Essential
Considerations for Safely Reopening Exhibitions and Events
2nd Edition UPDATED 7 October 2020 Page | 1
Table of Contents INTRODUCTION ...... 4 Section 1: General Principles for Health and Safety Operations ...... 6 Physical Distancing ...... 7 Face Masks and Face Coverings ...... 9 Touching the Face ...... 10 Hand Sanitisers ...... 10 Hand Washing ...... 10 Cough and Sneeze Etiquette ...... 10 Temperature Screening ...... 10 Surface Transmission ...... 11 Symptomatic Individuals ...... 11 Section 2: Communication, Education and Awareness ...... 11 Event Website, Apps and SMS ...... 11 Exhibitor Manuals ...... 11 Event Signage ...... 12 Public Address System ...... 12 Pre-Show Messaging ...... 12 Suppliers/Vendors/Venue Personnel Screening ...... 12 Personnel and Policy Changes ...... 13 Communication with Venue ...... 13 Section 3: Exhibition and Event Operations ...... 14 Monitoring and Control of Exhibitions ...... 14 Foot Traffic/Flow and Density ...... 15 Exhibit Hall ...... 16 Service Contractors ...... 16 Labor ...... 17 Exhibit Booths (Stands) ...... 18 Registration ...... 19 Meeting Space ...... 21 Food Sampling and Food Service ...... 24
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Transportation ...... 26 Section 4: Convention Centre/Venue Cleaning Prevention Measures ...... 28 Introduction ...... 28 General Cleaning/Cleaning and Disinfecting Considerations ...... 29 Convention Centre/Venue Spaces ...... 32 Section 5: Legal and Insurance Considerations ...... 38 Legal Considerations ...... 38 Insurance Considerations ...... 40 Section 6: Travel Considerations ...... 42 Section 7: Appendix – Additional FAQs ...... 47 Contributors ...... 56 IAEE Health and Safety Task Force ...... 56
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Essential Considerations for Safely Reopening Exhibitions & Events Second Edition INTRODUCTION
The IAEE Health and Safety Task Force, in collaboration with associations representing convention centres, contractors, stand builders and others, has written Essential Considerations for Safely Reopening Exhibitions and Events to provide information for exhibition organisers to consider when planning for and producing an exhibition during a pandemic. For scientific backing, IAEE has worked with the Global Biorisk Advisory Council (GBAC) to review the information in this document.
These considerations were written to not be prescriptive in nature, but rather to provide general information and areas for special attention. Each exhibition or event is different. The audience, size, industry, complexity, venue and city must be taken into consideration when planning for the exhibition. Exhibition organisers should understand the current laws of the country, state/province and city in which their event is being held, working with local officials to ensure the event is in compliance. Regularly reviewing the guidance in the U.S. of the Centers for Disease Control and Prevention and globally, the World Health Organization is strongly advised.
Finally, the current situation with COVID-19 is a fluid one with new information about the virus becoming known almost daily. As information is released, this document will be updated, and the reader is encouraged to regularly check for updates on the IAEE website. It is our hope, as the crisis lessens, that some of the preventive measures in this document will no longer be necessary. IAEE is committed to keeping its members, and the exhibitions and events ecosystem, updated as new information is made available from our association partners.
The Centers for Disease Control and Prevention (CDC) and World Health Organization (WHO) continue to update the primary guidelines that are key to the prevention of the spread of COVID-19. Exhibition organisers will need to continually monitor (daily) the guidance from CDC and WHO as the science of the virus develops.
Proper coordination, collaboration, and communication amongst exhibition organisers, venues and exhibition service contractors are critical to the proper planning and execution of health and safety measures.
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Supported by:
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Section 1: General Principles for Health and Safety Operations
A major consideration each organization needs to review are some basic principles and practices which have been adopted to promote a safe physical environment. These practices are simple and easy to follow, such as wearing a face mask or physical distancing, yet they are practices that will help mitigate the spread of the virus. Therefore, we would encourage you to be mindful of these basic principles and practice them in your daily routine. In addition, the implementation of these reasonable and practical health and safety measures are the best ways to protect the environment surrounding your event. The general principles should be the cornerstone of producing a successful event in this COVID-19 environment.
It is important for event organisers to develop a communication plan for attendees, exhibitors, venues and all other suppliers and contractors, after a thorough risk assessment has been completed. The exhibition organiser should be familiar with country, state/province and local jurisdiction requirements for operations and public interactions, as the range of state and local jurisdiction mandates varies significantly.
Risk assessment for an exhibition and/or event includes, but is not limited to the following:
1. Location in which the attendees and exhibitors are traveling from. 2. The capacity and resources of the local health system. 3. Show floor density; The types of interactions planned amongst the attendees and exhibitors. 4. The attendee flow and user experience of the event. 5. Event duration 6. Health and age of the attendees and exhibitors. 7. Venue type. 8. Accreditations or certifications held by venue(s). 9. Identified hazards (high touch point surfaces); handrails, door handles, registration, shuttle service etc.)
See Section 4 on legal and insurance for more information on risk assessment
COVID-19 FAQ
What is the novel coronavirus? Coronaviruses are a large family of viruses. They are pretty common in people, and they usually cause just the common cold. They are also found in many different species of animals. Very rarely, animal coronaviruses can infect and spread between people. Examples of animal coronaviruses that infect humans include the Middle East respiratory syndrome coronavirus (MERS-CoV), the severe acute respiratory syndrome coronavirus (SARS-CoV) and the one we’re dealing with now, called SARS coronavirus-2 (SARS-CoV-2). The disease caused by SARS-CoV-2 has been named Coronavirus Disease 2019 and abbreviated COVID-19.
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Physical Distancing Transmission of COVID -19 may be mitigated through physical distancing protocols. Organisers and venues may consider the following to promote physical distancing within the venue, including the exhibition floor: state and local health guidelines stress, whenever possible, all persons should leave at least 6 feet (approximately 2 meters) of empty space to the person closest to them.
Other Physical Distancing Management Considerations:
. Use signage and any other visuals which encourage and promote physical distancing.
(Image credit: GES)
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(Image credit: Together Again Expo and Alliance Exposition)
. Designate separate entrances and exits for the venue and exhibit halls. . Provide directional signage as physical distancing reminders to maintain 6 feet (2 meters), and where applicable, to indicate one-way attendee and exhibitor traffic flow. . Encourage proper distancing between attendees by requiring attendees to sit in every other seat and/or alternate rows of seating.
(Image credit: GES)
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• Create floor markings designating acceptable incremental physical distancing (6 feet or about 2 meters) on floors (i.e., registration, restrooms, etc.). . Anticipate areas of high-volume traffic where people are unable to keep moving, thus making physical distancing more difficult. Institute plans for alleviating congestion (e.g., registration, restrooms, escalator banks, etc.). . Develop protocols for confined spaces like elevators by limiting ride capacity. These protocols will need to be coordinated with the venue. . Consider physical barriers such as plexiglass or masks as options.
Physical Distancing FAQ
What is “physical distancing,” and will it help? Physical distancing is a term that is applied to actions taken by public health officials to stop or slow the spread of a highly contagious disease. Physical distancing measures restrict when and where people can gather in order to stop or slow the spread of infectious diseases. Such measures include limiting and controlling large groups of people coming together, as well as deliberately increasing the physical space between people to avoid contracting an illness. Staying at least six feet away (two meters) from other people lessens your chance of catching this virus.
Why is “physical distancing” important even for groups who are not at “high risk”? Anyone can become infected, and anyone can transmit this virus to someone else. The goal is to prevent the spread of the virus. A low risk individual, or someone who has minimal or even no symptoms, can pass the virus on to someone who is high risk. That is what is really concerning about this situation. The person may not feel sick at all, and yet they can be a vehicle for passing this virus to someone who is more susceptible to getting very sick or even dying from this virus.
Face Masks and Face Coverings Face masks may be required of persons attending the exhibition. When required, face masks or face coverings shall be worn whenever people are within 6 feet (approximately 2 meters) primarily due to COVID-19 being spread through respiratory droplets, according to CDC and WHO. The face mask is intended to prevent the spread of germs. To encourage compliance, post signage throughout the venue that informs all stakeholders of new processes. Instructions to include on signage:
. Individual(s) should wash their hands before putting on a face covering. . Same side of the mask should be placed against the face/mouth each time to avoid wearing the “contaminated side” against the nose and mouth.
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. Face covering should be removed using the straps, and avoid touching the part which protects the face. . Reusable face masks should be washed or replaced daily. . Workers, including all vendors, temporary staff, venue personnel and anyone having access to the venue during an event will be required to wear a minimum of a face covering. Other Personal Protective Equipment (PPE) such as gloves, face shields, etc., may be optional or required based on a risk assessment. This should be coordinated and discussed with the exhibition organiser, venue, and all essential vendors prior to and at show site.
Touching the Face AVOID touching the eyes, nose and mouth. Microphones, headphones or other equipment should not be shared, and should be sanitised before and after each use.
Hand Sanitisers Position touchless hand sanitiser stations at key locations throughout the event, including, but not limited to, restrooms, food and beverage area(s), meeting rooms, and the exhibit hall. In addition, regular hand washing should be encouraged; world and country health organisations recommend alcohol-based hand sanitisers to prevent the spread of infections and decrease the risk of getting sick. The specific type of hand sanitisers used should be approved by the Federal Drug Administration in the United States and equivalent governing bodies for use in other countries. Exhibition organisers should be committed to make hand sanitiser stations readily available throughout the event space, particularly at key locations.
Hand Washing Frequent hand washing with soap and water is encouraged and will help combat the spread of any virus. Wash hands a minimum of twenty seconds at least every 60 minutes, and dry thoroughly. As an alternative to frequent hand washing, a sanitiser containing at least 60 percent ethanol or 70 percent isopropanol can be used (according to CDC hand washing/hygiene recommendations).
Cough and Sneeze Etiquette Follow proper coughing and sneezing protocols as advised by CDC and WHO. Individuals should use tissues, or an elbow or shoulder if no tissue is available, followed by thorough handwashing or sanitisation after.
Temperature Screening At each point of entry, temperature screenings may be conducted using ‘no-touch’ thermometers. Individuals displaying a temperature, defined by local, state or federal recommendations, should be removed and taken to a private area for a secondary temperature screening. Before the event, identify a designated area within the venue for the secondary screening.
