SAFE & READY PLAN IN RESPONSE TO CORONAVIRUS (COVID … · THE NATIONAL CONFERENCE CENTER SAFE & READY PLAN IN RESPONSE TO CORONAVIRUS (COVID-19) Issued: JUNE 2020 18980 Upper Belmont

T H E N A T I O N A L C O N F E R E N C E C E N T E R

S A F E & R E A D Y P L A N

I N R E S P O N S E T O C O R O N AV I R U S ( C O V I D - 1 9 )

Issued: JUNE 2020

18980 Upper Belmont Place • Leesburg, VA 20176 • 703.729.8000 • [email protected] • @TheNationalNoVa

At The National, our ownership, 250 employees, supportive and loyal guests, and community are the heart of

our organization. Every effort to support your health and safety remains top of mind to responsibly conduct

business with COVID-19 in the world. Our Safe & Ready Plan outlines the basic protocols adopted through-

out The National, as well as specific directions by key departments that will take place in an effort to keep

The National’s guests, staff and all visitors to The National in a safe, hospitable environment.

Our senior leadership team has meticulously reviewed every facet and area of our operations to implement

enhanced safeguards, some clearly noticeable while others invisible to our guests. Further, in the

development of the plan, multiple external resources were referenced, including but not limited to; World

Health Organization, Virginia Department of Health, Loudoun County Health Board, American Hotel Associa-

tion, International Association of Conference Centers, Centers for Disease Control, National Retail Federation

and the National Restaurant Association. We will continue to update our Safe & Ready Plan as public health

issues develop and we promise to continue to learn and adjust on the best path forward.

We are here and when you are ready, excited to welcome you back to The National.

Sincerely,

Geoff Lawson

Vice President & General Manager

The National Conference Center

A LETTER FROM OUR VICE PRESIDENT & GENERAL MANAGER

18980 Upper Belmont Place • Leesburg, VA 20176 • 703.729.8000 • [email protected] • @TheNationalNoVa

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THE NATIONAL SAFE & READY PLAN OVERVIEW

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The National Conference Center COVID-19 Safe & Ready Plan

FOOD & BEVERAGE

GUEST SERVICES

FACILITIES

HOUSEKEEPING

CONFERENCE SERVICES

EMPLOYEE & GUESTRESPONSIBILITIES

FOR UPDATES, PLEASE VISIT:

CONFERENCECENTER.COM/COVID-19

• Attend and complete COVID-19 Training programs offered by The National

• Frequent and thorough hand washing with soap, water, and/or use of hand sanitizer

• Adhering to proper physical distancing protocols to limit face-to-face contact, while maintaining 6

feet separation

• Use of Personal Protective Equipment (PPE) including wearing masks and gloves while in the

work place

• Check-in at the Wellness Station prior to the start of a shift for temperatures reading. Team members

with a temperature over 100.4°F will not be allowed to enter the property and will be directed to seek

medical care

• Avoid touching eyes, nose and mouth

• Staying home to self-isolate even with minor symptoms such as cough, headache, or mild fever or

have been in contact with anyone who has tested positive

• Seeking medical attention for a fever, cough or difficulty breathing

• Keeping up to date on the latest information from trusted sources such as the Centers for Disease

Control and Prevention, the World Health Organization and the Virginia Department of Health

RESPONSIBILITIES OF EMPLOYEES

The National is eager to welcome back guests from around the world. In our efforts to keep all of our guests

and employees safe, we ask that you please reschedule your visit if any of the following are true:

• You are experiencing any symptoms of COVID-19 or running a fever. Please seek medical attention

and contact us to reschedule your visit

• You have been exposed to someone who has tested positive for COVID-19 in the last 14 days

• You have a compromised immune system or are considered “high-risk”

• You will not cooperate with the new requirements put in place by health officials and The National

The National will ensure that its employees are properly instructed and trained to maintain a fully sanitized

environment for our guests. Surfaces and objects will be sanitized continuously after each use and

employees will wear masks and gloves as required.

To help us maintain a safe and sanitized environment we ask our guest to observe the following courtesies:

• Keep a safe distance (at least 6 feet) at all times when in line or waiting

• Masks are worn in public areas and gloves can be worn if desired

• Please adhere to the modified elevator capacities, as indicated

RESPONSIBILITIES OF GUESTS

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When possible, appointments should be conducted virtually (via Zoom, Facetime, etc). Should a customer or

visitor schedule an appointment to meet with any representative of The National, the following will apply:

• All appointments to be scheduled in advance

• During customer appointments to the property appropriate and physical distancing must be

practiced at all times

• During all appointments, and site inspections, The National will provide masks and hand sanitizer

upon greeting

• Ensure all additional staff interactions during site are done with distance

• Proper distancing during meals and entertainment

• Face-to-face meetings will be conducted in open air or outdoor environments

SCHEDULED APPOINTMENTS AT THE NATIONAL


• All employees will be using appropriate Personal Protective Equipment (PPE) including masks and

gloves

• All employees will observe physical distancing and limit face-to-face contact

• Bellmen will disinfect your luggage handles before handling

• Health and hygiene signage displayed throughout the property to remind guests and employees of

social distancing recommendations, the proper way to wash hands, to cover a cough or sneeze, and

to avoid touching their faces.

