Guidelines on Hosting MICE Events in the
COVID-19 Pandemic
4th edition

Japan Convention Management Association
January 18, 2021

4th Edition (January 18, 2021)
Japan Convention Management Association

Table of Contents
I.

Significance and characteristics of the hosting of MICE events .............................................. 3

II. Identification of infection risks ................................................................................................................ 4
II. 1. Contact infection risks ......................................................................... 4
II. 2. Droplet infection risks ......................................................................... 5
II. 3. Participant attraction measure risks....................................................................... 5
III. Safety measures for participants............................................................................................................. 6
III. 1. Planning and preparation stages of MICE events ................................................ 6
III. 1. 1. Formulation of infection countermeasures by stakeholders ................. 6
III. 2. During MICE events ................................................................................................. 8III. 2. 1. Participant registration reception.................................................. 8III. 2. 2. Cloakroom spaces .................................................................... 10
III. 2. 3. Session rooms ......................................................................... 10
III. 2. 4. Jointly organized exhibitions ...................................................... 12
III. 2. 5. Eating venues.......................................................................... 13
III. 2. 6. Public spaces (foyers and general directional routes, etc.) ................. 14
III. 2. 7. Emergency responses................................................................ 15
III. 3. After events .............................................................................................................. 15
IV. Safety of operational stakeholders ...................................................................................................... 16
V.

Matters to be requested of the hosting facilities ........................................................................... 17

VI. Matters to be requested of hosting local governments and convention bureaus .......... 18
VII. Creation of a verification and collaboration system ................................................................... 19

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Japan Convention Management Association

Introduction
In order for MICE organizers to hold MICE events hereafter in safety and with peace of mind, the Japan
Convention Management Association (JCMA) has formulated these MICE hosting guidelines toprevent the spread of the novel coronavirus (COVID-19).

The “Analysis of the Response to the Novel Coronavirus (COVID-19) and Recommendations” issued
by the Expert Meeting on the Novel Coronavirus Disease Control (hereinafter “Expert Meeting) on May
4, 2020, concluded as follows. “To prevent the infection from spreading at the same time as conducting
socio-economic activities, it is especially necessary for businesses to consider and implement specificinfection prevention measures in the scenes in which they provide each of their services. Because therisk of infection varies in each case, we would like each industry to create guidelines or other policies toprevent the infection from spreading and implement them by trial and error, using their ingenuity.”In the midst of this situation, many organizers have contacted JCMA’s member companies seeking
consultation about the hosting of events that have already been decided upon, and those that areproposed for the future. We at JCMA are concerned that without the formulation and observance ofguidelines as sector standards, opportunities for MICE organizers to convene MICE events will not arise
for the foreseeable future. Furthermore, since in the earliest stages of the spread of COVID-19 there
were cases in which clusters occurred at MICE events aimed at the general public, we consider it vitalthat we share a common recognition of the necessity of both providing a sense of reassurance regarding
MICE events and preventing such reoccurrences throughout the entire sector.

It is thus at this juncture that we wish to create guidelines for the hosting of conventions and other MICE
events, establish safe and reassuring management methods as a sector organization and connect thesewith the resumption of MICE events. The countermeasures that we consider requisite are compiled
herein in these Guidelines on Hosting MICE Events in the COVID-19 Pandemic.

The significance of hosting MICE events is covered later in this document, but we would be grateful if
all those hosting MICE events, which play an important social and economic role, would use theseguidelines and share them with operators, hosting facilities and all other stakeholders.

JCMA will aim for the earliest possible recommencement of MICE events, use this opportunity toendeavour to gain a broad understanding of the significance of hosting MICE events, and hope tofunction as a driving force in the post-COVID-19 society.

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Please note that the content of these guidelines has been and is subject to revision when necessary
according to the latest knowledge on COVID-19, changes in the related policies/countermeasures, aswell as the opinions of MICE organizers, operators and hosting facilities, and experience andknowledge obtained in the course of recommencing MICE events.

The 3rd Edition of these guidelines has resulted from the content of the announcement by thegovernment on September 11 concerning the risk mitigation measures based on the easing ofrestrictions on hosting events.

The 4th edition of these guidelines incorporates the content of new knowledge based on cases of MICE
events that have been held, which was collected through questionnaires sent to members, and thecommunication issued on November 12, 2020 by the Cabinet Secretariat’s Office for Novel
Coronavirus Disease Control entitled “Regarding the Strengthening of Measures towards the ThoroughObservation of Guidelines on Infection Prevention Measures at Events etc.”

I. Significance and characteristics of the hosting of MICE
events

Creation of business and innovation opportunities



Positive effects on local economies



Improvement of national and urban competitivenessSince they are events in which “people assemble,” MICE are regarded as events that lead to theexchange of knowledge and information, through which academic promotion and the creation ofbusiness opportunities, and in turn considerable economic effects and added values, such as urban
branding, are all brought about. In fact, we are also proud to have also contributed to international peaceby creating fora and chances for numerous participants to mingle regardless of nation, region, gender orage, and across all sorts of fields.

