Covid-19 Risk Assessment Plan

 

 

About Ambiance Incentives:

Ambiance Incentives is a leading, Accredited Destination and Event Management Company in Spain, with offices in Barcelona and Sevilla. We offer qualified destination and event management services all over Spain including the Balearic and Canary Islands, as well as in Andorra and Gibraltar.

 

Goal of this Plan:

The goal of this plan is to provide our clients, suppliers and third parties including public authorities and media with a comprehensive guide of what we are doing concretely in order to assure the provision of destination management services in Spain in times of the Covid-19 disease.

 

Introduction:

Covid-19 is a deadly global disease that will keep being a health danger until a vaccine or strong medication is found. At the same time, tourism and travel is an important cornerstone of our modern societies and economies, representing approximately 10% of GDP in the world. Consequently, this pandemic requires important sanitary measures from all suppliers involved in the delivery of touristic services, including destination management services for the global MICE industry.

In Spain, tourism represents directly 13% of GDP and almost 16% of the labour force is employed directly in the tourism sector, which means that the country is even more exposed to the danger of Covid-19. Since June 2020, Spain is re-opened for business and especially for tourism, and being one of the most important tourist and MICE destinations in the world, Spain provides transparent and detailed information on the sanitary situation in the country and the measures taken, with the aim to reconquer the confidence of its esteemed visitors.

This document gives an overview of concrete measures in place with regards to the on-site handling of operations performed by Ambiance Incentives and our suppliers, being it in the frame of an incentive group, special interest group, meeting, conference, congress delegation, product launch, social event, or any other type of event. 

 

Concrete Measures:

 

A. Airports, Ports, Train Stations and other Points of Entry into Spain

 

  • These public areas which can get massified are difficult to control, consequently health measures by public authorities in Spain are very rigid. Everybody has to follow the instructions by the port authorities at any time, and wear a face mask at all times while being on the premises of a Spanish airport or harbour; this is mandatory for everyone (exceptions in place for children, elderly, and handicapped).
  • Thermal camera screening, sanitizing foot mats, hand sanitzers, social distancing stickers, density monitoring systems, digital warning panels, fresh air ventilation system, medical waste bins, UV disinfection of moving walkways and stairs, autonomous robotic cleaners, contactless security control, one-person-at-check-in rule, sanitizing of luggage pieces, enhanced e-passport entry with special sterilisation system, PCR testing for arriving passengers, and further sanitary measures are in place at the most important Spanish airports.
  • Our staff and guides wear gloves while operating.
  • Our staff and guides carry a small bottle of hand santizer, and use it constantly.
  • Our staff and guides carry digitally a full list of emergency preparedness.
  • Our staff and guides carry digitally a full details of guests for contact tracing in case of infection.
  • Our staff and guides carry a Liability Waiver document which guests must sign in case of taking own decisions that are not approved, i.e. taking a taxi or a public bus.
  • No paper or plastic signage; we use ipads or even smartphones for receiving guests.
  • No handshakes when welcoming guests, social distancing kept.
  • Guests are requested to wear face masks on the plane, inside the terminal, on the coach.
  • Guests who feel uncomfortable or sick are not allowed to board the vehicle.
  • Our staff and guides carry an infrared thermometer and take the temperature of guests when getting on the coach.
  • Our Operations Manager controls and communicates to client and authorities any events related to Covid-19.

 

B. Transportation
 

Air:

 

  • Sanitary measures on all type of aircrafts including helicopters are fully prescribed by public authorities, airlines and air transportation companies, and can be reviewed on the corresponding websites.

 

Train:

 

  • The Spanish train company RENFE has put into place all sanitary measures and protocols we could think of, and is an approved supplier by Ambiance Incentives.
  • Installations, accesses, wagons, trains, seats etc. are constantly cleaned and disinfected. Food is packed. Small devices (earphones etc.) are removed or reduced to a minimum, and if still in place, either discharged or disinfected after its use. Staff is wearing masks and gloves at all times.
  • The company has reduced the frequency of trains to 50%, but is supposed to increase it again back to its regular schedules during summer 2020.
  • Passengers have to have pre-paid tickets, buying tickets on the spot is not an option. Tickets should be available in digital format.
  • Passengers are only allowed into the train station 60 minutes before train departure, which means the group shouldn't arrive there to soon.
  • Access to train stations only with face masks. VIP lounges are open but offer restricted services (no newspapers or magazines, food and drinks only packaged etc.).
  • Social distancing is important, and guests are requested to spread out inside the terminal, on the platform, and on the train.
  • Loading and unloading of luggage must be organised in a way that avoids crowding; this should be discussed with the client upfront so to avoid any unnecessary risks.

