Guidance for Hosting In-person Meetings

1. Introduction

1.1 Purpose:

To provide guidance to Canadian Blood Services’ employees for hosting and managing in-person meetings. 

1.2 Document ownership:

Strategic Facilities Management. Any requests for clarification should be directed to 

1.3 Implementation and end dates:

This guidance was revised by Strategic Facilities Management and the Return-to-Office team on April 29, 2022. Document ownership has been transferred from the COVID-19 Program to the Return-to Office team of Strategic Facilities Management on May 2, 2022. Any COVID-19 related changes will go through the Operations working group before it is brought forward to the Core working group for approval. This guidance will be reviewed as needed and updated with any new information that may impact in-person meetings. 

2. Guidelines and Responsibilities

Employees are able to access meeting rooms at Canadian Blood Services sites by booking meeting space through the Outlook System that interfaces smoothly with the new Condeco booking system for booking workstations. Those using Condeco for workstations can also book meeting space using Condeco. Those who are not using the Condeco app are asked to book meeting space through Outlook. If you have meeting space challenges or questions, we ask that you email Facilities for assistance at 

Please reference the guidelines and responsibilities below: 

  1. The meeting organizer and participants to ensure that they adhere to onsite or offsite venue safety protocols and rules. For COVID-19 safety protocols at CBS sites and other related details, please refer to the following link: 
  2. Any additional meeting guests/speakers will be fully vaccinated and will provide proof of vaccination to the meeting organizer. 
  3. The meeting organizer must select the right-size meeting room that is the smallest available space that still meets the in-person attendance. The largest meeting rooms must be left for the largest in-person meetings. Meeting room occupancy is posted at the room and on the booking system. 
  4. Meeting organizers are requested to book an extra 15 minutes at the end of scheduled meetings to allow a refresh of the air. The booked buffer time will ensure the space is ready for the next use. 
  5. The meeting organizer must immediately release any reserved space if the space is no longer required. 
  6. The meeting organizer will ensure the room is clean at the end of the meeting for the next group, technology has not been altered and anything that needs attention has been reported. Specific actions include putting away flip charts, pushing chairs back in around table(s), picking up garbage and turning out the lights. Cleaning supplies and sanitizer will be on-hand. 

Where there are other specific requirements not captured in this guidance, please consult Strategic Facilities Management at This guidance will be reviewed as needed to update it with any new information that may impact in-person meetings. 

Version history

Approval Date




Initial release. 

COVID-19 Program 


Revisions were made to indicate a new booking system will be available as part of the Return-to-Office rollout starting April 18, 2022. 

COVID-19 Program 


Revision was made to reflect the revised date (April 18, 2022) for the new booking system. 

COVID-19 Program 


Revisions include information on: transfer of the document ownership, Condeco booking system and a reminder to maintain 2m distance when refreshments are provided in the meeting room. 

Ann Lagrandeur 


Removed the mention of masking and physical distancing requirements from the document. 

COVID-19 Program 


Updated language to mirror response to COVID changes and focus on the guidance meeting organizers may require. Added version number to footer. 

Ann Lagrandeur