Business events are at the core of MICE
The vast majority of MICE events are regarded as business events to be participated in by businesspeople, academics and stakeholders in each sector and academic field. BtoC events aimed at the generalpublic also take place, but these guidelines are based on the premise of business-oriented events inwhich the participants are a specified audience.

One major feature of MICE as business events is that regardless of whether the participants areregistered beforehand, on the event day or restricted to registered participants only, it is possible forthose hosting the events to ascertain the contact points for all participants. This is in other words

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the decisive difference between MICE and types of businesses aimed at unspecified numbers of people,
and in the event of an emergency it is possible for all of the participants to be easily traced.
Furthermore, through the use of IT tools it is now realistic to attempt to mitigate the risk of infection
through contact and droplet infection.

Based on the hosting guidelines it is now feasible for all of the operators and hosting facilities to host
MICE events in safety and with peace of mind through the formulation and observance of suitable
operational methods in line with the guidelines.

II. Identification of infection risks
The hosting of MICE events necessitates the consideration of countermeasure according to infection
risks.
 Closed spaces (poorly ventilated closed spaces) Crowded places (where large numbers of people are concentrated) Close-contact settings (where conversation and speaking take place in areas within arms’length of others)
Places to which these three conditions (the so-called “three Cs”) apply are considered to be at high riskof spreading infection.
There is a need to avoid the occurrence of these conditions at all costs, and conduct measures to securesufficient space between people (social distancing).
Furthermore, there is also a need to be thorough in preventing exposure of oneself as well as others to
infection.
The expected infection risks in hosting MICE events are as follows.

II. 1. Contact infection risks
Identify the areas and frequency of commonly touched objects and doors. Particular attention is required
regarding the following.
 Public spaces:
Tables, chairs, elevator buttons, escalator handrails, other handrails, toilets etc.
 Participant registration reception:
Cash, credit cards, ID cards, programs, congress bags etc.
 Cloakroom spaces:
Cloakroom tags/tickets, baggage deposited, etc.
 Session rooms:
Doors, tables, chairs, podiums, microphones, laptops, simultaneous interpretation
receivers, etc.
Party/social gathering rooms:
Doors, tables, chairs, tongs, cutlery, glasses, etc.

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 Exhibition rooms:
Exhibit booths stands, exhibit materials, explanatory material provided by exhibitors, etc.

II. 2. Droplet infection risks
Identify the extent to which space between people can be secured, while taking into account the state ofventilation in the hosting room.
At the same time, it is also important to make provisions so that participants can communicate with eachother while retaining an appropriate distance between themselves. In the case of MICE in particular,
since it is vital to pay attention to the transmission of infection through conversation and speaking, thewearing of masks that are effective in the restriction of infection via airborne transmission of droplets
floating in the air (micro-droplet infection) is imperative.
 Public spaces:
The distance between specified numbers of participants at crowded times
 Participant registration reception:
Queues while waiting, distance between operational staff and participants Cloakroom spaces:
Queues while waiting, distance between operational staff and participants
 Session rooms:
Queues during entrance and exit, audience seating layout, distance between speakers,
distance between speakers and participants, state of ventilation, etc.
 Parties/social gathering rooms:
Table layout, seating order, content of attractions and situations in which people speak inloud voices, distance between participants in the event of standing buffets, state ofventilation.
 Exhibition rooms:
Distance between exhibitors and participants during business talks, distance between
exhibitors and participants during explanations given at booths, layout of booths, width ofaisles, etc.

II. 3. Participant attraction measure risks
Identify around how many participants are expected, and bearing in mind both the number ofparticipants and the capacity of the room, identify whether or not safe distances between people canbe secured. In addition, since a certain number of people will lead to congestion for some time, there isa heightened requirement for ventilation.
In consideration of the above, identify the number of participants that can be accommodated
throughout the entire facility and each room used, which is the criterion for assessing the
restrictions on entering the room. This also ties in with the rough target for the gradual easing of
hosting restrictions indicated by the government concerning MICE, including events and exhibitions,and the accompanying easing of the ceiling placed on capacity ratios and numbers of people.

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III. Safety measures for participants
III. 1. Planning and preparation stages of MICE events
III. 1. 1. Formulation of infection countermeasures by stakeholders（1） The sharing of roles and scope of responsibilities should be decided between the organizers,
operators and hosting facilities, shared among stakeholders and the responsibilities of eachorganization determined.
（2） Stipulate the criteria and process for deciding whether an event should be postponed,cancelled, or held online.
（3） The businesses and organizations that host MICE events are highly varied, and there is a need toutilize the new technology and systems/skills of these businesses and organizations at the stage offormulating the implementation plan in order make good use of them in preventing the spread of
infection.