 

Road:

 

  • Ambiance Incentives compromises on only contracting transportation companies that fulfill the sanitary requirements established by the local public authorities. All transportation suppliers have to have in place a contingency plan adapted for Covid-19, and we will revise and if necessary discuss with them.
  • Transportation companies are obliged to clean and disinfect all used vehicles profoundly after each use; no vehicle can do two subsequent tours without having been fully disinfected in between.
  • Due to sanitary restrictions and for the time being, Ambiance Incentives can only provide clients with exclusive road transportation services. Public road transportation such as taxis, public buses, hop-on hop-off buses and also metro (underground) are eligible for now only at own risk.
  • At this time, the maximum capacity for buses, minibuses, minivans and other vehicles is 50% of its maximum capacity. Passengers are requested to spread out as much as possible, our staff, drivers and transport staff entitled to give clear instructions.
  • Guests are requested to wear face masks on the coaches.
  • Guests are requested to spread out at waiting areas, smoking areas and other public spots.
  • Drivers and transportation staff wearing face masks and gloves at all time.
  • Drivers are protected through plexiglass panes intalled.
  • Hand sanitizers available on all vehicles.
  • Boarding and leaving coaches only through backdoor.
  • Available video screens and speakers used during travelling for security messaging.
  • Air ventilation must be on throughout the trip. Natural air should be prioritised whenever possible.
  • No eating, drinking, smoking etc. on board, no privatised items allowed for the time being.
  • Loading and unloading of luggage must be organised in a way that avoids crowding; this should be discussed with the client upfront so to avoid any unnecessary risks.
  • Private cars and rent-a-cars are a suitable alternatives to coach transfers as they reduce the risk of contagion, and can well be considered by the organisers.

 

Waterborne:

 

  • Ambiance Incentives compromises on only contracting boat companies that fulfill the sanitary requirements established by the local public authorities. All transportation suppliers have to have in place a contingency plan adapted for Covid-19, and we will revise and if necessary discuss with them.
  • Boat companies are obliged to clean and disinfect all used vessels profoundly after each use; no vessel can do two subsequent tours without having been fully disinfected in between.
  • Due to sanitary restrictions and for the time being, we can only provide clients with exclusively chartered waterborne vessels. Public waterborne transportation such as water taxis, public catamarans, ferries etc. are eligible for now only at own risk.
  • At this time, the maximum capacity for catamarans, sailing boats and other vessels is 50% of its maximum capacity. Passengers are obliged to spread out as much as possible, our and vessel staff are entitled to give clear instructions. Whenever possible and weather allowing, passengers are asked to move to the open spaces of the boat.
  • All staff on vessels wearing face masks and gloves at all time.
  • Hand sanitizers available on all vessels.
  • Available speakers should be used during travelling for security messaging.
  • Limited access to quays and lanes where guests can embark and disembark. This needs to be discussed and established with the boat company and the port authority upfront so to avoid any unnecessary risks.
  • Food & Beverage on board only through packaged products.
  • Boats and other vessels require special hygiene measures due to the many surfaces guests come in contact with. Every boat company should provide clients with a detailed contnigency plan.
  • Boat ompanies should develop a special protocol for passengers who start feeling sick while on board; it is important to isolate this person until the trip is finished.

