(BASED ON GOVERNMENT WORKING SAFELY DURING COVID19 - VISITOR ECONOMY GUIDELINES AND ALL SECURE FRAMEWORK. )
This guide brings together some key points for consideration and action when planning for the event.
Our assumption is that the event would only take place where Government has permitted large organised gatherings and the risk of COVID-19 transmission is not considered to be very high.
HEALTH & SAFETY
· You will need to carry out a Risk Assessment, as usual, which will now also need to consider transmission of COVID-19 as a new risk and the control measures you will be implementing to minimise this risk.
· You are required, by law, to provide a safe working environment for your staff and you will need to consider how you will implement changes you have made in your office on your Exhibition stand.
· General codes of conduct will be communicated to all personnel pre-event and on arrival at the event via signage.
· Emergency procedures that relate to immediate threat to life emergencies (such as Fire or Security Emergencies) take precedence over COVID-19 controls, for example social distancing. All teams should be briefed to this effect.
· Inform team members that they should be prepared to remove face coverings safely if asked to do so by police officers and staff for the purposes of identification.
CROWD DENSITY STANDARD (CDS)
We will operate strict controls on the density of people within the event and appropriate physical distancing while enabling successful interactions.
GENERAL VENUE AND EVENT MEASURES
· Please ensure that your event teams and contractors are prepared and register in advance; displaying their pass whenever they are within the halls.
· All attendees will be emailed a ‘print at home’ badge allowing the registration process to be contactless. Entrance staff in frequent close contact with large numbers of people will be positioned behind screens or issued with the necessary PPE.
· The event organisers and venues are working closely together to introduce systems for security checks which work as closely as possible within current guidance.
BUILD-UP & BREAKDOWN
· We are reviewing build and breakdown schedules and enhancing our guidelines. You will be notified of any changes that impact your staff and asked for specific information on when your team will need access to the hall.
· On-site service desks are being limited and will be protected by screens/barriers where possible. We will distribute a ‘Service Partner Contact List’ to ensure you can request support promptly.
· Please place your event orders before arriving on site to avoid queuing where possible.
· Please limit the amount of items and luggage you are bringing to the venue wherever possible.
· We recommend that you make use of the data capture app, rather than the traditional scanner which is shared between staff members. The App is installed on the personal device of your team members.
· Consider introducing contactless ordering systems.
· Consider the capacity of your stand, decide which products to bring factoring in social distancing, where appropriate show your products digitally.
· If it is vital that customers handle your products, you must consider this in your risk assessment and ensure that these products are included in your cleaning schedule. You may want to offer hand sanitiser and/or disposable gloves to stand visitors. Also consider your cleaning routines for all surfaces and products.
· Users wearing gloves should be mindful that they should still avoid touching their face.
· Consider placing protective coverings on large items that may require customer testing or use.
FOOD AND BEVERAGE
· You will need to follow food hygiene standards as usual but also consider any measures adopted by the hospitality industry. This may include items such as pre-packed food & drink options and how items are served.
· People should not share equipment and crockery etc without thorough cleaning.
· You will need to demonstrate to the organisers that you have considered how you will manage any hospitality you wish to host
· Shared bowls of food items will not be permitted – this includes sweets.
HEALTH AND HYGIENE
· Hand washing facilities will be available at the venue in the usual locations, and hand sanitiser will be provided within Venue concourses, hall entrances and other high traffic areas (such as toilets, catering areas, show features etc).
· Current guidance on hygiene routines will be highlighted in appropriate areas within the venue. You may wish to add this to your stand signage.
INTERACTION WITH CUSTOMERS
· Consider how you will interact with your customers, take into account measures you may need to implement such as PPE, screens and review of space.
· Try to make the interaction as contactless an experience as possible.
· Can you provide information to your customers digitally either in advance, at the event or as a follow up?
· Look at your stand space and review how many customers you will be able to interact with at any one time, do you have a plan for how you will manage this and restrict access when you are full.