▶This may include for example, mechanizing the reception desks or making themunmanned, cashless payments, the introduction of prior reservation systems for
programs, and the joint-use of mechanisms such as online/virtual hosting.

▶It is to be hoped that stakeholders will be flexible in considering the actual type, scale
and budgets of events to be held.
（4） Consider the design of systems that enable people to be traced in the event of an infection outbreakat a MICE event, such as making online participation registration requisite for local participants aswell. In such cases, also consider the methods for explaining this in a readily understood manner
for those with low IT literacy.
（5） Consider requiring participants to submit a state of health check sheet. If doing so, include every
participant including the exhibitors.
（6） Compile a list of the names and contact points of all operational stakeholders including staff setting
up the event venue and operational staff and ensure that it is possible to contact them in the eventthat an infection is discovered after the event.
（7） Consider alternative plans for cases in which the speakers are unable to deliver their addresses
due to testing positive.
（8） With regard to guest speakers invited from outside of Japan, in accordance with the latest
information on restrictions on entry to Japan, respond flexibly by switching to online
presentations, etc.
（9） With regard to participants who have already paid registration fees but cannot participate
because of temperature readings indicating a fever, refunding procedures should beconsidered and pre-defined.
（10）Discuss with the hosting facility and the organizers how to respond in a scenario in which aparticipant is suspected of being infected.

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4th Edition (January 18, 2021)
Japan Convention Management Association（11）In preparation for emergencies, make sure to ascertain the public health center and medical
institutions in whose jurisdiction the MICE event is held.
Check with the medical institutions to confirm whether or not they are able to provide foreign
language services.
（12）In cases of large-scale events with more than 1,000 participants, report about the evens to thehosting local governments and discuss capacity rate limitations etc. in advance. Written
requests for cooperation from the person in charge at the organizers may be effective. If there are
any changes in the regional infection status, flexible responses should be adopted.
（13）Formulate guidelines taking into account the points of difference between both the guidelines
created by the hosting facilities and local governments and these JCMA guidelines.

III. 1. 2. Announcements to the public
Organizers planning to convene MICE events are requested to proactively make announcements about
the various measures being taken to prevent the spread of the COVID-19 infection to the participants
and the host community.
Doing so, in tandem with requests to participants to cooperate pursuant to the hosting guideline
decisions mentioned above, will tie in with the promotion of understanding towards the hosting of
MICE events on the part of the hosting communities by transmitting information to them about thefact that events will be operated safely and securely.
（1） With regard to the content of initiatives taken by the organizers to prevent the spread of
infection and the accompanying matters to be observed by participants, the following
information should be relayed at the earliest stage prior to hosting through the official
website and social media, etc.
（2） Indicate the criteria for self-restraint concerning visiting the roomsa)In the case that a participant has a fever or higher than usual temperature, or other symptoms
such as coughing or a sore throat.

b) Cases in which participants have, within the previous 14 days, visited a nation where infection
is continuing to spread.
c) In the case that a participant turned out to have been in close contact with a COVID-19
infected person.
d) In the case that a participant has been in close contact within the previous 14 days with atraveler from or resident in a country or region subject to entry restrictions.
（3） Be thorough in the basic infection countermeasures of keeping a social distance from others,
wearing a mask and washing hands as recommended by the Expert Meeting, and request thecooperation of participants in these efforts.
（4） Request cooperation and encourage understanding concerning implementation of measures
to prevent the spread of infection before, during and after MICE events.

▶Specifically, this includes the registration of participant information; temperature
reading before room entry; cooperation with operational rules including securing of7

4th Edition (January 18, 2021)
Japan Convention Management Associationsocial distancing, adhering to directional signage inside rooms and during entry/exit
processes; cooperation in post-event questionnaires (when necessary); andunderstanding with regard to changes in details of various services compared tostandards in normal times.
（5） The use of the recently developed COVID-19 Contact-Confirming Application (COCOA)
should be publicized and disseminated, as should the notification services in each region.
（6） In addition to guidance in the programs and over websites, send e-mails to all the registeredparticipants to notify infection countermeasures.
（7） Provide the latest information on restrictions on entry to Japan that are in place as a part of theJapanese government’s “New measures to strengthen border measures,” such as the Ministry ofForeign Affairs’ website.
（8） When MICE participants use public transportation systems, they should be reminded to stagger
the times of the trains, etc. used. Where pre-booking or other systems can be used to promote
staggered use of public transportation systems, their utilization should be considered.
（9） Regarding private dining during the MICE events too, MICE participants should also be
reminded that they should avoid crowded places and encouraged to use restaurants with proper
infection countermeasures in place.

III. 2. During MICE events
MICE events are varied in terms of theme, participants’ attributes, scale of event and hosting facility,
and therefore require responses tailored to the circumstances of their hosting.

In response to the fact that the Expert Meeting’s recommendations on “a new lifestyle” also stated thatthe distance between people should as far as possible be kept at two meters (or a minimum of
one meter), countermeasures shall be taken that include consideration of the scale of the event andsize of the rooms.