 

C. Hotels
 

General:

 

  • Ambiance Incentives prioritises hotels that are flexible in their contracting terms and conditions (deposits, cancellations, Force Majeure etc.).
  • Ambiance Incentives compromises on offering and using preferably hotels that are certified for "Safe Tourism Certified" by the Spanish government.
  • Chosen hotels compromise on establishing and enforcing a Covid-19 contingency plan that includes all concrete measures it puts into practice so to ban the virus from its premises, and that is flexible towards new developments.
  • In particular, this contingency plan has to include policies and measures that would be adopted in case the hotel gets isolated by the public authorities because of an outbreak, with the group being stuck inside the hotel.
  • Hotels need to include in their contingency plan having available a separated wing or floor for guests with symptoms of Covid-19 who have to be isolated.
  • Rooms that have been occupied by isolated guests have to be completely disinfected and must not be used again for new guests during minimum 7 days
  • Ambiance Incentives prioritises hotels that can be booked exclusively. If not possible, then the chosen hotel compromises on lodging the group on the same floor or floors, possibly exclusively, and on giving spaces on exclusive base to the group (i.e. breakfast area, luggage room etc.) so to minimise exposure to infections.
  • Chosen hotels compromise on being transparent regarding Covid-19 to its fullest extent, especially in case of detection of the virus or a larger outbreak.
  • Chosen hotels appoints a special committee that is in charge of overlooking all sanitary measures and that is in constant and direct contact with police, hospitals, and public authorities.
  • Chosen hotels compromise on having medical staff and equipment available at all times.
  • Chosen hotels compromise on offering constant training on sanitary measures to its staff.
  • A full list of measures and requirements is available for all guests, staff and third parties – online and also with special signage on the premises.
  • Hotel staff provided with EPI's (Individual Protection Equipments).
  • Hotel staff wearing face masks and gloves at all time.
  • Hotel staff scrutinized through health checks by medical support on a constant base.
  • Hotel staff is not allowed to access the premises in case of symptoms, or feeling unwell.
  • Pre-arrival communication for guests on measures and procedures.
  • Guests are requested to wear face masks and to maintain social distancing in all public areas.
  • Limited capacities at public areas (restaurants, bars, pools, gyms, kids clubs etc.).
  • Constant cleaning and disinfection of all public areas.
  • Hotels will integrate new technology so to reduce interaction among staff members and with hotel guests, with a particular view on "contactless".
  • Hotels should have an own app so clients can interact easily with the hotel while being there; guest should be encouraged to use it.
  • Hotels have a strict control over provider and products entering the hotel, including temperature checks, disinfection etc.
  • Hotels carry out satisfaction surveys after guests have left, with special consideration of Covid-19 related measures, so to optimise them.

 

Hall:

 

  • Sanitizing foot mats, hand sanitzers, and social distancing stickers are implemented and easily recognizable. Hand sanitizers are replenished constantly.
  • Temperature checks of guests upon arrival and upon entering or re-entering the premises.
  • Reception desks protected by plexiglass, and sanitized after every guest.
  • Digital check-in and check-out, if possible.
  • Hospitality desks for group arrivals should be avoided, same as deliveries of gifts, letters etc. to the rooms.
  • Pre-payment necessary per credit card online; invoices to be sent after checkout per email. The use of cash should be minimised so to reduce the risk of contagion.
  • No concierge services for the time being.
  • Luggage service is available, once the luggage is disinfected by the hotel. Bellboys will leave the luggage pieces in the gangway, in front of the client's door.
  • Newspapers, magazines books, refreshments etc. are removed.
  • No extra seating facilities in the hall; the pre-stalled furniture to be used only in accordance with social distancing.
  • Touchable items such as playing machines, computers, printers, ATM's etc. closed.
  • Use of stairways instead of elevators wherever possible.
  • If elevators have to be used, only 30% of capacity should be used (i.e. an elevator for 8 pax can now only be used with 2 pax).

 

Common Areas:

 

  • Maximum capacities for meeting rooms, pool areas, gym, restaurants, bars etc. established and controlled by hotel staff.
  • Extra hotel staff on site for verifying that sanitary measures are kept (no crowding etc.).
  • All touchable items should be removed, including hand towels in restrooms.
  • Exhaustive and continous cleaning of all common areas, with special note on restrooms which should be cleaned at least 5 times per day. Also the entire pool area should be cleaned and disinfected at least twice per day.
  • Constant air ventilation of all common areas.
  • Hand sanitizers and disinfection materials available at several distribution spots available.
  • Pools: 2m distance between sunbeds, compulsary use of towels on sunbeds. They will cleaned and disinfected after the occupant has left and before it can be used again.
  • Limited simulteanous access of guests to pools.
  • Water quality of pools is constantly controlled and maintained.
  • Gyms, fitness centres and spas are areas of high risk and need to be re-arranged so to guarantee social distancing, and extra cleaning measures will be practised. It is recommendable hotels request bookings.
  • Personalised treatments and massages are not available for the time being.

