Being the Organiser of the exhibition event, Hyve Expo International LLC places a heavy emphasis on the safety at the exhibition, which we organise while the risk of spreading a new coronavirus infection (COVID-19) persists. Therefore, we developed the rules for an exhibition event participant in the context of new safety standards.
BEFORE THE EXHIBITION
You shall use Personal Protective Equipment (PPE) for respiratory organs (masks, respirators) and hands (gloves) when visiting the exhibition, as no entry to the exhibition area without a mask and gloves will be allowed.
You shall keep a stock of skin antiseptics for handling hands and respiratory protective equipment (masks, respirators) and of gloves for yourself and your employees, as they must be changed based on the duration of the work shift (but at least once every 3 hours). In case of lack, damage or loss of personal protective equipment, exhibitors and guests will be able to acquire the respiratory protective equipment (masks, respirators), gloves at the entries to the exhibition area.
To accelerate the exhibition access procedure, you can provide your guests/clients with a preregistration promocode before their arrival at the exhibition.
DEVELOPMENT AND STAND DESIGN
An exhibition stand shall be designed taking into account all health precautions and social distancing regulations. Including, but not limited to, keeping a minimum number of staff at the stand site, optimized area of the product range demonstration.
At the stage of stand construction special places should be arranged for treating hands with skin antiseptics, including using the installed dispensers or wet wipes.
It is recommended to use a modular stand in order to avoid an increased number of risks during its construction.
You are kindly requested to design the stand in such a way that a minimum number of employees are involved in the construction of the stand.
To minimise physical contact, materials for the stand can be brought to the site in parts, not at once, and workers should not exchange with any hand tools.
You might use an information stand with a plexiglass screen to protect your personnel who will be the first to welcome guests to your stand In addition, these people can wear protective shields, as they will closely interact with many people.
You might consider the use of physical partitions within the areas where you plan to hold face-to-face meetings with clients or the team.
You might organise a virtual demonstration of a certain part of your range using the screens on the stand walls instead of demonstrating the whole range of products at site.
The project should involve routing of stand guests and placement of desks, racks on stands, subject to keeping social distance (no less than 1.5 meter), and providing separate entries and exits to the stand using the appropriate signs and restrictive tapes.
The number of exhibitors, guests and other categories of persons entitled to be within the stand simultaneously shall be calculated, placed/seated taking into account the social distancing regulations (at least 1.5 meters).
Special places should be arranged in the stand (at entrances/exits or in other crowded areas) for treating hands with skin antiseptics, including using the installed dispensers or wet wipes.
MEETING GUESTS AT THE STAND
It is recommended to design the stand in such a way that you can control the number of guests and personnel. You could determine the maximum number of people (employees and guests) that you can safely place on your stand, given its size. If necessary, please, specify the entry and exit paths for guests in your stand.
NB: You can use various signs, floor markings, and tapes to control social distancing.
You could review the items selected for placement on the stand taking into account the stand size and/or physical conditions. For example, smart branding on the stand walls facing the passages for guests will attract the right guests to your stand and reduce excessive crowding.
You should ensure that the areas on your stand where guests are greeted have been designed in accordance with the social distancing regulations.
Please, work out a pre-scheduled system of meetings with your clients, if applicable.
NB: You can specify in your invitations what safety measures you are going to take at the exhibition site and send them to your clients before the exhibition starts. This can help them feel more comfortable when visiting your stand and the exhibition.
HYGIENE REGULATIONS TO BE ADHERED TO IN THE STAND
The exhibitors shall ensure compliance with all the applicable sanitary and hygienic requirements in the stands. Therefore, the first thing you can do is to install hand sanitizers in your stands, which can be easily used by your employees and guests.
You may need to make sure that your employees and guests visiting the stand are able to use them correctly.
Schedule disinfection with a frequency of treatment every 2 hours for all contact surfaces in the stand: door handles, handrails of stairs, railings, surfaces of desks, showcases, racks, office hardware, armrests, etc.