It should be noted that participants should refrain from conversation as much as possible and if there
are any participants who speak in loud voices, staff members should be posted at appropriate spots sothat they can warn those participants individually.

The following are measures that should be referred to by organizers and operators in order to preserve
the safety of participants in the main situations occurring when MICE events are held.

III. 2. 1. Participant registration reception(1) In addition to requesting participants to have their temperatures’ read before entering therooms, the criteria for self-restraint concerning visiting the rooms (mentioned above) shouldbe publicized on the official website of the event, and clearly indicated at the entrances to the84th Edition (January 18, 2021)
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hosting facility. Furthermore, QR codes should be displayed at the entrances and beside thereception counters so as to promote the uses of the COVID-19 Contact-Confirming Application(COCOA) and the notification services of each region.
(2) By following the procedures detailed below, the distance between the participants queueing at thereception desks should be kept to a minimum of one meter.
a) Restrict the number of people who can enter the rooms at one time.
b) Devise the structure of the event program (by, for example, staggering starting/finishing times
when several rooms are used), to split up the timing of arrival at the rooms.
c) Use floor markers etc. to guide participants, and secure distance between people.
d) Station guide staff, who will manage the execution of the above and request the cooperationof participants.
(3) In order to deal with people who are running a temperature upon entering the rooms situate anisolation zone near the entrance/exit. In addition, using temperature reading equipment(thermography etc.) and the stationing of staff with non-contact thermometers, swiftly guide
those with temperatures over a certain level to the isolation zone, contact medical institutions andfollow their instructions. As a rule of thumb in these guidelines, a person with a temperature of
37.5°or over is considered to have a fever.
(4) Temperature reading should also be conducted for speakers in the similar manners to thoseof general participants. If as a result they are found to have a fever which exceeds certain limits(37.5°or over for example), such countermeasures should be considered as cancelling theirspeeches or changing them to on-line lectures.
(5) Those who have had their temperature read should, for example, affix on their name tags adifferent colored sticker each day to raise visitors’ awareness of infection countermeasures andcreate a sense of security.
(6) At the participant registration reception desk (or via prior participant registration) ascertain allparticipants’ names, affiliations, telephone numbers and e-mail addresses, etc.), andimplement measures to enable the tracking of people if necessary. Give prior notice toparticipants that in the event that it is necessary the above information may be provided to publicbodies such as public health centers.
(7) In order to reduce the handling of cash to the maximum extent possible, examine theintroduction of prior participant registration and cashless payments.
(8) In order to reduce the chances of direct contact between reception staff and participants during
reception hours and congestion around the reception area to the maximum extent possible, it isrecommended that technology such as tablet terminals and others is used.
(9) Request participants to wear masks, observe coughing/sneezing etiquette, and wash anddisinfect their hands and fingers. Maintain a certain amount of masks at the participant
registration reception desk in case people come without a mask.
(10) Plan a route to guide participants to the point for reporting their health condition by submitting
the check sheet of the state of their health etc.

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Japan Convention Management Association(11) Also consider trying the use of acrylic panels and transparent vinyl curtains in order toshield participants and staff from each other. When installing such shields for droplet infection
prevention, attention should be paid to avoid any impact on ventilation, and they should not, inprinciple, be installed close to fire-using equipment and devices or such heat sources asincandescent light bulbs. Shields should be made of flame-retardant (flame resistant,non-combustible or flame-proof) materials.
(12) The staff at the participant registration reception desk must wear masks. Also consider theuse of face shields, and maintain appropriate spaces between staff.
(13) As a countermeasure against heat stroke, on summer days when the temperature and humidity arehigh it is permissible for participants and operational staff to remove their masks when outdoors
as long as sufficient distance between them can be assured (two meters or more).
(14)

Avoid the passing out by hand of congress bags, pamphlets, leaflets and questionnaires etc.,
and request the participants to collect such items themselves. The digitization of paper
media is desirable.

(15)

In order to secure social distancing during times when the arrival of participants is concentrated
consider opening the reception desk, once staff are ready for handling participant registration,
earlier than the planned venue opening time so that crowds of participants do not form.

(16)

As it is foreseeable that VIP participants will not pass through the same registration desks andtemperature-reading

areas

as

the

ordinary

participants,

considerimplementing

temperature-reading in separate rooms according to budget.

III. 2. 2. Cloakroom spaces（1） Ask participants to look after their own hand baggage as much as possible, and in the event thatcloakrooms are set up consider the use of acrylic panels and transparent vinyl curtains as at
the registration reception desks.
（2） Staff at cloakroom spaces should wear masks and gloves, disinfect their hands with alcohol
hand sanitizers and wash them at frequent intervals. Also consider the use of face shields.
（3） Consider using disposable paper cloakroom tickets.
（4） Notify the participants in advance if it is decided that cloakrooms will not be made available as aninfection countermeasure.
（5） Since it is possible that the risk of infection will be heightened during the winter when cloakrooms
are requested to look after more coats, inform participants in advance of measures such as
requesting them to leave their coats in their place of accommodation.