 

Restaurants & Bars:

 

  • Maximum capacities established according to guidelines of public authorities. Reduced seating capacities in restaurants and on terraces which respect social distancing.
  • Food services in intervals, which means on one hand that hotels have to compromise on extending their opening times for each service, and on the other hand that guests receive time intervals in which they can come to breakfast, lunch and dinner. It is important to respect punctuality, Covid-19 is a deadly disease and if guests run late they won't be able to eat at a later stage.
  • F+B department makes sure the supply chain for ingredients is clean and safe.
  • F+B department evaluates innovative technologies and measures to enhance cleanliness and security, i.e. pulverization, air filtration, digital ordering etc.
  • F+B department optimizes work chains in kitchen, store and service, so to minimise possible infections.
  • Hand sanitizers at entrances, the use by clients is compulsary and will be controlled by hotel staff. Entrance doors should be open during services, social distancing stickers showing guests the way to follow.
  • Continental breakfast will be prioritised to buffet breakfast.
  • Buffet lunch and dinner will be replaced by à-la-carte, if possible.
  • Table service is prioritized, so to avoid guests walking around as much as possible.
  • Food to share needs to be removed from the menu, only individual dishes.
  • The menu is made available digitally.
  • If buffet lunch and dinner is a must, then hotel staff will serve from the buffet from the back, while food is protected through plexiglass panes. No open food at any time!
  • Tables should be prepared with individual paper tablecloth and covered with a packaged cover. No oil, vinegar, salt, pepper, toothsticks, menu cards etc. on the tables. Personalized treats and condiments to be served in special packaging.
  • Sterilized and packaged service plates to be placed once the guests are seated at the table.
  • Disinfection of tables and chairs after guests leaving, before it will be used again.
  • Profound cleaning using disinfection agents of all installations after closure.
  • Room service and lunch boxes etc. are offered actively by the hotel, as alternative to restaurants. Delivery outside the guest room in sterilized and packaged boxes.
  • Bar areas should be protected through plexiglass panes (like reception desks).
  • Guests in bars are invited to sit down and use the tables and chairs provided, so to avoid standing at the bar where social distancing is more difficult to control.
  • Lobby coffee and early-bird breakfasts have to be staffed and served.
  • Banqueting for events in accordance with the regulations established by the corresponding public authorities, i.e.:

    - Social distancing: only maximum 4 guests per table

    - Social distancing: 2m distance between each table

    - Maître overlooking service and fulfillment of sanitary measures

    - number of waiters reduced to a minimum

    - waiters wearing face masks and gloves

    - no items such as flower decoration, menu cards, salt & pepper pots on the tables.

    - no physical open bar, guests need to order drinks to waiters

    - air ventilation and cleaning of restrooms throughout the event

    - Social distancing: only maximum 4 guests per table

    - In case of having dietary requirements in the group, a seating plan should be pre-established so that the person with that requirement can be easily spotted, identified and served, without having guides, our staff and waiters trying to find the person

 

Meeting Rooms:

 

  • The hotel should prioritise giving spaces to meeting groups on exclusive base, fully separating different parties from each other, including separate restrooms.
  • Client, Hotel and Ambiance Incentives need to discuss upfront the entire meeting (pre-con), including all details who where when, in an attempt to minimise unnecessary risks. Participants need to be informed well ahead, signage and use of app are important.
  • Use of AV materials should be reduced to the necessary, pre-installed items should be prioritised over bringing in new devices from outside.
  • Streaming services should be made available for those guests who prefer to stay in their rooms, or even at home.
  • Maximum capacities of meeting spaces reduced, according to social distancing regulations.
  • Full disinfection of rooms used before and after the meeting, and of common spaces such as gangways, coffee break foyers and restrooms during the meeting.
  • Air ventilation on throughout the meeting.
  • Participants are supposed to wear face masks throughout the meeting.
  • No touchable items such as pens, folders, bottle openers etc. on the tables.
  • No drinks during the meeting, inside the room.
  • Access to meeting rooms and spaces controlled by hotel staff, so to avoid crowding.
  • Set-up of meeting rooms should be preferably in theatre style, with enough separation between participants. U-form set-ups only with small number of participants, as it requires a larger surface. Classroom style set-ups should be avoided, due to the difficulties in cleaning and disinifection.
  • During coffee breaks, the service will be staffed (no self-service). Guests are required to maintain social distancing rules during the event.

