Reopen California Hotel Meetings

Clean + Safe Guidance for
Meetings + Events

State Guidance for Mega Events

Effective June 15th, hotels may return to usual operations, with an exception for “Mega Events.”

A “Mega Event” is defined as events with more than 5,000 attendees (indoors) or 10,000 attendees (outdoors).  Mega Events may have either assigned or unassigned seating, and may be either general admission or gated, ticketed and permitted events. If an event does not meet either of these conditions, please defer to the CDPH mask guidance.

Major Differences Between Indoor and Outdoor Mega Events Standards

IndoorOutdoor
Vaccination / Negative Test Verification – MandatoryVaccination / Negative Test Verification – Strongly Advised
Attendees must follow CDPH Guidance for Face CoveringsEvent hosts must make masks available for all attendees and attendees must follow CDPH Guidance for Face Coverings
Include notice of mandatory vaccination / negative test in all communications and signageInclude notice that the state strongly encourages vaccination / negative test in all communications and signage

For Indoor Mega Events (example: conventions/conferences/expos/sporting events and concerts)

In addition to the general public health recommendations:

  1. Verification of fully vaccinated status** or pre-entry negative test* result is required of all attendees.
    a. Guests can self-attest (for themselves or their group) during registration or orally at the entrance
    b. Negative Test Verification – Pre-entry negative testing must be conducted within 72 hours before event start time (both PCR and antigen are acceptable). The attendee must display a printed or electronic document from the test provider or lab that includes the person’s name, type of test performed, and negative test result.
    c. Vaccination Verification – Valid Vaccination verifications include:
    i. Vaccination cards (which include the name of person vaccinated, type of vaccine provided and date last dose administered), or;
    ii. A photo of a vaccination card as a separate document OR a photo of the attendee’s vaccine card stored on a phone or electronic device, or;
    iii. Documentation of vaccination from a healthcare provider.
    d. Self-Attestation – Guests can self-attest (for themselves or their group) during registration or at the entrance (oral and written attestations are permitted).
    e. Record Retention – Event owners do not need to retain proof of participants’ vaccination status or test results.
    f. Attendees who are not vaccinated must wear face coverings indoors.
  2. Information will be prominently placed on all communications, including the reservation and ticketing systems, to ensure guests are aware of testing and vaccination requirements (including acceptable modes of verification).
  3. Attendees must follow CDPH Guidance for Face Coverings (see (a)(i)(3) above).

For Outdoor Mega Events (example: music or food festivals/car shows/large endurance events and marathons/parades/sporting events and concerts):

In addition to the general public health recommendations:

  1. Verification of fully vaccinated status or pre-entry negative test result is strongly recommended for all attendees, but self-attestations are also permitted.
    a. Negative Test Verification – Pre-entry negative testing must be conducted within 72 hours before event start time (both PCR and antigen are acceptable). The attendee must display a printed or electronic document from the test provider or lab that includes the person’s name, type of test performed, and negative test result.
    b. Vaccination Verification – Valid Vaccination verifications include:
    i. Vaccination cards (which include the name of person vaccinated, type of vaccine provided and date last dose administered), or;
    ii. A photo of a vaccination card as a separate document OR a photo of the attendee’s vaccine card stored on a phone or electronic device, or;
    iii. Documentation of vaccination from a healthcare provider.
    c. Self-Attestation – Guests can self-attest (for themselves or their group) during registration or at the entrance (oral and written attestations are permitted).
    d. Record Retention – Event owners do not need to retain proof of participants’ vaccination status or test results.
  2. Attendees must follow CDPH Guidance for Face Coverings / attendees who do not verify vaccination status should be asked to wear face coverings.
  3. Information must be prominently placed on all communications, including the reservation and ticketing systems, to ensure guests are aware that the State strongly recommends that they be fully vaccinated, obtain a negative COVID-19 test prior to attending the event, or wear a face covering. 
  4. Venues are required to make available masks for all attendees.

Additional recommendations for sponsors of Mega Events:

  • Encourage everyone to get vaccinated when eligible.
  • Facilitate increased ventilation of indoor spaces (i.e., open all windows and doors to increase natural air flow), following current CDPH and CalOSHA guidance.
  • Encourage everyone to sign up for CA Notify as an added layer of protection for themselves and the community to receive alerts when they have been in close contact with someone who tests positive for COVID-19.
  • Convey the risk of attending large crowded events where the vaccine status of others in attendance may be unknown to the individuals. 
  • Convey the risk of attending large crowded events for populations that may not currently be eligible for vaccination, or may be immunocompromised and whose vaccine protection may be incomplete.
  • Encourage all venues along any parade or event route to provide outdoor spaces for eating/drinking/congregating to reduce the risk of transmission in indoor settings.

The requirements and recommendations for negative testings / vaccine verification will be in place effective June 15, 2021 through October 1, 2021. The state will assess conditions by September 1, 2021, to determine whether updated requirements or recommendations are needed beyond October 1, 2021.

  1. In settings where masks are required only for unvaccinated individuals, businesses, venue operators or hosts may choose to:
  2. Provide information to all patrons, guests and attendees regarding vaccination requirements and allow vaccinated individuals to self-attest that they are in compliance prior to entry.
  3. Implement vaccine verification to determine whether individuals are required to wear a mask.
  4. Require all patrons to wear masks.
  5. No person can be prevented from wearing a mask as a condition of participation in an activity or entry into a business.

For full details of state and CHLA guidance go to: 
Beyond the Blueprint for Industry and Business Sectors – Effective June 15
CHLA’s Clean & Safe Guidance for the Hotel Industry 

It’s important to institute appropriate guidelines in order to reestablish meetings and events in California hotel and lodging properties. As this segment of hotel business requires unique cleaning and safety protocols, the California Hotel & Lodging Association is providing this meeting and event guidance for the safety of the meeting/event attendees and employees, as well as guests and others.

Please note these guidelines are in addition to CHLA’s COVID-19 Clean + Safe Guidelines for individual travel and the California Public of Health and Cal/OSHA COVID-19 Industry Guidance: Hotels, Lodging, and Short-Term Rentals. Those guidelines include:

  • Worksite Specific Plan
  • Employee Training
  • Individual Control Measures & Screening
  • Cleaning and Disinfecting Protocols
  • Physical Distancing Guidelines
  • Considerations for Pools and Aquatic Venues (if applicable)

In addition to these standards, hotel and lodging properties should also consider implementing additional protocols for individual travelers and employees such as CHLA’s Clean + Safe Self-Certification, the American Hotel & Lodging Association’s Safe Stay initiative, and/or the Global Biorisk Advisory Council STAR Accreditation Program, among other programs.