III. 2. 3. Session rooms（1） As far as it is possible select session rooms in which physical distance between participants
can be maintained, according to the expected size of the audience.
（2） With regard to the capacity rate for MICE events without loud shouting or cheering by theparticipants, up to 100% of the maximum capacity in the session rooms can be allowed.

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Seating arrangement in such situations should avoid close-contact setups while maintaining
proper physical distance between participants.
In the case of events in which loud shouting or cheering are expected to occur, only up to 50% of
the maximum capacity can be allowed. Where there is no maximum capacity specified, sufficientphysical distance between participants should be secured.
（3） The use of standing room should in principle be prohibited.
（4） During panel discussions adequately secure the distance between speakers, and between
speakers and audience （as far as possible keep it at two meters (or a minimum of one
meter)). In the event that such distance cannot be secured, also consider the installation of acrylic
panels around the speakers.
（5） At the room entrance implement restrictions on the number of people who can enter, andprevent the session room from becoming a crowded place.
（6） Assume there may be cases in which not all participants can enter the session room, and consider
establishing a room where the proceedings can be watched via live broadcast.
（7） Clearly separate the entrances and exits to the room, lay appropriate directional floor markers
so that those entering and those exiting do not intermingle between sessions, and use clear
notification signage throughout the room.
（8） Take measures at room entrances such as providing liquid or gel hand disinfectant.
（9） In addition to mechanical ventilation, as far as possible leave open two doors at theentrance/exit, etc. and strive to keep the room well ventilated.

▶In the event that ventilation is difficult due to the structure of a room, consider the
installation of a device such as a circulator.

▶Since some doors will be kept open, endeavor to give directions in order to maintainsilence in the corridors, lobby and areas around the session room.

▶In cold environments during winter etc. take care to maintain an appropriate indoor
environment (temperature and humidity) while also providing sufficient ventilation.
（10） With regard to jointly used items and equipment such as microphones, strive tofrequently disinfect or change them, and consider the introduction of alternativetechnologies such as chat systems for Q&A from the floor.
（11） Avoid the passing out by hand of pamphlets and other material and request the participants
to collect such items themselves. The digitization of paper media is desirable.
(12)Prepare an in-venue network and Wi-Fi environment for the downloading of electronic media.

(13) Before the start of sessions use the screen to notify and make participants aware of
infection prevention measures etc.
(14)

Items lent to participants such as simultaneous interpretation receivers should be sterilized
in advance, and their use must be withdrawn in the event that they cannot be adequately
sterilized. It is therefore necessary to ensure an adequate amount of such items is secured.

▶Also consider the introduction of simultaneous interpretation systems that can belistened to by participants on their own smartphones or tablets.

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Japan Convention Management Association（15） The section below on “eating venues” describes measures regarding luncheon sessions with theprovision of lunch boxes or pre-packed food.
（16） In the event that a poster session area is set up within the exhibition site, follow the measures in
III.2.4. “Jointly organized exhibitions.” It should be noted that in order to minimize face-to-facetalks, digital Q&A methods should be considered, including electronic posters.
（17） Consider regulating departure from the venue in order to avoid close contact due to crowding on
escalators and in halls after sessions.

III. 2. 4. Jointly organized exhibitions
Exhibitions held jointly with conventions:（1） If the room is also the exhibition room, the move-in and move-out entrance should bepartially opened to create an air flow.
（2） During the exhibition period, at the end of each day the aisles and common areas should be
disinfected where necessary.
（3） The state of crowding in the rooms should be frequently monitored, and in the event that it isjudged that adequate space between participants cannot be secured (as far as possible it should
be kept at two meters (or a minimum of one meter)), entry should be restricted.
（4） Request the cooperation of exhibitors in placing restrictions on the number of staff providing
explanations per booth.
（5） Request exhibitors to conduct measures to prevent contact infection from exhibits (byfrequently disinfecting them and prohibiting anyone from touching them without permission).
（6） Request exhibitors to avoid handing out explanatory material and request the participants tocollect such items themselves. Alternatively, request them to make every effort to provide
material in electronic format. Request that all computer terminals/devices are frequently
disinfected.
（7） In the event that restrictions are placed on the exhibitors regarding distribution of explanatory
material or the enticement of participants to booths is forbidden, ensure that such measures areproperly explained and requests for cooperation made at the explanatory meetings for exhibitors.
（8） Request exhibitors to ensure those providing explanations consider the use of face shields, etc.,
as well as masks.
（9） Request exhibitors to allow for more space than usual when planning the booth design.
（10）Request exhibitors to refrain in principle from providing food/drinks in booths, and if
provided ensure the same care as in parties and social gatherings is paid.
（11）Consider making exhibitor passes disposable in order to avoid them being reused by others, andthe distribution of new passes to exhibitors each day.
（12）With regard to the setting up of exhibition booths and the operations within the room, refer tothe guidelines of the applicable industry organization such as Japan Exhibition Association.