 

Bedrooms:

 

  • Maximum occupancy rate for the time being: approx. 50% (depends on each hotel).
  • Room allotment takes into account leaving one room room empty between rooms used.
  • Rooms stay empty during 24 hours after checkout.
  • Contactless door opening through smartphone, wherever possible.
  • If not possible, key cards will be disinfected after check-out and not used again during 24 hrs.
  • Maximum 2 pax per room, plus small children.
  • Hand sanitizers and face masks available in the rooms.
  • Touchable items such as pens, folders, magazines, ipads, tea cooker, bin etc. are removed.
  • Other touchable items which are necessary such as TV remote control, air condition controller, telephone etc. will be sanitized profoundly after each checkout.
  • All decorative pillows and blankets are removed. No extra pillows and blankets in the closets.
  • Minibar items available only on request.
  • Only individual amenities in the bathrooms.
  • Reduced housekeeping service. No housekeeping for guests staying only 1-2 nights.
  • No turndown service.
  • Only one person of housekeeping staff allowed into any guest room.
  • Full disinfection of guest rooms and at least 24 hours of room ventilation after checkout.
  • Washing of bedsheets and other textils on high temperature and with special detergents.
  • In-room maintainance will take place only when the room is empty and sanitized.

 

D. Restaurants & Special Venues
 

  • Ambiance Incentives prioritises restaurants and venues that are flexible in their contracting terms and conditions (deposits, cancellations, Force Majeure etc.)
  • Ambiance Incentives compromises on offering and using preferably restaurants and venues that are certified for "Safe Tourism Certified" by the Spanish government.
  • All venues and suppliers have to have in place a contingency plan adapted for Covid-19, and we will revise and if necessary discuss with them.
  • Maximum capacities established according to guidelines of public authorities. Reduced seating capacities in restaurants and on terraces respect social distancing.
  • Social distancing, controlling and disinfecting measures in place at all times before, during and after the event, controlled by our Operations Manager.
  • We need to know at all times who are the guests at which event and whereabouts, for tracing purposes in case of symptoms.
  • Restaurants, venues and caterings make sure the supply chain for ingredients is clean and safe.
  • Restaurants and venues compromise on cleaning and disinfecting its premises and installations constantly, so to avoid any unnecessary risks.
  • Restaurants, bars, venues and subcontracted suppliers such as catering and production companies optimize work chains in kitchen, store and service, so to minimise possible contagions.
  • Staff of restaurants, bars, venues and subcontracted suppliers such as catering and production companies wearing face masks and gloves at all times.
  • Hand sanitizers should be placed at the entrances, the use by clients is recommended.
  • Pre-payment necessary per credit card online; invoices to be sent after checkout per email. The use of cash should be minimised so to reduce the risk of contagion.
  • Ambiance Incentives prioritises private F+B functions wherever possible so to minimise the risk of contagion through other guests.
  • Outdoor locations (terraces, gardens etc.) should always be prioritised over closed rooms, if at all possible.
  • Groups have to have a pre-chosen menu, à-la-carte is not possible for the time being.
  • In case of having dietary requirements in the group, a seating plan should be pre-established so that the person with that requirement can be easily spotted, identified and correctly served, without having guides, our staff and waiters trying to find the person.
  • No menu cards, flower decoration, salt and pepper pots, olive oil, wine bottles etc. on the tables.
  • Further measures:

    - Social distancing: only maximum 4 guests per table

    - Social distancing: 2m distance between each table

    - Maître overlooking service and fulfillment of sanitary measures

    - number of waiters reduced to a minimum

    - separate waiters allocated only for drinks service

    - no items such as flower decoration, menu cards, salt & pepper pots on the tables.