• Guest elevator buttons and handrails will be cleaned continuously

• Only four people can occupy an elevator at a time. Please adhere to the modified elevator

capacities, as indicated

• Guest laundry and dry-cleaning services will be available using contact-less pick-up and delivery

protocols

OVERALL GUEST SERVICES

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• Assigned meal periods will be instituted, specifically lunch, for groups to ensure proper distancing is

provided and to allow for timely sanitation of the space in between meal periods

• Self-serve buffets are eliminated and food items will be served by food and beverage staff

• The salad bar, deli and dessert stations will be pre-made and pre-packaged

• Individually wrapped whole fruit will be provided

• Beverage stations will include prevalent signage to enforce single use cups only

• Individually packaged lemons provided at beverage stations

• Large scale condiment pumps to replace individual bottles will be provided and served by the staff

• Silverware roll-ups will be distributed by a staff member rather than pre-set on the tables.

• Sanitation stations available to guests in convenient locations

• All food and beverage outlets will maintain a 30 minute sanitation cycle that will focus on all

commonly touched surfaces and items

• Social distancing markers placed appropriately throughout the space to encourage 6’ physical

distancing is maintained

• Dining room setup accordingly to maintain 6’ physical distancing

GUEST DINING


• All Bartenders, servers and attendants to wear protective gloves and face masks at all times

• Sanitation practices to include the changing of gloves and hand sanitizing between each of the

following: food handling, drink making, and cash/credit transactions

• It will be mandatory to provide a fresh glass for every new drink poured for customers

• All food orders delivered from kitchen will have a plate cover added to the order

• Sanitation stations available to guests in convenient location

• Guest count and group details will determine the appropriate operations and schedule. Options

include: keeping the bar closed, opening with seating setup accordingly to maintain 6’ physical

distancing, or offering service to-go

BLACK OLIVE BAR & GRILL

Food & Beverage

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• Elimination of self-serve food items, with new focus on pre-packaged goods

• Individually wrapped whole fruit

• Pre-packaged cut fruit to be provided on all break stations

• Individually wrapped cookies, brownies and sweets

• One touch disposable silverware to be provided on all break stations

• Elimination of plates

• Beverage stations will include prevalent signage to enforce single use cups

• Individually packaged lemons provided at beverage stations

• Sanitation stations available to guests in convenient locations

• Dispensers added for beverages, including cups, lids and stirrers



• Rope stanchion to mark lines, with clear instructions for the guests to maintain social distancing

• Dedicated station attendant per break station to maintain cleaning and sanitation standards

BREAK STATIONS


• Banquet service will be limited to buffet style only

• Self-serve buffets are eliminated and will be served by staff instead



• Preset salads will no longer be an option for banquet events

• Disposable drink covers will be used for all preset beverages on tables

• Service staff to wear appropriate PPE

• Hand sanitizer stations to be prevalent throughout the meeting space

• Seating arrangements setup accordingly to maintain 6’ physical distancing

BANQUETS

Food & Beverage

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• Responsible for communicating the updated procedures in place during planning stages

• Conduct pre-conference meetings to include cleaning and sanitation procedures review by

appropriate department representative

• Planning or Sales representative will be available to address group in opening session to review

procedure and how to report concerns if not feeling well

• Seating capacities and floor plans to be reviewed to ensure appropriate physical distancing

PLANNING MANAGERS


• Staff must sanitize hands and wear appropriate PPE during setup and teardown, as well as prior to

entering meeting rooms when responding to service calls

• Sanitizing station inside every in-use classroom to include:

o A hand sanitizer dispenser

o A “Sanitizing Kit” including sanitizing wipes, a spray bottle with cleaning solution,

disposable cloths and gloves

• Signage in each meeting room, reminding guests of social distancing guidelines

• Meeting room touch points sanitized post setup, daily during ‘noon cleaning,’ and nightly during

every program

o Touch points include tables surfaces, chairs/chair arms, door handles, light switches,

window blind adjustment controls, audio visual and/or lighting control

panels, telephones, thermostats, trash receptacles, whiteboards, easels,

flip chart/dry erase markers, etc.

• A container of sanitized pens will be placed in the meeting rooms for guest use, as needed

• Classroom doors will be propped open every morning prior to program start for touch-less entry

• When pop-up equipment/services are requested, items will be wiped with sanitizer wipe or spray

cleaner prior to guest use

CONFERENCE SERVICES SET-UP

Conference Ser vices

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• Staff must sanitize hands and wear appropriate PPE during setup and teardown, as well as prior to

entering meeting rooms when responding to service calls

• Meeting room equipment touch points sanitized post setup, daily during ‘noon cleaning’ and nightly

during every program

o Touch points include projector surfaces, wireless presentation mouse /laser pointer,

microphone, audio mixer, laptop, etc.