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Surface Transmission The science of surface spread continues to develop. IAEE will continue monitoring these developments and update this information as it becomes available. The latest information regarding the spread by surfaces from the Centers for Disease Control and Prevention states, “Based on data from lab studies on COVID-19 and what we know about similar respiratory diseases, it may be possible that a person can get COVID-19 by touching a surface or object that has the virus on it and then touching their own mouth, nose or possibly their eyes. This is not thought to be the main way the virus spreads, but we are still learning more about how this virus spreads.”
Symptomatic Individuals If an individual displays symptoms of acute respiratory illness upon arrival to the venue, or becomes sick during the day and the show organiser is aware, the in-house or show contracted medical personnel should be notified and the individual should be quarantined and then sent home, to a local medical facility or to a quarantine room located within in the venue for further examination.
Section 2: Communication, Education and Awareness
A robust and carefully cultivated event communications plan is key to create awareness and educate all event stakeholders, including attendees, exhibitors, venue and all other suppliers and contractors. It is crucial that the audience understand actions the show organiser is taking to create a safe environment. The communications plan should convey the practical steps required in creating a safe environment, and resources available to them. Communication on COVID-19 protocols should be easy to understand and include as much information as possible shared via multiple channels (e.g., event website, event mobile app, posters, infographics, physical media, email communications, communications from leadership, etc.). In addition to what is included in this section, the exhibition organizer should consider including the principle elements in Section 1, including physical distancing, face coverings, and hand washing.
Event Website, Apps and SMS Communication should be conducted through all channels, with the specific details available on the event website and mobile app. Immediate or urgent messages may be sent via SMS. Communication is a critical factor in building confidence for all stakeholders who participate in and visit your event.
Exhibitor Manuals Exhibitor Manuals may be updated to include components of an event’s safety protocols and guidelines with specific details of what exhibitors need to execute regarding all
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safety and hygiene measures. As a key reference guide, an Exhibitor Manual can be updated to include all the appropriate safety protocols for exhibitors. This single source of information should be the go-to guide for referencing frequently asked questions; standard operating procedures; and any new, enhanced measures to ensure an event’s customers, including exhibitors and attendees, are protected.
Event Signage Prominently display on-site event signage to include information regarding common signs and symptoms of COVID-19 as communicated by state or local health authorities as well as any actions needed to take place if one exhibits symptoms. The signage may be displayed prominently in all common areas of the event. Organisers' programme of enhanced measures provides assurance and confidence that the event’s priority is the health and safety of its customers.
Public Address System Throughout the event, program public address announcements to repeat messages about the importance of maintaining physical distance and the importance of washing and sanitising hands in addition to other best practices. Organisers may work collaboratively with stakeholders to ensure the biosafety measures in place are practical and effective and considered best practices by trusted health organizations (e.g., CDC and WHO).
Pre-Show Messaging Messaging in advance of the event should communicate relevant information, including updates from global and local health authorities, hygiene briefings, health protection measures, and event admission policies. By communicating to attendees and exhibitors in advance, exhibition organisers will set proper expectations, especially in regard to updated or new policies. Consider including an attendee code of conduct for attendees to agree to within the event registration form. Post the code of conduct to the show website. Consult with legal counsel on the terms of the code of conduct before publishing.
Educate all staff, temporary personnel, vendors and suppliers of the following: • Understanding the impacts of COVID-19 on the general public. • Recognizing this is the single most important item regarding the success of the event. • Communicate months in advance, prior to the event opening. • Communicate clearly and openly as to how and when attendees and exhibitors will be notified.
Suppliers/Vendors/Venue Personnel Screening The show organiser should coordinate a communication plan with its supplier and venue partners on screening protocols that partners have in place. Upon arriving to the venue, personnel may be required to be pre-screened (through self-assessments, symptom checks and temperature checks) to clear for entry into a convention venue. In addition, new entrance policies may be instituted. Pre-event communication should be explicit and clear so employees know what to expect when arriving to work.
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• Outline entrance protocols for employees, contracted labor, and visitors, including how, when and where screenings will take place. • Use simple, branded, visual signage as a straightforward approach to remind people to reduce their risk and let visitors know what the organisation is doing. • Introduce new behaviors to employees in anticipation of arrival back on show site through adequate training. • Provide instructions for bringing work equipment back into the venue utilizing sanitation protocols. • Alert employees to changes in the work environment (e.g., availability of meeting rooms, occupancy restrictions, relocation of work stations, etc., to allow for physical distancing). • Describe how the venue or site was prepared for arrival of employees (e.g., cleaning and disinfecting). • Leverage multiple communication channels to reach the labor/employees including phone, SMS, apps, video, verbal, digital displays, speaker systems, flyers, posters, email and traditional mail.
Personnel and Policy Changes Because of the pandemic, exhibition organisers and producers will need flexibility in many policies which will have to be reassessed regularly. To guard against future outbreaks of the virus, and to be better prepared, organisations will likely need to create new roles and responsibilities for individuals. This realignment will need to be communicated to internal staff. • Outline the new responsibilities for existing roles to ensure health and safety in the wake of the pandemic and how employees are expected to engage with the new roles. • Convey in detail why certain protocols and design changes were adopted.
Communication with Venue • Coordinate with the venue and/or show-contracted cleaning contractor on scheduling move-in, event times and move-out for scheduling sanitation of public areas, meeting space and exhibit hall space. • Work with the venue to create an integrated infection control procedure and response plan. This plan should address procedures specific to the venue, specific to the show, and those that are shared between both parties. • Determine response protocols from the venue on those who do not follow local or state mandated physical distancing mandates. • Be prepared to share an infection prevention and response plan with the venue. Include at a minimum: o Ingress and egress adjustments and planned physical distancing requirements. o Mask/Face covering requirements. o Cleaning contractor contact information and procedures, chemical make-up, and cleaning frequencies. • Have a plan for staff/contractors/volunteer arrival and departure to minimize gathering in common entry/exit points. • Coordinate with the venue to determine a specific break area for staff/contractors/volunteers and identify cleaning responsibilities for show and venue depending on the location.
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• Coordinate which party is providing the following: o Signage o Line queueing equipment o PPE o Hand sanitiser and hand sanitiser stations • Reduced set capacities will likely require more square footage in exhibit halls, meeting rooms and ballrooms to meet target capacity. Discuss options with the venue understanding that utilizing more space may drive costs for both the show and the venue.
See Section 4 for more information on venues
Section 3: Exhibition and Event Operations
IAEE has worked closely with the International Association of Venue Managers (IAVM) and the Global Biorisk Advisory Council (GBAC) on measures facilities will implement for public areas/lobbies. The venues will focus on cleaning and disinfecting of the venue infrastructure. Below are considerations an exhibition organiser can make in designing and managing the areas of leased space it occupies.
Monitoring and Control of Exhibitions Consideration should be given to designate an internal staff person as the knowledge expert regarding any new protocols and procedures put in place due to COVID-19. This person will work closely with the person (s) designated as health and safety liaison (s) for the venue. This person will be responsible for encouraging physical distancing protocols are followed at each event and the latest information and updates are shared with the appropriate stakeholders. The stakeholders include attendees, exhibitors, venue and all other suppliers and contractors affiliated with the event. With a specific person identified and trained, this person will be accountable for all considerations developed to create a safe environment and serving as a key member of the organiser’s crisis management team.
Other measures to consider: • Increase event or exhibition hours to allow for staggering of attendance by designated groups. • Utilize personnel to maintain flow and break up crowding (enhanced floor manager role). • Utilize crowd density technology (beacons, RFID).
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(Image credit: GES)
Foot Traffic/Flow and Density Crowd Density Standard (CDS) IAVM has created a framework for floor density as follows: Current physical distancing requirements in the United States are based on a 6-foot radius (approximately 2 meters) space separating individuals. With each person having a radius of 3 feet of space (6 feet between each other), the physical distancing space per person is approximately 28 sq. ft (2.6 sq. meters) per circle. If physical distancing requirements are practiced during an event, then total available space for the event might have to be divided by the physical distancing space requirements per individual to determine the maximum number of space occupants.
Therefore, the maximum number of attendees when physical distancing is required equals the gross square footage, which includes the exhibit hall, registration area, lobby areas and meeting rooms. To calculate floor capacities, divide your total square footage/meters by the number of square feet required per person.
For example, for 100,000 gross square feet (9,293 gross square meters) of space with the venue requiring 6 feet (approximately 2 meters) as the recommended physical distance between people (which therefore requires 28 square feet or 2.6 square meters per person), divide 100,000 by 28 and your capacity would be 3,571 people. (This calculation assumes each individual must have at least 28 square (2.6 square meters) feet of space.
The organiser’s ability to follow the Crowd Density Framework will illustrate a commitment to prioritizing health and safety and enabling successful interactions amongst attendees. The exhibition organiser should work closely with its venue partner in accordance with local health and safety authorities.
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IAVM’s protocol is their recommendation. However, the exhibition organiser is encouraged to check local/state regulatory guidelines to ensure compatibility with suggested IAVM protocols. Controlling the volume of people on the exhibition floor, also referred to as “density,” will allow appropriate physical distancing.
Exhibit Hall Staggering Show Floor Access – Although not ideal, staggering show floor access may be a consideration, but not a requirement for events. Trade show hours may be divided into time slots (AM/PM) across the days of the event. Exhibition organisers may provide the event’s attendees with access to the trade show floor during designated time slots in order to evenly spread the attendance, in combination with pre-arranged meeting times. Controls over the maximum number of visitors (attendees) may also be set.
It will be challenging to enforce and manage one-way aisle traffic, while maintaining CDC or WHO guidelines at all times. The challenges may include crowding and cross-traffic in main cross aisles. Clearly marked exhibition floors should be easily identifiable for attendees, which will assist with traffic flow. If the exhibition organiser has incremental excess space within the exhibit hall, increasing aisle widths may be a consideration but not required as long as the customer observes all physical distancing guidelines.