· Do you have any high-contact areas on your stand that will require more frequent cleaning? Please ensure all microphones, lap tops, keyboards, touch screens and clickers are disinfected between users.
GIVEAWAYS & HANDOUTS
Giving away product samples and literature is a common activity at events but does carry some risk of contamination. Please consider which giveaways are absolutely necessary and whether you can share information digitally. Where you are giving samples or literature to visitors it is essential that the risks are minimised, close contact is avoided, high contact areas are cleaned regularly and whether protective packaging is necessary. Measures to eliminate risks should be detailed in your event risk assessment.
MOVEMENT AROUND THE VENUE/EVENT
· Try to remain within the confines of your stand space as much as possible and try to reduce the number of non-essential trips. When off your stand, to visit toilet or catering facilities, please follow guidelines displayed in those areas.
· Venues are currently working on systems for safely moving around their building. Guidance will be provided in these areas as you arrive.
· While we do not currently have any plans for one-way systems within the show these may be introduced if crowd density or gangway widths make it necessary. This may be implemented on site and we ask for your cooperation in this instance.
· Consider the use of PPE across all phases of the event as part of your risk assessment and provide it as necessary within your stand space. Remember that individual pieces of PPE should not be used by multiple people without adequate cleaning in between.
· If your risk assessment does show that PPE is required, then you must provide this PPE free of charge to anyone who requires it within your stand boundaries. Any PPE provided must fit properly.
· Will demonstrating your product attract a crowd? If so please ensure you have a plan in place for managing this.
· For any demonstrations planned, you will need to provide the organiser with evidence of how you intend to avoid any crowds forming in the gangways around your stand.
· Avoid any activity which would require queuing. If your stand is full, capture the person's data and ask them to re-visit at a later point rather than queuing on gangways which will not be allowed.
· Any areas where queuing is required around the venue will be managed with signage and floor markings.
· Please consider if you need to implement a queuing system on your stand
· Please ensure that you communicate measures that you have put in place and any requirements or instructions that you may have for visitors to your stand area
· You may also wish to communicate the measures you are taking, along with any specific requirements you have within the invitations you send out to your customers prior to the event as well.
· Any 1m deep stands have been increased to 2m deep. From now on all stands will be a minimum of 2m deep. We will notify you if this has affected your stand.
· We will continue to review our procedures in line with government guidelines and will communicate these with you ahead of the event.
· You will be responsible for the hygiene measures required on your stand.
· Consider providing hand sanitiser on your stand and encourage use by everybody.
· You will be responsible for cleaning your stand and you should consider a deep clean at the end of each day. You should record your cleaning schedule and the organisers may request to see a copy of this.
· Your stand floor will be vacuumed each evening as usual, but you should consider how you will keep the surfaces on your stand and any physical products clean.
· A regular cleaning schedule should be implemented which covers the locations more likely to be touched (e.g. hand rails and door handles)
· Where sharing equipment cannot be avoided you will need to include this in your cleaning schedule.
· You may want to wipe down your stand after each customer use or handover.
· Ensure that you have the necessary products you will need to implement your cleaning regime. Depending on the products chosen you may need to consider a COSHH assessment. Make sure there are adequate disposal arrangements for cleaning products.
· Transport operators are responsible for providing additional measures to ensure safe travel to the event in liaison. We are in liaison with the venue and transport providers to ensure we have adequate services.
· If you are driving, book parking in advance of the event to minimise queuing
· Contact the venue cleaning team if you require additional waste disposal services. Details of regular services will be provided closer to the event.
· The event organisers will liaise with venues to ensure the best possible hall ventilation services.
· Welfare facilities will be provided within the venue as usual, with any relevant new procedures in place to ensure all risks to health are minimised
· Venues will provide all required signage, facilities and systems within the toilet areas.
· Vending machines may not be in use however catering outlets will be open.