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Please note that if associated events involving the participation of local people are hosted, it ishighly desirable that the policies and guidelines of the local government where the events areheld and related organizations are referred to.

III. 2. 5. Eating venues
The purpose of the parties and social gatherings hosted in tandem with MICE events is not simply toeat; they are opportunities for networking between participants, which could be described as animportant purpose of hosting physical MICE events. However, since masks are removed while eating
and drinking and the risk of the spread of infection is heightened there is a need for various measures
to minimize that risk.
Note that luncheon sessions etc. at which food is provided are vital parts of MICE event programs, andseparate measures should be taken to those for parties and social gatherings at which the main purpose iseating and networking.
（1） In the event that parties or social gatherings where food and drinks are served take place, as is thecase with the session rooms, rooms of a size in which physical distance between participants(as far as possible it should be kept at two meters (or a minimum of one meter)) can be
maintained must be selected according to the number of expected participants, and care taken to
ventilate them through the use of ventilating equipment or by leaving doors open.
（2） When using places for the provision of food, they should hold only up to 50% of their maximum
capacities. Where there is no maximum capacity specified, sufficient physical distance between
participants should be secured.
（3） Adopt a prior registration system in order to ascertain the number of participants.
（4） Where possible, consider shortening the time of these events or using outdoor spaces.
（5） In order to secure distance between people, consider refraining as much as possible fromstand-up meal formats and use a seated service format.
（6） Participants should be reminded via in-room announcements and so on that they should always
wear masks while not eating and drinking.
（7） When using a seated service format, secure distance between tables, seat people at tables in
numbers that maintain distance between them, and also arrange seating diagonally from eachother.
（8） Make every effort to avoid buffet formats in which large numbers of people take food from thesame serving dishes, and implement individual provision of pre-packed food or lunch boxesetc.
With regard to the provision of lunch boxes, consider measures such as asking participants
to take them to the table themselves rather than handing them out.

（9） When standing networking is conducted, notify participants in advance to wear masks andcommunicate with each other while maintain physical distance, using notices and in-roomannouncements.
（10）Another option is to provide networking time at a separate room prior to meals.

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In such cases, remind participants to wear masks, design a layout that will avoid crowding, andrequest that conversation during meals be kept to an absolute minimum.
（11）Secure an adequate distance between participants and stages (as far as possible it should be
kept at two meters or more) where greetings are given or entertainment presented. Refrain frompresenting entertainment that involves the entertainers speaking in loud voices.
（12）Consider the use of video screenings and other content that can be enjoyed without conversationin order to minimize movement between tables at meal times.
（13）Consider the use of radio system equipment in order to secure distanced between interpretersand participants in the event that whispered interpreting is used.
（14）Take the following measures at luncheon sessions etc. hosted with the provision of food.
a) Ensure the meals provided are boxed or packed, and either place them at the seats in advance or
ask the participants to collect them upon entry.
b) If participants arrive at the eating venue before it opens, ask them to wait in line and maintain an
appropriate distance so that close contact is prevented.
c)Strictly enforce the wearing of masks at times other than eating or drinking.

▶Check that masks are being worn upon entry, and distribute or sell them where necessary.
▶Prior to the start of sessions use slides or announcements to notify the need to wear
masks at times other than eating or drinking.

▶Organize an appropriate monitoring system within the venue and request that masks areworn without fail.
d) Forbid eating or drinking during Q&A sessions at which people are likely to speak, andconsider the use of alternative technologies for Q&As such as chat rooms etc.
e) Take care to ensure adequate ventilation.
f) Ascertaining contact points▶ Ascertain contact points using an advance reservation system or designated seats as far
as possible, or by identifying participants upon entry.
g) Shortening meal times▶Request participants to eat swiftly in order to greatly minimize the time they remove theirmasks.
（15）Eating and drinking should be allowed only in rooms and areas with appropriate infection
prevention countermeasures in place. Eating and drinking in public spaces during break timeshould therefore be refrained from.

III. 2. 6. Public spaces (foyers and general directional routes, etc.)（1） Envisage beforehand events, times of the day and places in which crowding is expected, use floor
markers and partitions etc., take steps to avoid concentrations of participants in queues and so
on within certain areas, and when necessary implement restrictions on the number of people.

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Japan Convention Management Association（2） In cases in which multiple events are being held on the same day at a room, coordinate
beforehand as it will be necessary to segregate the registration reception desks and separate theresultant directional routes and queues.
（3） Particular care is necessary in the event of the operation of shuttle buses and so on in which large
numbers of participants will become concentrated.
（4） Directional guidance provided by the operational staff should be given using a megaphone, etc.
in order to prevent speaking in a loud voice.
（5） Identify the places and times that participants are likely to gather, and take steps to disperse them(for example, positioning guidance staff in such areas).