Service Contractors The Exhibition Services and Contractors Association (ESCA) has developed and distributed procedures for service contractors to consider in reopening. These measures focus on key areas that show organisers should be aware of, including but not limited to the following: • Exhibit warehousing cleaning and disinfecting and processing procedures. Organisers may consider encouraging exhibitors to ship to the advanced warehouse in order to better manage freight processing in a more controlled environment. • The cleaning and disinfecting and inspection process for the following should be considered and coordinated with the show’s service contractor: o Carpets (new and multi-use) and other floor coverings. The installation of carpets and floor coverings may need to be scheduled in a way to promote physical distancing. o Equipment, such as fork lifts, pallet jacks, carts, etc. o Temporary structures and exhibits (décor). The cleaning and disinfecting procedures for these items may vary based on type of materials (hard surfaces, fabric, vinyl, or metal). Crew scheduling and crew size may need to be adjusted to promote physical distancing. • Exhibitor Move-in/out: o Management and distribution of dock credentials (such as wrist bands) in advance, to limit the handling of credentials. o The health screening process of exhibitors and EACs entering the hall during move- in/out. o Scheduling specific times/dates to exhibitors to manage capacity.
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• Exhibitor On-site Ordering: o Electronic billing and on-site service orders, reducing or removing paper. o Remote billing and on-site orders to eliminate or reduce the queue at the exhibitor service center. o Reconfigured exhibitor service center to maintain physical distancing of 6 feet (2 meters). o Continual cleaning and disinfecting of touch points at the exhibitor service center.
(Image credit: GES)
Labor Labor, defined as individuals who install and dismantle exhibits, transport freight onto the exhibit floor, electricians, plumbers, security guards, foodservice workers, etc., should adhere, support and comply with the facilities and show organisers rules, regulations and recommended safety protocols, as well as any contractual obligations specified in the various collective bargaining agreement.
Prior to the show organiser going to show site, it is encouraged an understanding of protocols is established in order that proper safety measures are being implemented and adhered to. These should include, but are not limited to:
Adherence to Health & Safety Recommendations
• Properly trained managers/supervisors to the GBAC STARTM accreditation program (if working in a STAR Certified facility). • Utilization of pre-screening protocols for all employees who are called to work. o Have you had a fever (as defined by local, state or federal recommendations) in the past 24 hours?
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o Have you had flu-like symptoms in the past 14 days (fever, cough, headache, shortness of breath, loss of smell, loss of taste)? o Have you been in close contact with or cared for someone with COVID-19 in the past 14 days? • Availability of PPE for all staff with instruction on proper wear and care. • Conduct daily briefings to be mindful of frequent hand washing/sanitising and consistent physical distancing.
Operational Processes
All labor should adjust operational processes and policies in order to manage and maintain health and safety standards. Suggested areas for consideration are:
• Include plenty of extra PPE (for exhibit workers PPE should be staged in gang boxes). • Conduct daily briefing of staff on no-touch policy (i.e. no shaking hands, exchanging money, business cards and order forms). • Begin each shift and/or each day with a safety briefing. • Provide reminder signs (outlining what measures are in place to provide safety for employees and clients) at labor check in areas, including the service desk. • Clean and disinfect all shared utensils, equipment and tools etc., prior to it changing hands and at the end of every shift. • Clean and disinfect all high touch surfaces regularly with methods which meet CDC requirements (or GBAC STARTM requirements) with disinfectants which are effective against viruses and bacteria. • Access credentials should be provided in advance to alleviate any possible congestion at on-site labor check-in areas. • Enact a “signing for” policy to reduce the sharing of devices or equipment. • Use email for daily timecards in order to reduce paper handling. Consideration should be given to electronic time cards, labor check-in and any other paper intensive processes. Limit staff at the check-in areas or service desk areas and other areas of congestion. • Limit the number of employees allowed to simultaneously take breaks, or lunch. Consider staggering schedules. Consideration should be given to staggering labor calls in order to limit congestion at ingress and egress points. • Consider “work teams” when work cannot be accomplished by an individual to provide consistency and limit exposure to others. • Consideration should be given to establishing a new position whose responsibility would be to monitor the health and safety for the various tradespersons working on the exhibition floor.
Exhibit Booths (Stands) Exhibit booth design and layout should incorporate established best practice guidelines to help prevent the spread of COVID-19. Booth design and layout should follow specific standards outlined by the event organisers and facility. Design considerations should include the following: • Establishment of booth density numbers (staff and visitors allowed based on total square footage).
For example, for 100 square feet of exhibit space with 6 feet required (approximately 2 meters) as the recommended physical distance between people, divide 100 by 28 and your capacity
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would be 3.5 people. (This calculation assumes each individual must have at least 28 square feet (2.6 square meters) of space.
• Ensure exhibitors and attendees can maintain 6’ of distance from each other. • Establish one-way traffic flow with marked entrances and exits. • Include dividers in areas where people will be in close contact. • Consider touchless (electronic and digital) alternatives to engagement. • Account for PPE apparel (e.g., staff masks, shields, gloves, etc.). • Incorporate signage promoting health and safety best practices. • Plan for cleaning of spaces and surfaces throughout the day along with bio-enhanced cleaning practices before and after each day of the show.
(Images credit: CORT Events)
Registration Increased use of technology by exhibition organisers provides a means to minimize queuing and contact during the registration process. The use of QR codes can facilitate seamless and contactless access upon entry and exit. Additionally, digital credentials can eliminate physical badges and lanyards where appropriate and enable contact tracing. Encouraging or requiring advance online registration provides an achievable means to minimize on- site contact at a number of touchpoints. That effort combined with the reduction of queues allows visitors to enjoy a safe and enhanced experience where their time on-site is maximized for effectiveness. Considerations for registration include:
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• 6 feet (approximately 2 meters) of separation of counters and queue separation. • Touchless check-in. • Plexiglass separators between registration staffing and registrants. • Masks for registration check- in personnel. • Self-serve check-in counters/ mobile badge printing. • Registration App (self-check- in via phone). • Cleaning protocols for touch screens. • Badge scanning at access points. • Dispersed registration/remote kiosks at venues. • Credit cards preferred/Venmo type tech. • Mail name badges.
(Images credit: T3 Expo)
(Image credit: Together Again Expo and Alliance Expo)
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Registration FAQ
With all these changes occurring, what is the best way for my attendees to register? The safest and easiest way for participants to register for the show is doing it online, prior to the event. This will allow participants to receive their credentials in a touchless environment, well in advance of the show. It will also allow them to bypass the on-site registration area which often becomes congested and could potentially delay their access to the show floor. If one of your attendees forgets to register prior to the show, and needs to register at the convention center, will their on-site registration process be different? Will it be safe? As an event organiser, you should work with your registration vendor and develop plans for providing a user-friendly, safe environment for everyone who registers at the convention center. Ideally, the organi ser needs to make the registration process relatively seamless and contact-free, however, the attendee may experience some new processes. Below are some of the changes you may experience when attendees register on-site:
• Hand sanitisers and disinfecting wipes should be readily available. • All registration personnel manning a computer terminal should be required to wear face masks and latex gloves. • Plexiglass partitions should be installed at each registration counter creating a barrier between the attendee and the computer operator. • One person should man the registration counter (previously two people manned the counter). • Registration counters should be placed six feet apart. • While waiting in line, physical distancing should be required. Queueing markers should be placed on the floor. • Consideration should be given to self-serve registration units. Each one of these self-serve units should be wiped down after each use.
Meeting Space Event organisers should obtain written documentation from the venue on cleaning and disinfecting procedures for meeting space. It will be important for exhibition organisers to coordinate the schedules of meeting room use to ensure appropriate gaps of time between use are designated for sanitation.
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On set-up, follow the physical distancing guidelines, currently indicated as 6 feet (approximately 2 meters), to create separation to establish room set up and capacity. The exhibition organiser will need to determine capacity by working with the venue and local health and safety authorities. Below are
some examples of meeting room set up design accounting for physical distancing.
(Images credit: PSAV)
Social functions held by the exhibition and event organiser should be based on a risk assessment and follow local, federal and provincial guidelines, including meal functions, receptions, awards and other gatherings. When possible, consideration should be given that speeches and educational sessions/panel discussions could be delivered as a hybrid event (combining virtual and physical). Organisers may consider offering the capabilities of following a more conservative approach than the guidance of local or state authorities.
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(Image credit: CORT Events)
Meeting Space FAQ
Many events produce an extensive educational program. How will hygiene and physical distancing guidelines be met? In order to create a safe environment, show producers, in conjunction with the host convention center, should implement protocols which meet CDC and local health department guidelines. The most visible change will be enforcement of the physical distancing protocol requiring seats to be separated by a distance of six feet. This will greatly reduce the capacity of each educational session, keynote and meal function. In addition, the following should be considered for implementation:
• Disinfecting wipes to be provided at podiums. • Entrance doors to be propped/remain open. • Compliance with physical distancing requirements for meeting room sets. • Banquet round seating limited to six per 72-inch table (vs.10 per table). • Classroom seating set with 6-foot spacing between chairs. • Hand sanitiser dispensers available. • Designated room capacity monitors. • Size and timing of meetings controlled/scaled so more time can be allotted between sessions for cleaning. • Increased meeting room cleaning/disinfecting frequency. • food and beverage protocols to be followed if food is served (individually wrapped items only, no buffets, etc.).
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Food Sampling and Food Service New food and beverage protocols are under development in the industry. It is important to refer to local health departments and the contracted food and beverage provider for specific rules in each location. Many of the items below are related to concession and restaurant service, applicable to exhibitions with these components.
Foodservice/Counter and Bar Hygiene Foodservice workers/bartenders and foodservice support staff should continually wear a face covering and gloves when they are serving customers or behind a bar.
Ordering Menus may be posted electronically or printed on single-use paper to avoid transmitting germs on reusable plastic menus. Encourage electronic ordering when available. In lieu of being served by waitstaff, customers may be notified via text when their order is ready and placed at a designated pick- up location, creating a touchless experience and also avoiding crowds of customers waiting for their food.