    - air ventilation and cleaning of restrooms throughout the function
     

E. Event Production
 

  • Ambiance Incentives compromises on only contracting event suppliers (catering, production, entertainment, staffing etc.) that fulfill the sanitary requirements established by the local public authorities. All event suppliers have to have in place a contingency plan adapted for Covid-19, and our members will revise and if necessary discuss with them.
  • Ambiance Incentives and its suppliers will design upfront a contingency plan for the event so that the risk of infection before, during and after the event is minimised for everyone involved. This contingency plan is of utmost importance and needs to include:

    - allocation of additional spaces (i.e. additional pavillions, tents, or use of outdoor spaces) beyond the usually necessary capacities for the event itself, and also for catering, AV, entertainment, operation centre, medical staff, restrooms etc. to allow for sufficient social distancing

    - allocation of extra time for set-up and dismantling, as Covid-19 hygiene measures need to be put in place

    - measures that will be put in practice for the event with regards to hygiene, social distancing, and information to authorities and third parties

    - additional measures such as signage, screens with security messages, social distancing stickers on the floor etc.

    - measures that would be put in practice in case someone on the premises would have symptoms or be positive, or even if an outbreak of the virus happens

    - distribution of audiovisual materials incl. set-up, test and dismantle in a way that minimises personal contacts before, during and after the event

    - adaption of the entrances for guests, access points for suppliers, and emergency exits, including bus stops, so to avoid crowding

    - management of the flow of people during the event, including queuing at access and other points of interest where queues could come up (buffet, activity stations, restrooms etc.)

    - supervision of the running of the event incl. constant cleaning of surfaces

    - plan for serving food & beverage, including possible dietary requirements

    - air ventilation

    - evaluation of innovative technologies and measures to enhance cleanliness and security, i.e. air pulverization
     
  • The location should be booked in exclusive use, not shared with other parties.
  • The location has to be cleaned and disinfected directly before starting with the set-up, and again when the set-up is finished, before the event. Then again once the event is finished before dismantling so that staff members in charge of it are not exposed to possible contagions. A final disinfection should happen when the event is dismantled and all suppliers have left the location, at the discretion of the venue.
  • Our staff and staff of suppliers wear face masks and gloves at all times.
  • Our staff and guides carry digitally a full list of emergency preparedness.
  • Our staff and guides carry digitally a full details of guests for contact tracing in case of infection.
  • Our staff and guides carry a Liability Waiver document which guests must sign in case of taking own decisions that are not approved by our members, i.e. taking a taxi or public bus.
  • Sanitizing mats at the entrances, hand sanitizers at several spots easily recognizable inside the location.
  • Temperature check of all guests at the entrances.
  • Guests are requested to wear face masks, too.
  • Cleaning of restrooms throughout the event.
  • Food should be served (not buffet), with a fix group menu for all participants.
  • Maximum 4 people per table, tables separated min. 2m from each other.
  • Number of waiters reduced to a minimum.
  • Separate waiters allocated only for drinks service.
  • No items such as flower decoration, menu cards, salt & pepper pots on the tables.
  • In case of having dietary requirements in the group, a seating plan should be pre-established so that the person with that requirement can be easily spotted, identified and served, without having guides, our staff and waiters trying to find the person.
  • No cash payments inside the location (i.e. cash bars or similar have to be avoided).
  • Dancing should be avoided. If not possible, then the use of social distancing stickers on the dance floor where guests can dance is recommended.