• Implement use of disposable microphone covers

• When pop-up equipment/services are requested, items will be wiped with sanitizer wipe or spray

cleaner prior to guest use

• Whenever possible, Helpdesk calls will be handled via phone and/or remote support

AUDIO VISUAL & INFORMATION TECHNOLOGY


Conference Ser vices

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• Transition from reusable, washable rags to disposable cloths to clean and disinfect rooms

• 240 hand sanitizer stations in place throughout the property

• All Housekeeping and Custodial use appropriate PPE

• Staff trained with updated procedures to include CDC guidelines for disinfecting and cleaning

• Ecolab’s peroxide based Multi-Surface Cleaner and Multi-Purpose Disinfecting Wipes will be used

throughout The National to clean and disinfect

OVERVIEW


• Guest room amenities have been updated to include additional soap and alcohol-based hand

sanitizer

• Each guest room sanitized daily with focus placed on common touch points such as light switches,

toilet handles, faucet handles, remote controls, thermostat/ AC unit, door handles, closet and drawer

knobs, the iron, and refrigerator handle

• High traffic area touch points in residential public areas are sanitized multiple times per day. This

includes elevator buttons, light switches, door handles, public phones, and public restrooms

• Offer to service guest room cleaning upon request and follow social distancing guidelines

• Scheduled fogging with disinfectant on a weekly basis, or in-between guest use

• Do Not Disturb signage will not be honored at this time for the health and safety of all our guests

and employees

• Items such as extra towels, blanket, pillows, coffee maker and ice buckets will be removed from all

guest rooms and available upon request only, to minimize any cross contamination

• All requested items will be cleaned and sanitized, then bagged for delivery

GUEST ROOMS

Housekeeping

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• High traffic area touch points in the building are sanitized multiple times per day. This includes

Business Center, elevator buttons, light switches, door handles, public phones, and public restrooms

PUBLIC SPACES


• Closed until further notice

• When reopened, disinfectant wipes will continue to be available for wiping off machines

• When reopened, sanitation stations available to guests in convenient locations

FITNESS CENTER

Housekeeping

• All found items will be disinfected, then bagged before placed in storage

LOST & FOUND

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• Front Desk staff to distribute The National Guest Health Questionnaire to all arriving guests

• Every other Front Desk station will be used for check-in, to maintain physical distancing

• Social distancing markers placed appropriately in each queue

• Full shield, Plexiglass barriers will be installed at each Front Desk Station

• Counters and other touch points sanitized every 30 minutes

o Touch points include pen, credit card capture machine, counter surface, telephones,

printers, keyboards, scissors, etc.

• Guest room keys sanitized prior to use

• Credit card swipe on desk counter for guest use

• Sanitation practices to include glove changes and hand sanitizing between each cash transaction

and check-in and check-out process

• Capture email address for ‘no contact’ Express Check-Out via emailed folio statement

• Implement use of a ‘no contact’ key drop box for check-out

FRONT DESK


• Bell staff to maintain 6’ physical distance when greeting guests

• Sanitizing and/or hand washing before, after, and in-between tasks being performed

• Bell staff to use appropriate PPE when handling luggage or guest possession

o Gloves will be changed when providing assistance to a new guest

• Bell staff to maintain ‘no contact’ luggage retrieval from guests

o Arrival:

■ Guest allows bellman to retrieve from vehicle, or

■ Guest sets luggage down, steps away and bellman retrieves luggage

for delivery

o Departure:

■ Guest to leave luggage at guest room door for bellman

■ Bellman to load into vehicle, or

■ Bellman sets luggage down, steps away and guest retrieves luggage and departs

• Bell carts will be sanitized after each use

BELL STAFF

Faci l i t ies

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• Engineer on call must sanitize hands and wear appropriate PPE prior to entering guest rooms,

meeting rooms and staff areas when responding to service calls

• All tools will be sanitized after use of all jobs being performed

• Staff will maintain a safe distance from guests and workmates as much as possible

• Equipment and materials coming into property will be sanitized before use

ENGINEERING & MAINTENANCE


• Appropriate PPE will be worn when receiving and delivering packages

• Staff will maintain a safe distance from delivery persons

• All packages will be sanitized upon receiving

MAIL ROOM

Faci l i t ies

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Documents

SAFE & READY PLAN IN RESPONSE TO CORONAVIRUS (COVID … · THE NATIONAL CONFERENCE CENTER SAFE & READY PLAN IN RESPONSE TO CORONAVIRUS (COVID-19) Issued: JUNE 2020 18980 Upper Belmont