Food & Beverage FAQ
Will the food at the convention center be safe to eat? Because of COVID-19 food preparation requirements, presentations and service will be different. Each convention center will work in conjunction with the official foodservice provider to develop new guidelines and protocols which ensure the highest standards in food quality and safety. However, check with the convention center yourself for changes that you may experience or may be visible. Below are a list of possible protocols which may be different: • Most likely masks will be worn by all employees who are involved with foodservice, including food preparers, servers and cashiers. • Foodservice staff will all be trained on new hygiene protocols. • Hand sanitiser stations may be available at the entrance of all restaurants. • Guest contact items will be single use (flatware, straws, condiments, etc.). • Beverages and coffee may be served by an attendant. • All food will be served individually wrapped. • Occupancy will be limited to allow physical distancing in all food and beverage operations. • Seating will be arranged to allow proper physical distancing in all food and beverage operations. • All pay points will be compliant with physical distancing including plexiglass barriers, defined line spacing and cashless pay. • Hand-washing stations will be deployed near F&B stations, exhibit halls and near meeting rooms. • All frequently touched surfaces such as tables, bar tops, stools and chairs will be frequently sanitised.
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Counter/Line Service At a self-serve restaurant or concession stand, limit the number of counter staff in order to practice physical distancing guidelines. Foodservice workers should place food and beverages on the table, counter or other surface rather than handing purchased food directly to customers. Workers who handle money should wear gloves and should not serve food or beverages. Contactless payment should be encouraged instead of cash payment. Foodservice workers must monitor lines at quick service areas, such as coffee bars and food pick-up areas, to ensure customers remain physically distanced. If lines get too long or take up too much space, foodservice vendors may consider opening additional service or pick-up areas.
Partitions Where practical, barriers such as clear plastic partitions should be installed at registers and foodservice counters.
Point of Sale (POS) Terminals Assign POS terminals to one worker where possible, and clean and disinfect between and after each use. Where a point of sale system requires a signature or entry of a PIN, a disposable stylus may allow a touchless transaction.
Grab and Go Prohibited Foodservice workers should place requested items on the counter for customers in order to reduce touching of food or packaging.
Tables and Chairs Clean and disinfect dining tables, bar tops, stools and chairs after each use. Foodservice workers, or the cleaning contractor should clean and disinfect furniture before, during and after events. Furniture may be positioned to allow physical distancing and placement should be marked on the floor.
Reduced Seating Tables, bar stools and booths should be removed in order to allow 6 feet (approximately 2 meters) between each unrelated party or as the local public health authority requires. Consideration should be given to substitute upgraded box lunches versus individually plated dishes. All table settings should include hand wipes.
Trays Clean and disinfect trays and tray stands after each use.
Utensils To replace individual eating utensils, customers can be provided pre- wrapped cutlery, etc., or they can take what they need from individual dispensers.
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Beverage Packaging Self-serve fountain drinks can be replaced with bottled beverages.
Condiments Single or personal use condiments should be utilized. Open condiment service buffets should be prohibited.
Additional Waste Sanitary food and beverage practices will result in more refuse; therefore, trash disposal should be monitored on a more frequent basis.
Separate Entry and Exit Points Create separate entry/exit points to food and beverage areas if possible.
High-Touch Items Related to Food and Beverage Service Safe service of food and beverages will require frequent cleaning and disinfecting of many small items, such as the following:
• Bottle and can openers • Pots and pans • Cutting boards • Pour spouts • Grill scrapers • Serving spoons • Ice buckets • Spatulas • Ice scoops • Squeeze bottles • Knives • Tabletops • Ladles • Tongs • Measuring cups and spoons • Wine keys
Transportation Shuttle transportation plays a vital role in moving attendees to/from event facilities, hotels and airports. The context of these considerations is in respect to contracted attendee shuttle transportation systems and not to mass transit. For mass transit considerations, refer to the local mass transit authority(s) for guidelines and updates in operating during COVID-19.
Key considerations for a contracted shuttle transportation company include the following: • Health screening and operation policies for drivers. • Mask and glove requirement for drivers. • Cleaning and sterilization process for the vehicles. • Hand sanitiser stations within the vehicles. • Passenger mask requirements. • Protective shields behind the drivers. • On board restroom service restrictions. • On board food and beverage service restrictions. • Seating configuration adjustments/physical distancing considerations.
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• Quarantine procedures for vehicles with suspected or known COVID-19 cases. • Vehicle air filtration systems
Transportation FAQ
In order to get from a hotel to the convention center, attendees will need to take a bus, taxi or tram. Are these methods of transportation safe? Transportation providers will most likely follow crowd density standards; therefore, buses and trams will run at less than 100% capacity. If transport vehicles like buses and taxis are used, drivers should practice all safety actions and protocols as required (for example, washing hands often, wearing cloth face coverings and maintaining physical distance from riders). Drivers should be partitioned off while they sit and operate their vehicles. In addition, event buses, vans, taxis or other vehicles will be cleaned and sanitized on a frequent basis.
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Section 4: Convention Centre/Venue Cleaning Prevention Measures
Introduction IAEE has worked with the International Association of Venue Managers (IAVM), the Global Biorisk Advisory Council (GBAC), and other industry organisations to develop standardized cleaning procedures. This section will assist the exhibition organiser in understanding best practices for cleaning and disinfecting within exhibition and event venues. There may be other internal and external certification programs, like GBAC STARTM, adopted by venues with cleaning and disinfecting guidelines. It will be important for the exhibition organiser to consult with its venue partner on programs it adheres to for proper sanitation guidance.
The following GBAC STARTM Event / Convention Centre template is intended to provide process and procedural options for cleaning, disinfection and infectious disease prevention for event and convention facilities. This template is based on GBAC guidelines and are meant to assist a venue in developing the highest standard of cleaning methods.
It is recognised that some of the framework may be considered restrictive as facilities initiate the re- start of their businesses. In general, most cleaning and sanitisation protocols will most likely change and be updated based on public health advice, PPE recommendations or requirements, physical distancing requirements, and other recommendations, to be implemented to be consistent with business needs.
GBAC will continue to monitor information from international health associations and regulatory agencies. If a venue is GBAC STARTM Accredited, GBAC will communicate these changes, requirements and recommendations as the situation changes. GBAC will communicate to GBAC STARTM Facilities via the GBAC STARTM Communications network.
It is recognised in many facilities that a service contractor will service the show floor areas and the venue may service the common areas of the property. This program is designed so there is no disruption of services as both contractors and facilities will have GBAC or otherwise trained and competent technicians on staff.
GBAC FAQ
What is GBAC? GBAC stands for the Global Biorisk Advisory Council. GBAC is a division of ISSA (International Sanitary and Supply Association) and composed of international leaders in the field of microbial-pathogenic threat analysis, mitigation, response and recovery. GBAC led the effort on the SARS outbreak and was the lead agency in the eradication of Ebola. GBAC provides training, guidance, accreditation, crisis management assistance and leadership to government, commercial and private entities looking to mitigate, address and/or recover from biological threats in real-time.
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General Cleaning/Cleaning and Disinfecting Considerations Current public health guidelines outline the need for appropriate hand hygiene accomplished by hand washing and/or the usage of hand sanitisers. While handwashing with soap and water is the preferred option for hand hygiene, the number of handwashing facilities is normally limited and the use of portable hand wash facilities might not be feasible in all locations.
In addition to current protocols of floor care for both hard surface and carpet, consideration should be given to the following:
• The use of High-Efficiency Particulate Air (HEPA) vacuums on all carpet, followed by spray disinfection using venue approved spray technology and approved disinfectants compatible with the materials being disinfected when required by GBAC STARTM program risk assessment. • The use of approved floor scrubbers, mops and tools with approved chemistry on hard floor surfaces. The cleaning and disinfecting of hard surface floors is critical. • Frequency of cleaning will depend on usage and local risk assessment and/or official requirements.
Public self-serve water stations with any touch point will not be permitted. Documentation is also an important part of the process. The risk assessment, cleaning and disinfection protocols including the use of PPE need to be documented in advance.
Hand Sanitisation
Hand Sanitisation: Approved hand wipes, alcohol hand sanitiser and hand sanitiser stations should be provided at the venue during move-in/out and show days.
Locations and capacity needs must be based on occupancy needs, usage records and user feedback.
Hand sanitiser station locations – examples include but are not limited to:
• At every entrance, one or more station(s) depending on volume. • Show aisles/show floor– one every 200 feet, with a minimum of one per aisle. • Meeting rooms – as a general guidance, one for every 50 people scheduled in the room; one should be placed at each entrance. • Lobbies – one per 5,000 sq. feet of lobby space. • At the entrances of all Food and Beverage locations. • At all elevator banks and escalators (note position so as not to interrupt traffic flow). • At employee time clocks and entrances and employee dining area based on use.
During pre- and post-event activities, it may be more effective to provide individual hand alcohol sanitiser to all workers, event management personnel and exhibit personnel. Hand sanitization stations
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may be stationed in the lobbies and meeting rooms but may get in the way of set up and tear down operations on the show floor.
Pre-Event – Move In
• Prepare and inspect floors for readiness (criteria to be determined by risk assessment and/or official requirements). • Require masks and gloves (gloves may not be necessary) to be worn by workers, exhibitors and support staff during move-in activities. • When required, a temperature monitoring program may be utilized for all workers, exhibitors and support staff during move-in activities. • Place signage during move-in describing requirements for all move-in personnel. Requirements will include physical distancing, hand hygiene and the wearing of masks. • Spray disinfection requirements of certain areas within the venue need to be based on the risk assessment during the move-in stage. • Other set up considerations to be followed when possible include: o Staggering of the exhibitor set up times. o Maintaining a single point of entry and separate single point of departure for contractors and exhibitors. o Posting signage which includes appropriate distancing for exhibitors, contractors and employees.
Pre-Event - The Night Before
• The move-in schedule must include several hours overnight for disinfection services to be completed after the aisle carpet has been installed. • Strategically place hand sanitisation stations. • Place physical distancing floor markings where and when appropriate. • Place signage including but not limited to physical distancing reminders, mask reminders, and handwashing reminders (GBAC STARTM signage, if the venue is GBAC certified). • Follow floor care guidelines listed above including the use of HEPA filters on all carpeted areas; and floor scrubbers, mops, etc. on hard floor surfaces. • Disinfect using approved systems such as electrostatic sprayers or other suitable delivery systems with approved disinfectant(s). Disinfection will include but is not limited to exhibits, aisles, lobbies, restrooms and meeting rooms. Any off-limit items, areas, etc,. need to be clearly identified.
Show Days – Custodial Services Professional
Open Event Times – Exhibit Floor
• Wear approved and required PPE.