 

F. Tours & Excursions
 

  • We need to know at all times who are the guests at which event and whereabouts, for tracing in case of symptoms.
  • Social distancing, controlling and disinfecting measures in place at all times, controlled by our Operations Manager.
  • All materials used are disinfected before its use, and will be discharged after its use, or disinfected and not used again during 72 hours.
  • Use of earphones is compulsary during tours and excursions and recommended during activities if at all implementable, in order to maintain social distancing.
  • Guides will use a radio transmitter during tours and excursions.
  • Guides will carry digitally our Emergency PreparednessPlan.
  • Guides will carry a list of all participants for contact tracing in case of symptoms.
  • Guides will carry a infrared thermometer and take the temperature of guests whenever possible, i.e. when getting on a bus or entering a building through an unique entrance. This data will be held on record.
  • Guests are requested to wear face masks at all times.
  • Guests should avoid carrying unnecssary items (bags, food etc.).
  • No eating, drinking or smoking inside the premises of all these venues.
  • During the visit, guests are requested to maintain social distancing and stay away from each other at least 1,50m at all times.
  • Museums, monuments and other sightseeing places have their own sanitary measures in place, in particular reduced opening times, reduced group sizes, and reduced capacities which range between 25% and 50% of its normal total capacity, depending on the venue. These measures are in accordance with the local health institutions and similar to the ones at hotels and restaurants. Ambiance Incentives is knowledgable about these measures in place at each monument, and can advise guests at all times.
  • Museums, monuments and other sightseeing places communicate their sanitary measures publicly through speakers, screens and panels constantly, and have to be followed by all visitors at all times. In case someone inside the venue feels unwell or shows signs of Covid-19 (coughing, high temperature), the protocol will come into practice immediately. Guests have to follow the instructions of the venue staff, the guides and our staff at all times.
  • Museums, monuments and other sightseeing places can only be visited with pre-arranged and pre-paid tickets at fix times and in small groups of maximum 20 people, depending on the venue. Official guides have to be contracted, free visits "on their own" are not facilitated for the time being.
  • Ambiance Incentives prioritises private visits wherever possible so to minimise the risk of contagion through other visitors.
  • If not possible, the venue will have a dedicated area for the group to enter and exit the building.
  • Our guides, together with our Operation Manager will make sure that no crowding will take place outside the venue.
  • Museums, monuments and other sightseeing places make sure all used spaces are kept clean constantly, and are completely disinfected when closed. Special attention is taken for sanitary installations (restrooms etc.).
  • Public services such as wardrobe, lockers, information desk, cafeteria etc. are closed for the time being, so to avoid unnecessary risks.

 

G. Other Services
 

  • Team-building activities need to be designed by Ambiance Incentives and its suppliers with hygiene in mind from the beginning, so that the risk of contagion is minimised. Public areas must be avoided (city treasure hunts etc.) and the use of private, exclusive locations will always be prioritised.
  • Service staff such as freelancers, hostesses, translators, photographers etc. must abide by the same sanitary regulations that are in place also for our staff and guides, including the obligation to wear face masks and gloves, social distancing etc.
  • Discotheques are considered spaces of high risk of contagion, and we do not recommend to visit them for the time being, unless they are privatised – in which case they can be considered as "Special Venues" (E). For public functions, social distancing is too difficult to implement and we have no control over the movements of people, and possible contagions.

 

H. Our Offices

 

  • Communication is important – internal contingency plans are open and visible to all staff members.
  • Daily profound cleaning and disinfection of all spaces.
  • Touchscreen devices cleaned regularly with alcohol-based disinfectants.
  • Constant air circulation in all spaces.
  • Hand sanitzers on all tables.
  • Temperature check of all staff members upon arrival in the morning.
  • Workspaces are separated from each other to maintain social distancing.
  • Employees are continuously trained on sanitary measures and protocols.
  • Employees are requested to go through periodic health checks.
  • Employees wearing face masks while in the office.
  • Employees are requested to wash hands frequently, with soap and hot water.
  • The Office Managers confidentially keep track of the health records, communicating with local health authorities if necessary.
  • Employees who are sick are not allowed to access the office and have to self-isolate.
  • Employees not feeling well or coughing have to leave the office immediately.
  • No sharing of computers, phones, coffee machines and further office materials and devices.
  • Documents are not printed but shared and delivered digitally.
  • Open doors so no need to touch door handles.
  • Use of stairways instead of elevator. If elevator has to be used, only one person per ride.
  • No commercial visits by suppliers allowed for the time being, have to be done virtually.
  • Team meetings preferably done virtually, rather than sitting together in the same room.
  • No use of cash in the office at all – all payments are done electronically.