Before each exhibition day, it is necessary to carry out wet cleaning of the personnel and common areas within the stand using virucidal disinfectants that are allowed to be used in conformity with applicable rules.
As regards closed areas of the stand, it is recommended to use air disinfection equipment that is allowed to be used in the presence of people.
We recommend that you set intervals between presentation sessions in your stand for at least 15 minutes for airing and disinfection of contact surfaces.
Organise the collection of used masks (respirators) and gloves of your personnel and guests in plastic bags within the stand followed by their disposal as solid wastes.
Please, ensure that your personnel and the guests of your stand are properly informed by prior emails, posting text, audio/visual information on your company’s websites, and at the entrance to the stand, including using digital posters, about the need to comply with the measures to prevent the spread of coronavirus.
WEARING OF MASKS, GLOVES, FACE SHIELDS
You can provide free masks and gloves in your stand at the request of any person, including any guests.
Make sure that these protective items meet the required standards and are kept under hygienic conditions.
You should encourage your employees to use face shields, but also pay attention to the rules for their use:
Wash your hands before putting on and removing the protective shield;
Change your face shields every day and disinfect before use;
If they can be washed, the protective shields must be washed in accordance with the manufacturer’s instructions. If they cannot be washed, they must be duly disposed of.
One face shield shall be used by one person only.
DEMONSTRATION OF PRODUCTS AND TREATS
Since demonstration of products poses a risk of creating a large crowd, it is recommended to limit demonstration of your products and do this only for important products in compliance with the social distancing regulations.
If you have any treats for guests, please, give preference to pre-packed and disposable appliances that meet hygiene standards.
Avoid treats in snack bowls that are available for public use.
We ask you not to offer drinks at the stand. If you have any, please, use bottled drinks in small volumes.
SOUVENIRS AND PRINTED MATERIALS
To prevent the virus spread, we recommend using fewer printed materials at the exhibition. It is advisable to bring materials prepared and packed in advance.
You can inform guests digitally or virtually, instead of using printed brochures and catalogues.
You are kindly requested not to give anything to your guests, including souvenirs.
Compliance with social distancing regulations is considered to be the most important measure to control the spread of COVID-19. Ensure social distancing of employees (at least 1.5 meters) both during the installation/dismantling works (for technical personnel, taking into account the safety requirements set to such works) and the event itself.
Consider using any safe areas outside the exhibition site for work breaks.
Consider ordering pre-packaged meals/snacks for your own employees to avoid having to go to food outlets. Prohibit eating at workplaces. Meals should be taken in a specially designated room for personnel according to a pre-established schedule, taking into account the social distancing of at least 1.5 meters.
Make sure that you have instructed the team, including your contractors, about all the measures that the Organiser applies before you arrive at the exhibition site.
Instruct the team about all the measures you have decided to apply before they go to the site. Please, share your plans concerning the ways to reduce risks in advance so that they feel comfortable.
Your personnel shall be also instructed to follow safety measures for the prevention of a new coronavirus infection spread, including the use of disinfectants.
It is necessary to appoint one employee to be responsible for compliance with control measures, including the use of Personal Protective Equipment for respiratory organs (masks, respirators) and hands (gloves) by employees during the event.
If your employees stay at a hotel, you may want to make sure that they are familiar with and comply with the hotel safety measures and policies.
Every day, before being admitted to the event site, the employees involved in the event preparation and holding shall undergo the body temperature control procedure, with mandatory removal from the workplace of the persons having elevated body temperature and/or signs of an infectious disease.
Note: Your responsible attitude and good organisation are the key to your personal health and the health of others, and also eliminate the risk of being held liable for violations of sanitary and epidemiological regulations established by the applicable laws of the Russian Federation.
List “Rules for Exhibitors” attached as Appendix No. 2 to the Director General Order No. 04-20/ВД dated 19 August 2020.