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• Schedule normal routine cleaning rounds and document for completion, frequency to be determined by usage and risk assessment (e.g., every 2 hours during high occupancy times for frequently used areas). • Collect all trash. • Check hand sanitiser stations are in place and replenished. It is recommended stations are checked every 2 hours during the event. Frequency can be adjusted upon actual usage needs and document when checked. • Clean and disinfect high touch points like registration counters, information booths, touch screens, etc. • Replenish all items as needed.
End of Day
• Wear approved and required PPE. • Collect all trash. • Commence with meeting room cleaning with approved chemicals. • Clean and disinfect all frequently used touch points. • Replenish all items as needed. • Check hand sanitiser stations are in place and replenished. • HEPA vacuum carpets when and where applicable. • Use floor scrubbers/mops when and where applicable. • Document that cleaning has been completed.
Show Days - Disinfection Technician The Disinfection Technician always enters area wearing approved PPE. Areas and objects to be treated are to be determined by risk assessment and/or official requirements. Disinfection Technicians will clean and disinfect all surfaces on the exhibit floor starting at either the back of the room working toward the exit door or starting from the middle working their way out. Cleaning/disinfection will be completed using approved systems such as electrostatic sprayers or other suitable delivery systems with approved disinfectant(s).
Surface cleaning /disinfection to be included, but not limited to:
• Flooring • Exhibit booths • Walls (up to eight feet/just over 2 meters) • Doors • Drawer and door handles • Tables • Chairs • Trash cans • All touch points • Document that the disinfection has been completed
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See Convention Centre / Venues section below for other space recommendations
Post Event/Move-Out (Also daily during post event activities) • Masks and gloves will be worn by all workers, exhibitors and support staff during tear down activities. • When required, a temperature monitoring program will be utilized for all workers, exhibitors and support staff during move-out/post-event activities. • Disinfection using approved systems such as electrostatic sprayers or other suitable delivery systems with appropriate disinfectants will be conducted each night. • After everything has been cleared from the event floor, final floor cleaning will be conducted. This may include but is not limited to: o Removal of all tape. o Sweeping of entire surface. o Using floor scrubbers/mops when and where applicable. o Cleaning/disinfecting (e.g., electrostatic sprayers or other suitable delivery systems) with approved disinfectant(s).
During pre- and post-event activities (move-in/out), it may be more effective to provide individual alcohol hand sanitisers to all workers, event management personnel and exhibit personnel. Hand sanitiser stations may get in the way of set up and tear down activities.
Convention Centre/Venue Spaces Venue Lobbies – Daily Operations Venue lobbies vary from facility to facility, from small intimate lobbies to grand scale large lobbies. Special attention must be made for several reasons including the volume of foot traffic experienced. The Lobby Attendant always enters lobby area wearing required PPE and performs the following tasks:
• Remove all trash. • Clean area with approved chemicals and equipment, paying careful attention to all touch points. • Check that hand sanitiser stations are in place and replenished. It is recommended stations are checked every 2 hours during high occupancy times. Frequency can be adjusted upon actual usage needs and documented. • HEPA vacuum carpets when and where applicable. • Use floor scrubbers/mops when and where applicable. • Ensure safety signage are placed in lobby (including GBAC STARTM Certification, if applicable). • Document room cleaning has been completed.
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Lobby surface disinfection might include but is not limited to the following:
• Registration/Reception desk. • All doors in lobby area including entrance/exit doors. • Drawer and door handles. • Flooring. • Walls (8 Feet or 2.5 meters up). • Tables. • Chairs. • Trash cans. • All touch points such as light switches, lamps, phones, etc.
Public Restrooms The Restroom Attendant always enters the bathroom area wearing approved PPE and performs the following tasks:
• Bag all trash. • Gather all soiled linens and place in laundry bag. • Commence with room cleaning with approved chemicals. • Pay careful attention and wipe down all touch points. • Replenish all items as needed. • Use floor scrubbers/mops when and where applicable. • Ensure signage is in place, including personal hygiene signage (i.e., “Remember to Wash Your Hands for 20 Seconds”). • Document that bathroom cleaning has been completed.
Disinfection protocols of public bathroom surfaces include but are not limited to the following:
• Cordon off restrooms during spray disinfection service. • Starting at the back of the restroom, the Disinfection Technician begins disinfecting all surfaces in the restroom. • Each stall door, door handle, stool and urinal must be spray disinfected. • All other surfaces including but not limited to counter tops, faucets, hand dryers and paper towel dispensers must also be disinfected.
Common Hallways
• Hallways are vacuumed daily using a HEPA vacuum. • Ensure hand sanitiser stations are in place and replenished. • Hallways will be clean and disinfected using systems such as electrostatic sprayers or other suitable delivery systems with approved disinfectant nightly. • Floors and touch points will be treated as required.
Elevator Lobbies, Elevators and Escalators
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The Lobby Attendant always enters the elevator lobby and elevator wearing approved PPE. Check elevators frequently during high occupancy times. Set a schedule and document that the activity has been completed.
• During high occupancy, it is recommended elevator lobbies and elevators are checked and cleaned every 2 hours. • Elevators will be cleaned with high attention to touch points (e.g., elevator buttons, railings). • Elevator lobby floor surfaces will be cleaned/HEPA vacuumed daily. • Hand sanitiser stations need to be checked that they are in place and replenished as needed. Locate at least one hand sanitiser station at every elevator entrance. • Escalators are checked and cleaned every 2 hours. • Document that lobby cleaning has been completed.
The Disinfection Technician always enters elevator lobby and elevator wearing approved PPE and performs the following tasks:
• Clean and disinfect escalator rails at a minimum daily. • Elevator lobbies including all touch points, buttons and floors will be clean and disinfected using systems such as electrostatic sprayers or other suitable delivery systems with approved disinfectant nightly at a minimum. • Elevators will be clean and disinfected using systems such as electrostatic sprayers or other suitable delivery systems with approved disinfectant nightly at a minimum.
Meeting Rooms
The Room Attendant always enters meeting rooms wearing approved PPE and performs the following tasks:
• Bag all trash - excluding all unused consumable items such as notepad paper. • Commence with room cleaning with approved chemicals. Pay careful attention to all touch points including electronics and AV equipment. • Replenish all items as needed. • Hand sanitiser stations need to be checked that they are in place and replenished as needed. As a general guideline, one for every 50 people for larger meetings. • Floor surfaces will be cleaned/HEPA vacuumed as last step prior to exiting the meeting room. • Place tag on door that room is ready for sanitisation/Disinfection Technician. • Document the meeting cleaning has been completed.
Meeting room surface disinfection might include but is not limited to the following:
• Flooring
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• Walls (up to 8’) • Closet doors (open) • Drawer and door handles • Podium • Tables • Chairs • Trash cans • All touch points such as light switches, lamps, phone, TV Controls, etc. • Mark the room with an identifying door tag to signify room is completely clean and disinfected (including GBAC STARTM accreditation, if applicable)
Follow manufacturers’ recommendations for electronics and AV equipment regarding cleaning and disinfection. This includes but is not limited to clickers, keyboards, pointers, AV equipment and microphones. Some equipment may need to be hand sanitised and disinfected; some may be able to be spray disinfected.
Restaurants, Cafés and Bars
Continue to clean and disinfect restaurants, cafés and bars in accordance with venue protocols with attention to the following:
• Wait staff, porters, bus staff, wait assistants and bartenders will clean and disinfect using approved disinfectants in accordance with venue policy. • Linens are replaced and washed in between customer usage. • Table placement is at least 6 feet (approximately 2 meters) apart while physical distancing requirements are in effect. • Make disposable menus and check presenters. If non- disposable menus or check presenters are used, they must be cleaned and disinfected after each use. • Place hand sanitiser stations at the restaurant/bar entrance, kitchen entrance, and restroom entrance area. Depending on the size of the restaurant/bar, consider other station locations. • Hand washing stations should be available for all staff in the back of the house. • Wait staff and servers will wear masks when physical distancing is in effect. • Wait staff should wear gloves when serving food. • Disposable utensils may be used when and where applicable. When not utilizing disposable utensils, flatware must be wrapped or in a roll up. • All condiments must be personal use. • Conduct frequent cleaning and disinfection.
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The Restaurant Attendant should perform nightly cleaning of the restaurant/bar/kitchen/café / food prep areas wearing approved PPE.
Dining/Bar Area
• Document restaurant cleaning has started in venue documentation system. • Bag all trash. • Using approved chemicals and equipment, commence restaurant/bar cleaning in accordance with the venue restaurant/bar cleaning policy. Pay careful attention to all touch points. • Replenish all items as needed. • Hand sanitiser stations need to be checked that they are in place and replenished as needed. It is recommended that a review cycle is scheduled, such as every 2 hours during high occupancy times. Place hand sanitiser stations at the restaurant/bar entrance, kitchen entrance, restroom entrance area and on the bar. Depending on the size of the restaurant, consider other station locations. • HEPA vacuum carpets when and where applicable. • Use floor scrubbers/mops when and where applicable. • Ensure signage is in place (including GBAC STARTM Certification if applicable). • Document that restaurant/bar cleaning has been completed in venue documentation system.
Kitchen
• Document kitchen cleaning has started in venue documentation system. • Bag all trash. • Using approved chemicals and equipment commence kitchen cleaning in accordance with the venue cleaning policy. Pay careful attention to all touch points. • Replenish all items as needed. • Hand sanitiser stations need to be checked that they are in place and replenished as needed. • Use floor scrubbers/mops when and where applicable. • Ensure hygiene signage is in place such as hand washing reminders and SOPs. • Document that kitchen cleaning has been completed in venue documentation system.
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Food Prep Areas
• Document Food Prep Area cleaning has started in venue documentation system. • Bag all trash. • Using approved chemicals and equipment, commence Food Prep Area cleaning in accordance with the venue Food Prep Area Cleaning policy. Pay careful attention to all touch points. • Replenish all items as needed. • Hand sanitiser stations need to be checked that they are in place and replenished as needed. • HEPA vacuum carpets when and where applicable. • Use floor scrubbers/mops when and where applicable. • Ensure hygiene signage is in place such as hand washing reminders. • Document that Food Prep Area cleaning has been completed in venue documentation system.