▶During break times in particular, people become concentrated in places such as restrooms,
so devise the structure of the event program in order to achieve the dispersion of crowds.

▶The event should in principle be non-smoking, and indoor smoking areas at facilities
closed.
（6） Use signboards, etc. in appropriate parts of the room to post notices requesting the cooperation ofparticipants in measures regarding the prevention of the spread of infection.
（7） Consider establishing outdoor resting places, taking into account the weather.
（8） In cases in which the hosting venue is a hotel, carefully consider the location oftemperature-reading points as it is possible that participants staying at the hotel in question willenter via different routes.

III. 2. 7. Emergency responses（1） Enact measures to deal with the occurrence of participants or operational stakeholders whoare suspected of being infected.
It is essential to establish a designated first-aid office, prepare the requisite equipment/supplies,
and discuss and make a manual on response procedures with the hosting facility.
a)

If a participant or operational stakeholder shows symptoms of possible infection swiftly
isolate them in an isolation space established near the reception desk or the first-aid office.

b)

Staff responding must wear masks, gloves, face shields and if possible gowns.

c)

Swiftly contact a medical institution and follow the instructions given.

d)

Depending upon the symptoms of the participant, the person in charge at the organizers or the
person responsible for operations should provide an explanation and request them to go home.

e) Be thorough in washing hands before and after dealing with such occurrences.

III. 3. After events（1） If a participant or operational stakeholder is suspected of being infected, cooperate with anyquestioning by public institutions such as public health centers, and provide them with therequisite information.

▶Pursuant to the information acquired on participants, share the information withparticipants who may have come into close contact with the infected person, and advise

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Japan Convention Management Association
them to seek medical diagnosis in the event that they are displaying any symptoms
suggestive of infection.
（2） Note that from the perspective of protecting personal information, adequate measures to store
the list of participants must be taken. For the foreseeable future, it should be stored for at least
one month.

IV. Safety of operational stakeholders
The operation stakeholders include various directors, part-time staff, sound, lighting and video
operators, construction staff and the staff of the hosting facility. Since it is possible that these personnel
may change from one day to another set up a system through which the organizers and operators canthoroughly manage personnel.
（1） Provide adequate explanation about infection prevention measures at the orientation briefing for
operational stakeholders.
（2） Before starting work, take temperatures and check for any noticeable symptoms,summarize them to the persons responsible for operations and keep a record.
（3） Consider measures to provide participants with peace of mind such as affixing “temperature-read”
stickers on name tags each day when operational stakeholders have had their temperature readupon arriving at work and no abnormalities found.
（4） Stipulate in advance the contact and decision-making process for the occurrence of people
displaying symptoms suggestive of infection, and take measures such as requesting operational
stakeholders to wait at home.
Also request them to wait at home in the case that they turned out to have been in close contact
with a COVID-19 infected person, and that they have been in close contact within the previous 14
days with a traveler from or resident in a country or region subject to entry restrictions.
（5） Ensure thoroughness in hand-washing and disinfecting of hands and fingers when staff
check-in for work, when they commence the duties at each position they are in charge of, andafter using toilets.
（6） All operational stakeholders must wear masks.
（7） The registration reception desk and cloakroom staff, who are at a higher risk of direct
infection, should wear gloves. Also consider the use of face shields.
（8） Calculate the requisite number of operational staff for the safe and anxiety-free operation of theevent, and devise job rotation schedules.
（9） With regard to work, take the necessary steps to maintain health such as ensuring appropriate
breaks and rehydration.
（10）As a countermeasure against heat stroke, those working outside on hot and humid summer days
may, as long as adequate distance between people can be secured (two meters or more), may
remove their masks.

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Japan Convention Management Association（11）Liquid hand and finger disinfectants should be placed at points where people who are handling
cash and participants’ baggage but cannot frequently wash their hands are stationed.
（12）All operational stakeholders should be aware of their social responsibilities and ascertain thestate of their own health.
（13）Encourage each and every member of the operational staff to maintain their health by eating asufficiently nutritious diet and taking adequate sleep.
（14）Consider the installation of acrylic panels in the operational secretariat, a u-shape style conference
room setup rather than a banquet style setup, and other measures to ensure operational
stakeholders are not directly facing each other such as seating them at the inner side of the u-shape.
（15）Manage transceivers used for operational purposes on an individual basis and do not allow them tobe used by other staff.
（16）Consider the installation of air circulators in order to ensure thoroughness in the ventilation of
streaming venues and rooms where operators are permanently stationed.
（17）Consider the formulation of programs without tight time schedules, the positioning and thenumbers of staff in attendance, as situations in which operational stakeholders congregate at meal
times etc. may arise.
（18）Strive to improve literacy of operational staff concerning safe and anxiety-free operations by
including in their manuals the latest governmental guidelines and standards as of the time of
hosting.

