by half so that attendees can be, at least, one meter apart. Pads and pens will be avoided and prioritise the use of multimedia and tablets
Sanitiser dispensers to be available at the entrance. Our ‘Welcome Angels’ will scan the temperature
Seating shall not be random but numbered and assigned to each delegate
Entering and exiting the venue to be managed by host/hostesses in order to avoid queues and ensure the necessary distance.

Spa and Wellbeing:
Most hotels have closed their spas. Where open however, face masks must be worn and social distancing maintained.

IN SUMMARY

These are some basic initiatives, far from being exhaustive because we can do more and more we will do. We look forward to the time when this will become just a memory – to be learned from and never forgotten.
We look forward to having you back very soon whether for an incentive trip, a meeting, pure pleasure, or for any reason… we look forward to getting together again soon.
Thank you.
Dino Barile
Welcome Swiss & Welcome Italy

GET IN TOUCH TO SHARE OUR PASSION FOR THE UNEXPECTED

Welcome Italy & Events
Via della Stazione Ostiense 27,
00154 Roma,
Italy

Telephone: + 39 06 898 28 774

Email: info@welcome-italy.com

We work closely in partnership with our clients to receive a detailed understanding of your needs and requirements, this enables us to provide bespoke and comprehensive briefs that always go the extra mile.

 

Contact us today to receive your personalised proposal