The Disinfection Technician enters the restaurant/bar/kitchen/café / food prep areas wearing approved PPE (nightly). Areas and objects to be treated are to be determined by risk assessment and/or official requirements. The Disinfection Technician begins disinfection of all surfaces in the restaurant/bar/kitchen/café/food prep areas, working from one side of the room to the opposite side. Disinfection using systems such as electrostatic sprayers or other suitable delivery systems with approved sanitiser(s)/disinfectant(s) is required. Special attention to approved chemical list must be taken into consideration in areas where food is prepared and served.
Restaurant/café/bar surface sanitation/disinfection might include but is not limited to the following:
• Flooring • Walls (8 Feet or 2.5 meters up) • Doors • Tables • Chairs • Trash cans • All touch points such as light switches, lamps, phones, etc. • Prep kitchen (only needs to be done at the conclusion of use)
Ballrooms
Since ballrooms are a combination of foodservice area and meeting space, recommendations for both should be followed.
The “back of the house/heart of the house” (which includes kitchens, storage rooms, corridors, service corridors, tee up the food, triple deck warmers with food, loading docks, locker rooms, employee restrooms, etc.) will require the following:
• Routine cleaning and disinfection policies and procedures must be established for all spaces in the “back of the house/heart of the house.”
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• At a minimum, spray disinfect all spaces every 24 hours for food preparation areas, service stations, locker rooms, employee restrooms, cafeterias and snack bars. • When required, a temperature monitoring program will be utilized for all employees and contract support staff. This can be accomplished by automated temperature monitoring stations at employee entrances or implemented by a security officer with a temperature scanning device. • When required, masks will be worn by all event attendees, exhibitors and support staff. The wearing of gloves may also be required for certain tasks and/or positions.
Section 4 information was provided by the International Association of Venue Managers (IAVM)
Section 5: Legal and Insurance Considerations
Legal Considerations The legal community would like to be able to tell the events industry “Do the right thing and you will be legally protected,” but life is not that simple. COVID-19 lawsuits have already been filed against more obvious targets such as landlords, nursing homes and cruise lines, and the circle of defendants will broaden as the courts reopen. Event organisers will have numerous legal factors to consider.
• Follow the Laws and Orders There will be laws and orders regarding safety requirements wherever the event takes place. Learn about these laws and orders as they are rapidly changing, and will continue to change, depending on new outbreaks and changing scientific theories. Failure to follow laws and orders in effect on the lead up to and on each day of the event will be evidence of recklessness and may result in liability.
• Conduct Forms the Basis of Liability The general standard against which the actions of event organisers will be judged is negligence, and the more serious standards, gross negligence, malfeasance and recklessness. In short, the plaintiff’s lawyer will have to prove that the organiser did something wrong. Organisers should take practical steps to avoid contributing to the plaintiff’s case. Looking at lists of factors like the ones in this document and making decisions about what can be done under the circumstances of the show will lessen the chance of spreading both disease and litigation.
• Document Your Efforts Providing paper evidence of safety measures is crucial. It will not support your defense in a later lawsuit to have provided hand sanitiser every 20 feet if you cannot prove you did so. Personal memory is subject to attack as flawed. A written record of each action, checked and confirmed by another staffer in writing, will provide your defense counsel with better support. A date stamped film of the space as used would also be useful.
• Organisers as Employers Making sure that the safety precautions are extended pre-show, post-show and in employee-only show areas will help protect staff, who are our most valuable assets. Workers compensation
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insurance will be the first line of defense for employee claims, but the insurance company will want to see evidence that the employer’s actions were within the limits of the policy. Now is a good time to check your policy to determine what the employer will have to prove (e.g., No gross negligence? No reckless conduct?)
• Consider Waivers for Attendees It is tempting to require all attendees to sign waivers of liability, releasing the exhibition organiser from claims arising from the contraction or spread of disease. The waiver could appear prominently on the registration form. It could require a separate “check the box” or “type name here to agree,” to minimize the risk that the attendees will later claim they did not see the waiver and thus never agreed to it. Exhibition organisers will have to assess the risk of aggravating or offending their attendees by requiring a waiver against the protection it offers. Waivers are not viewed as bullet proof barriers by plaintiffs’ attorneys. Another important consideration is whether the sponsor and its leaders are willing to enforce the waiver requirement on everyone. Permitting some to attend without signing the waiver will weaken its efficacy as a first line of defense.
• Force Majeure Provisions in Contracts Due to the COVID-19 crisis, Force Majeure provisions in contracts will be heavily negotiated for years to come. Event organisers already knew – or quickly learned – that the wording of the Force Majeure provision made a difference on how smoothly cancelation negotiations were conducted. A clause which permits an event organiser to cancel without penalty only if it is “illegal or impossible” to hold a meeting sets a very high bar. If the facility is legally open for business and is able to accept guests - with or without physical distancing, masks and other restrictions - the facility will argue that it is legal and possible to hold the meeting and cancelation without penalty is not in order. Use of the term “commercially impractical” will increase the event organiser’s chance of canceling without penalty. Event organisers may consider including a specific reference to “increased risk of illness or injury to attendees” as a reason the cancelation can occur without penalty. Also look out for “prevailing party” clauses in facility contracts. They generally state that the loser in litigation or arbitration will pay the winner’s legal fees. This can tip the balance of power in favor of the facility, as the event organiser may end up owing some damages and also substantial legal fees to the facility.
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Insurance Considerations
Insurance and Risk Management have always been an important part of a show organiser’s planning. A plan to mitigate the transmission of a virus is a new element to show risk management. The purpose of a Virus Transmission Mitigation Plan is to reduce the risk of virus transmission and to assist in the show’s defense in case of a virus-related allegation. Any person(s) who claim they contracted the COVID-19 virus must “clear a high bar” to establish that a virus was contracted at a specific time and place. However, that does not preclude the person(s) from bringing claims against show organisers. Here are two insurance details that show organisers should check:
• Determine whether the show organiser’s Commercial General Liability policy has an exclusion for claims arising from communicable diseases. Policies issued after March 2020 are likely to have such an exclusion. • Confirm that the event adheres to standards set by the CDC as well as state and local jurisdictions because the best defense to any allegation is proof of preventative procedures and rigorous adherence to operational, safety and sanitary standards.
Show organisers should designate a point person to be responsible for the development of a Virus Transmission Mitigation Plan. The point person should collect input from a diverse group including operations, labor, HR, legal, management, sales, safety, security and IT. The following is a four-step process to develop a Virus Transmission Mitigation Plan to address COVID-19 exposure and possible transmission. 1. Risk Assessment The first step is to perform a Risk Assessment. This Assessment is done in the context of the show’s operations before implementation of any virus- related modifications, i.e., “how did you run last year’s event?” The Assessment covers the following aspects of your show:
• Location in which the attendees and exhibitors are traveling from. • The capacity and resources of the local health system. • Show floor density; The types of interactions planned amongst the attendees and exhibitors. • The attendee flow and user experience of the event. • Event duration. • Health and age of the attendees and exhibitors. • Venue type. • Accreditations or certifications held by venue(s). • Identified hazards (high touch point surfaces); handrails, door handles, registration, shuttle service etc.)
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2. Operations Assessment In the second step, show organisers identify parts of the show that should be modified to limit the risk of virus transmission to attendees, exhibitors, contractors and staff. Speak with the venue’s safety chief, security staff and cleaning service to identify feasible measures to reduce the spread of the virus. Topics to review include the following:
• Floor Plans – booth locations, square footage of the show floor and adjacent service areas • Locations where attendees may be gathering for extended periods of time • Gift shop/concession locations and eating areas • Registration desks and other areas for handling credit cards/cash transactions • Ventilation systems • Stairways, elevators and escalators • Bathroom facilities • First Aid supplies
Show organisers should always perform a pre-show site visit whether virtually or in person. 3. Determination of Risk Level During this third stage, the show organiser determines the new risk level presented by the Risk & Operations Assessments performed above. This determination will not be a “go/no-go” signal for whether the show should open, but it will provide valuable input for show management.
4. Mitigation Measures At this final stage, the show organiser has chosen risk mitigation measures to safeguard the health of all show participants and attendees. The show’s mitigation plan includes:
• A clear statement by the organization’s executive management that safety and the adherence to virus transmission prevention is a priority. • Precautions for the spreading and transmission of disease • Physical distancing and passage on the show floor • PPE requirements • Facility and location cleaning requirements • Isolation of potentially infected personnel • Training protocols
Training and Education Once a plan is developed, Show Organisers must train employees, vendors and contractors on the safety procedures and protocols of the plan. This training should be conducted with physical distancing or through Virtual Learning Webinars. Show Organisers must keep records of all who have received training.
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Quality Assurance The President or head of any organisation is responsible for its performance. That person should demonstrate their commitment to safe show operations. One way to do that is by making unannounced spot checks to confirm compliance – or, lack thereof - with the procedures and protocols. Any deficiency should be noted and addressed. Conclusion Preparation of a Virus Transmission Mitigation Plan, the training of all stakeholders and the show’s documentation of such training will help safeguard show participants and be a key component in defending against any allegation of negligence, in the event a participant contracts the virus. We recommend consulting with a credentialed safety specialist to assist in preparation of a Virus Transmission Mitigation Plan.
Section 6: Travel Considerations
Your chances of getting COVID-19 while traveling depend on whether you and those around you take steps to protect yourself and others, such as wearing masks and staying 6 feet away from people outside your household (physical distancing). Airports, bus stations, train stations and rest stops are all places travelers can be exposed to the virus in the air and on surfaces. These are also the places where it can be hard to physically distance. However, prior to traveling, anticipate your travel needs, and refer to the following guidelines to protect yourself and those around you:
• Bring a mask to wear in public places. • Pack hand sanitiser with at least 60% alcohol. Keep this within reach. • Bring enough of your medicine to last you for the entire trip. • Pack food and water in case airport restaurants and stores are closed; if driving, rest stops and outdoor dining options may also not be available. • Wash your hands with soap and water for at least 20 seconds after using the bathroom and after you have been in a public place. • If soap and water are not available, use a hand sanitiser that contains at least 60% alcohol. Cover all surfaces of your hands and rub them together until they feel dry. • Avoid close contact by staying at least 6 feet apart (about 2 arms’ length) from anyone who is not from your household. • Avoid contact with anyone who is sick. • Avoid touching your eyes, nose and mouth.