V. Matters to be requested of the hosting facilities
In order to enable MICE events to be operated safely and free from anxiety for participants, organizers
and all operational stakeholders, the cooperation of the hosting facility should be asked for and close
collaboration with the facility conducted.
（1） Consultation between hosts and stakeholders
Preparatory meetings on the hosting of the event should be held between the organizers
and operators.
In particular, if multiple events are being hosted on the same day at the same facility, separate
the location of registration reception desks, routes and queues.
（2） Since there are differences in the responses and conditions relating to infection countermeasures at
each facility it is foreseeable that each event will require coordination and checking. Try tocoordinate from the start the matters stated in these guidelines and the management rules of the
facility concerned.
（3） Even when an entire venue is block booked, since unidentifiable people are likely to enter it in thecase of public facilities try to coordinate in order that the strongest possible collaborative
relationship can be achieved between the facility side and the organizing/operating side.
（4） Increase the frequency of cleaning and disinfecting within the facilities, and make a particulareffort to remove all items that people are likely to come into contact with often.

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4th Edition (January 18, 2021)
Japan Convention Management Association（5） In order to enable visitors and operational stakeholders to disinfect their hands, place hand andfingers disinfectant around entrances and in easily reachable places (after touching door knobsetc.) and in restrooms. Do not place items for shared use such as towels etc. in restrooms.
（6） Temperature-reading equipment (thermography devices, etc.) and non-contact
thermometers should be installed.
（7） Share with hosting facilities the way to distinguish people who have had their temperature readfrom those who have not.
（8） Regularly disinfect items, places and materials that unidentified numbers of people are likely totouch such as tables in rest areas, chairs and touch-screen panels.
（9） Disinfect all the materials and equipment loaned out by the facility at the end of each day(microphones, podiums and moderator’s desks, etc.)（10）Air circulation in the facility
Use the air circulation and ventilation systems of the facilities to let in fresh air.
In cold environments during winter etc. take care to maintain an appropriate indoor environment(temperature and humidity) while also providing sufficient ventilation.
（11）Prevention of closed spaces and infection dispersion
In order to prevent closed spaces and poorly ventilated spaces and places where people gather incrowds, close the smoking area.
In order to prevent dispersion, switch off the hand-driers in restrooms.
（12）The facility staff must wear masks.
（13） Checking medical institutions and public health centers
In order to enable swift collaboration in the case that a participant suspected of being infected
emerges during the MICE event, check the contact numbers of the nearest medical
institutions and the public health center with jurisdiction over the site.
（14） Establishment of first-aid office
Secure a place where participants suspected of being infected or with health problems cantemporarily stay.
（15） Cleaning
Garbage to which nasal mucus or saliva is attached should be placed in a plastic bag and tightly
closed. Personnel collecting garbage must wear masks and gloves while working and without failwash their hands with soap and running water after removing their masks and gloves.

VI. Matters to be requested of hosting local governments
and convention bureaus
Obtain an understanding of the fact that when MICE events are hosted participants will comefrom other prefectures and other nations.

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Japan Convention Management Association
In addition, with regard to the operation of safe and anxiety-free MICE events, request cooperationand support as the hosting site, including fostering interest in the event.
（1） If the local government has its own guidelines, seek to coordinate them with these guidelines
and ask for their understanding in avoiding any disagreement about operational methods.
（2） In cases of large-scale events with more than 1,000 participants, report about the evens to thehosting local governments and discuss capacity rate limitations etc.
（3） In cases in which the local government and the convention bureau have in place a system forsupporting infection prevention measures, check the applicable conditions, details of support,
application methods, and consider the use of such systems.
（4） When MICE events are convened, report to the local governments that these guidelines will be
stringently observed and infection prevention countermeasures pursued.

VII. Creation of a verification and collaboration system
JCMA will pursue the following initiatives in order to ensure that all hosts can convene MICE eventsin safety and peace of mind.
 JCMA will compile examples of cases in which it is deemed that its members have contributed tothe safe and anxiety-free operation of MICE events, as well as cases in which there was a need toreconsider the way that a MICE event was operated.
 When necessary, information will be provided to members, and ongoing efforts will be made to
improve and standardize the operational knowhow of members, and their sustained awareness of
infection countermeasures.
 JCMA will put forth efforts to share information through collaboration with other
MICE-related organizations.
This information will from now on be accumulated as operational methods that can contributeto the hosting of safe and anxiety-free MICE events, and will be reflected in future revisions
made to these guidelines.
JCMA has publicized these guidelines (posted for guidelines of each business category) on thewebsites of relevant organizations as well as JCMA website so that not only JCMA members but
also organizers and MICE stakeholders can organize and operate MICE events safely andsecurely.

Revision history
1st edition issued on June 23, 2020
2nd edition issued on July 6, 2020
3rd edition issued on September 18, 2020
4th edition issued on January 18, 2021

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