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• Make sure you and a friend or family member have copies of all of your travel documents, including your passport, health insurance documents, itinerary and prescriptions. • Write down the contact information of people or services you may need to contact if you are traveling abroad. • Make arrangements to check in with someone at regular intervals during your trip.
Prior Travel Considerations and Restrictions • Is COVID-19 spreading at your destination? The more cases at your destination, the more likely you are to get infected during travel and spread the virus to others when they return. • Does the traveler live with someone who might be at increased risk for severe illness from COVID- 19? Travelers can spread the virus to loved ones when they return, even if they don’t have symptoms. • Is the traveler at increased risk for severe illness from COVID-19? • Be mindful that older adults and people of any age with certain underlying medical conditions are at increased risk for severe illness from COVID-19. • Does the destination have requirements or restrictions for travelers? Some state, local and territorial governments may have restrictions in place, such as wearing masks, testing requirements, stay-at-home orders and quarantine requirements upon arrival. Check state and local public health websites for information before traveling. If someone is traveling internationally, check the destination’s Office of Foreign Affairs or Ministry of Health or the US Department of State, Bureau of Consular Affairs for details about entry requirements and restrictions for arriving travelers, such as mandatory testing or quarantine. Local policies at a destination may require you to be tested for COVID-19 before you are allowed to enter the country. If you test positive on arrival, you may be required to isolate for a period of time. You may even be prevented from returning to the United States as scheduled. Prepare to be flexible during your trip as restrictions and policies may change during your travel.
Air travel Some airlines check for visibly sick passengers in the waiting area and during boarding. If someone looks like they may be sick, the airline may not let them get on the plane. Important: If someone is sick, they should check with the airline to see what options they have for rescheduling their flight. Each airline has its own policy about rescheduling flights because of an illness or emergency.
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Air travel requires spending time in security lines and airport terminals, which can bring someone in close contact with other people and frequently touched surfaces. Most viruses and other germs do not spread easily on flights because of how air circulates and is filtered on airplanes. However, physical distancing is difficult on crowded flights, and sitting within 6 feet of others, sometimes for hours, may increase the risk of getting COVID-19.
Consideration should also be given to how someone gets to and from the airport, as public transportation and ridesharing can increase a persons’ chances of being exposed to the virus.
Train travel Traveling via train for any length of time can involve sitting or standing within 6 feet of others, which may increase the risk of getting COVID-19.
Car travel Making stops along the way for gas, food or bathroom breaks can put a person and their traveling companions in close contact with other people and frequently-touched surfaces.
Hotels When planning to travel, an individual may want to check with the hotel to see what they are doing to protect customers from COVID-19. Therefore, checking the hotel’s website for their COVID-19 prevention practices should be a consideration. In addition, the traveler should be mindful of the following when staying at a hotel:
• Requiring people to wear a mask in the lobby or other common areas. • Promotion of physical distancing. • Minimizing use of areas that may lead to close contact (within 6 feet) with other people as much as possible, like break rooms, outside patios, inside lounging areas, dining areas/kitchens, game rooms, pools, hot tubs, saunas, spas, salons, and fitness centers. • Using online or contactless reservations and check-in, mobile room keys, and contactless payment. • Requesting contactless delivery for any room service order. • Using contactless payment. • Before arriving at the hotel, calling and asking if all staff are wearing masks at work. • Being vigilant for any extra prevention practices being implemented by the hotel, such as plexiglass barriers at check-in counters and physical distancing signs in the lobby. • Asking if the hotel has updated policies (much of this information will be posted on their website) about cleaning and disinfecting or removing frequently touched surfaces and items (such as pens, room keys, tables, phones, doorknobs, light switches, elevator buttons, water fountains, ATMs/card payment stations, business center computers and printers, ice/vending machines, and remote controls).
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Hotel FAQ
What steps are hotels taking to mitigate the risk of transmission of the virus?
Most major hotels and brands are being required to ensure that housekeeping staff receives comprehensive training on COVID-19 safety and disinfection protocols. Additionally, most hotels will provide employees access to required PPE, cleaning products and sanitisers. Any carts, trolleys or mobile equipment utilized by hotel employees or guests will be disinfected on a consistent basis. Employees will utilize cleaning products that meet Environmental Protection Agency (EPA) guidelines and are approved for use and effective against viruses, bacteria, and other airborne and bloodborne pathogens. All disinfectants will be used in accordance with their labels to ensure proper user safety measures are followed. It is recommended prior to checking in that guests either call or check the hotel’s website to better understand the hotel’s protocols and procedures.
After You Travel You may have been exposed to COVID-19 on your travels. You may feel well and not have any symptoms, but you can be contagious without symptoms and spread the virus to others. You and your travel companions pose a risk to your family, friends and community for 14 days after you were exposed to the virus. Regardless of where you traveled or what you did during your trip, take these actions to protect others from getting sick after you return:
• Get tested. • When around others, stay at least 6 feet (about 2 arms’ length) from other people who are not from your household. It is important to do this everywhere, both indoors and outdoors. • Wear a mask to keep your nose and mouth covered when you are outside of your home. • Wash your hands often or use hand sanitiser (with at least 60% alcohol). • Watch your health, and look for symptoms of COVID-19. Take your temperature if you feel sick.
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TRAVEL INSURANCE CONSIDERATIONS
Know the different types of insurance: • Trip Cancellation Insurance: Trip cancellation insurance covers your financial investment in your trip, such as airfare, cruise fees and/or train tickets. • Travel Health Insurance: If you need to go to a hospital or clinic, you may need to pay out of pocket for any services, which could be expensive. • Check your health insurance plan to see if it covers COVID-19. If your insurance does not cover you while you are traveling, consider purchasing additional insurance. • Medical Evacuation Insurance: If you are traveling to a place with limited medical capabilities or accessibility, consider buying medical evacuation insurance. This kind of insurance will cover the cost of transporting you to other parts of a country or outside the country if you are seriously ill or injured. o It can be purchased separately or as part of your travel health insurance policy. o It will pay for emergency transportation from a remote area to a hospital. o Ensure that the policy provides a 24-hour physician support center for you to contact in an emergency.
TRAVEL FAQ
If I travel, what steps should I take to help reduce my chances of getting sick?
• Clean your hands often: Wash your hands with soap and water for at least 20 seconds, especially after you have been in a public place; after touching surfaces frequently touched by others; after blowing your nose, coughing or sneezing; and before touching your face or eating. If soap and water are not available, bring and use hand sanitizer that contains at least 60% alcohol. Cover all surfaces of your hands and rub your hands together until they feel dry. • Avoid touching your eyes, nose or mouth with unwashed hands. • Avoid close contact with others. Keep 6 feet of physical distance from others. • Wear a cloth face covering in public. • Cover coughs and sneezes. • Make sure you are up to date with your routine vaccinations, including measles-mumps-rubella (MMR) vaccine and the seasonal flu vaccine.
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Section 7: Appendix – Additional FAQs
GENERAL:
What do we know about how COVID-19 is spread and why is it spreading so quickly? COVID-19 is a respiratory virus; the primary way it’s transmitted is human-to-human. It spreads very easily from person to person, and that is why it is spreading so quickly. When an infected person talks, coughs, sneezes or simply breathes out, they release respiratory droplets into the environment. These droplets are laced with viral particles that can move on to infect others. There has been some evidence of airborne and surface transfer of COVID-19.
What is the incubation period of COVID-19? The incubation period (amount of time between exposure to the virus and development of symptoms of COVID-19) ranges from 1-14 days. It is most commonly 5-6 days, and in some rare cases has been reported to be longer than 14 days.
How will I know if I have the virus? What are the symptoms? Symptoms of COVID-19 are varied. They include fever, chills, cough, shortness of breath or difficulty breathing, fatigue, muscle or body aches, headache, loss of taste or smell, sore throat, runny nose, nausea, vomiting, and/or diarrhea. Most people don’t experience all of these, and many people have absolutely no symptoms. Fever, dry cough and tiredness are the most common symptoms if symptoms occur. Serious symptoms include difficulty breathing or shortness of breath, chest pain or pressure, or loss of speech or movement.
Anyone experiencing trouble breathing, persistent pain or pressure in the chest, confusion, inability to wake or stay awake, or bluish lips or face should seek medical attention immediately.
How can I protect myself from the coronavirus? There are several ways you can protect yourself from the virus. The best way to prevent acquiring this virus is avoid contact with someone who has it. That is where face masks, hand hygiene and physical distancing come into play.
How effective are masks, and when should I wear one? Face masks do help control the spread of COVID-19.
There are a several types of face masks. It is currently recommended by the CDC that the general public wear cloth face masks. These masks can block viral droplets emitted when the mask wearer speaks, coughs, sneezes or exhales. The CDC recommends that masks be worn by everyone to prevent the spread of COVID-19 by people who are infected but do not realize it.
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It is most important to wear a face mask in public settings, especially when you are indoors or in places where it is difficult to stay away from others. Be sure that your face mask covers both your mouth and nose, and do not touch your face mask while wearing it.
Wash your mask regularly in a washing machine, and dry it in a dryer or by air drying.
How often and after what activities should you cleanse your hands? Wash your hands with soap and water for at least 20 seconds after going to the bathroom; before eating; after blowing your nose, coughing or sneezing; or after touching a surface or object potentially contaminated with the novel coronavirus.
Are some people more at risk in contracting COVID-19? The course of the virus can differ between people. Some people have no symptoms, some will get mildly ill, and others will get severely ill and even die. A well-known risk factor for severe disease is advanced age. In addition, people who have certain underlying diseases or medical histories are at increased risk for severe illness; these include chronic kidney disease, chronic obstructive pulmonary disease (COPD), organ transplants, obesity, serious heart disease, sickle cell disease or diabetes.
Are asymptomatic patients less contagious? Are pre-symptomatic people less contagious? It is estimated that about 1/3 of people who get infected with COVID-19 will never develop symptoms (although that number may be higher or lower depending on the population). There is also a state called “pre-symptomatic,” meaning prior to the onset of symptoms. It is estimated that a significant fraction — more than 1/3 — of viral transmission occurs before people who will get sick develop their symptoms — that is, in the “pre-symptomatic” phase. It is impossible to differentiate asymptomatic from pre- symptomatic people until time elapses. In both cases, the person looks and feels normal, although those who are pre-symptomatic will develop symptoms later. Infected people without symptoms are significant sources of viral transmission.
According to a published study, four in five people with confirmed COVID-19 in China were likely infected by people who did not know they were infected.
EVENT/CONVENTION CENTRE:
Should I be concerned about the event I’m attending, and will the destination be following all the proper guidelines for maintaining a safe and healthy environment? No environment or destination is immune from the COVID-19 virus; however, most major cities, hotels and convention centers have developed a comprehensive plan to mitigate the transmission of COVID-19. These plans have been done in conjunction with state and local health officials, following health and safety protocols and industry best practices. These initiatives include increased cleaning and sanitation, employee training, updated vendor
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protocols, and revised food and beverage service techniques. In addition, many convention centers are requiring visitors to wear face coverings. However, since the situation is fluid, these requirements may change. Many associations and show producers are working closely with local and state officials, monitoring government mandates and the CDC. As information changes, the management team producing the meeting should inform their constituents as quickly as possible. What is the GBAC STARTM Accreditation Program? The STAR Accreditation Program, is a prestigious third-party accreditation program which is considered the gold standard in cleaning, disinfection and infectious disease prevention. Are there other certification/accreditation programs out there? Many convention centers have their own internal cleaning and sanitisation protocols; however, the GBAC STARTM Accreditation program is the only third party, independent accreditation program. Is the GBAC STARTM Accreditation rigorous? Yes, it’s a highly concentrated program primarily focused on the following areas:
• Having the best procedures in place that will uphold strict cleaning protocols for infectious disease. • Making handwashing facilities and/or sanitising systems easily accessible to everyone. • Implementing mask and physical distancing mandates and recommendations that help prevent the spread of infectious diseases. • Properly training employees to carry out preventative measures and reporting functions. • Effectively using approved disinfectant chemicals (all EPA approved) and delivery systems to ensure everyone’s safety. • Providing response and training protocols for skilled professionals to address potentially infected people and/or places within the facility.
What is the status of convention centers receiving this accreditation? Are they GBAC STARTM accredited? Most facilities, hotels, arenas and stadiums are either GBAC STARTM accredited, or in the process of being GBAC STARTM accredited. Can COVID-19 become airborne and transmitted through the air ventilation system of a convention center? COVID-19 spreads from droplets an infected person ingests through the mouth, nose and ears. The ventilation systems at most facilities have been upgraded, and many are graded MERV-14, which is very good at controlling the spread of small aerosol particles. MERV-14 is a hospital grade air filtration system; therefore, the chance of transmission of an airborne virus is remote. Experts believe the bigger risk in convention facilities are from visitors coughing and sneezing nearby. That is why wearing a mask is extremely important. The other key for attendees to remember is how easily the virus can be stopped through simple hygiene habits. The amount of cleaning before, during and after show hours will increase significantly. Should I be concerned with the chemicals used for the sanitization of the facility? GBAC STARTM accredited facilities meet all federal, state and local cleaning standards. These standards are some of the most rigid and safe in the world. The chemicals used in the cleaning and sanitization of
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the facility will meet or exceed the state and local guidelines and should be approved by the FDA (Food and Drug Administration). Besides the GBAC STARTM Accreditation program, what are convention centers doing to ensure their employees are taking the appropriate precautions? Many convention centers are training their staff to abide by a rigid set of guidelines, which include the following:
• All employees are required to wear a mask and be symptom checked when arriving to the convention center for work. • Designated entrances may feature temperature check stations and a questionnaire. • All employees may receive extensive training on personal hygiene and handwashing. • Employees may receive OSHA Complaint PPE. • Adequate disinfectant, hand sanitizer, soap and water will be readily available to all employees. • Increased sanitising frequency of all employees may be required for all shared areas. • Staggered shift arrival/departures and telework may be implemented. • Extensive training related to response/recovery protocols for suspected/confirmed cases may be instituted. • A facility-wide communications plan may be incorporated amplifying hygiene messaging.
Over the next several months, what should attendees expect when they attend a tradeshow? Creating a healthy and safe environment for visitors to most major destinations and convention centers is paramount to a person’s experience. Each city and convention center will have variations of the following set of precautions, so it is recommended you check prior to the event for specifics; however, you can expect that many of the following precautions will be implemented and enforced:
• All visitors may be required to wear a face covering. • If attendees do not have a face mask, they may able to purchase one at the convention centre, or one may be provided at no charge. • Many convention centers are GBAC STARTM Accredited; therefore, required standards prevail and hand sanitizer station locations will be located throughout most major convention centers. • Creation of buffer zones/metered lines at entrances to maintain physical distancing may be implemented. • Designated entrance and exit doors may be secured. • Enhanced cleaning and disinfection of high frequency touch points (escalator handrails, elevator buttons, etc.) will be required. • Increased meeting room space cleaning/disinfection will occur on a daily basis. • Restrooms may be sanitized on an hourly basis (following CDC and GBAC guidelines, where applicable). • Back of house cleaning frequency may be increased. • All equipment may be sanitized (room keys, microphones, podiums, etc.). • Frequency of waste removal and strengthened waste separation may be increased.
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• Designated directional walking paths/lanes may be implemented. • Lobby and plaza seating may be reconfigured to allow for distancing. • Floor markings may be installed to designate physical distancing in queueing lines. • Increased air filter quality and increased replacement rate of air filters may be required.
Thousands of people attend a tradeshow. How will everyone know about these new protocols and guidelines and what is the best way to make people aware? Convention centers should work in conjunction with the event producer and coordinate a communication plan to all attendees and visitors, both pre-show and on-site. Most convention centers will prominently post all health and safety measures on their respective websites, as should the event producer. For the event producer, it is recommended that all collateral marketing material being sent to your attendees/exhibitors have the appropriate messaging concerning what to expect and what steps are being taken to create a safe environment. In addition, the following should also be considered:
• Prominently displayed on-site signage • Increased hygiene messaging on digital advertising boards • Wi-Fi splash page information • Website banners • A client/event specific website • Booth flyers • Targeted email campaigns (within six months of the event). • Messaging about GBAC STAR Accreditation (if applicable) • Signage at each public entrance to inform all visitors not to enter the building if they are ill or have a cough or fever • Visible signage requiring visitors to maintain a six-foot distance from one another • Signage encouraging the elimination of handshakes and reducing physical contact • Additional signage in lobbies, restrooms, meeting rooms and exhibit hall • Additional exterior signage at transportation arrival/departure areas
Are my attendees at risk in contracting the virus by touching an object, product or other surfaces? There is still a lot that is unknown about COVID-19 and how it spreads. COVID-19 is primarily spread by respiratory droplets. Although the virus can survive for a short period on some surfaces, it is unlikely to be spread through touching a surface, object or package. However, it may be possible that people may get COVID-19 by touching a surface or object that has the virus on it and then touching their own mouth, nose or eyes, but this is not thought to be the main way the virus spreads. In order to minimize the transmission of the virus, carrying a hand sanitiser for personal use is recommended. There are multiple trade unions, event service providers and contractors who have access to the show floor on a daily basis, are there guidelines they will need to adhere to? Any and all contractors having access to the facility and show floor will be required to follow strict guidelines enforced by the facility, local and state health agencies, and the union they represent.
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Can you provide specifics as to what guidelines labor needs to follow for the move-in, move-out period? First, all official service contractors and EACs (Exhibitor Appointed Contractors) must be compliant with all regulations from OSHA, along with all federal, state and local health agencies. In addition, many facilities are requiring a detailed plan be submitted on their disinfectant protocols, including sanitisation procedures for the exhibits being serviced. Many buildings will require that labor enter and exit through specified locations during the move-in/move-out periods, and labor will be trained on all new hygiene protocols and procedures and wear the appropriate PPE as needed or directed. Do the protocols and guidelines for the exhibit floor also pertain to the lobby areas? Yes, they should, and all guests should be required to wear face coverings. In addition, hand sanitisers may be scattered throughout the facility, including the lobbies. Attendees may enter and exit through specified doors designated as either entry or exit only. Consideration should be given to the installation of floor markings in the lobbies to designate physical distancing in queueing locations. Seating should also be re-configured to promote physical distancing. The facility or cleaning contractor may have an abundance of people cleaning and disinfecting high touch points. These individuals should be wearing the proper amount of PPE. What other safeguards need to be considered? While planning for your event, your team needs to work in conjunction with local health officials, members of the convention center and other ancillary service providers to create a seamless and safe environment for everyone attending your event. However, as the producer of the event, in order to minimize the transmission of the virus, we strongly recommend that you encourage your attendees to a) always wear a mask; b) frequently wash their hands; and c) maintain physical distance from their neighbors and fellow attendees. If we all abide by these recommendations, the transmission of the virus or any pathogen is significantly reduced. In addition, the following safeguards should be considered:
• One-way aisles, which will control the flow of pedestrian foot traffic • Staggered/scheduled arrival and departure times • Extending the exhibit hall hours • Opening up additional entrances to the show floor. • Increasing aisle widths (standard is either 8’ or 10’) • Aisles defined, creating single direction aisles • Booth design reconfigurations and spacing adjustments • Plexiglass barriers, where applicable • 8’ side rail instead of 3’ booth breaks • Providing simple peel and stick 24” floor lines for exhibitors to apply in their booth space in front of counters or demo locations to suggest proper distance for attendees to stand • Controlling and rationing timing of meetings at booths • Scheduled mid-day break for booth and hall sanitization
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• Mandating that all promotional items given out are digital or in a self-contained package • Encouraging booth personnel to engage in constant booth cleaning/disinfecting
What happens if someone is detected to have the virus while attending my event? First, encourage anyone who is not feeling well or has any of the symptoms associated with the virus to not attend the show, but rather get tested for the virus and self-quarantine. It is important that attendees be considerate of their fellow attendees and the greater community at large. If someone is detected to have the virus while at the show, that individual needs to be separated from the general event community. It is recommended that the appropriate security or medical personnel stay with the individual to monitor their movements. The individual will be escorted to a “Recovery Room” (located within the convention center) or transported to a medical facility. The “Recovery Room” will act as a temporary quarantine area until the individual can be properly diagnosed. Once the individual is diagnosed and vacates the “Recovery Room”, the room should be removed from service to undergo a specific cleaning protocol by a licensed third party. The room will not be returned to service until it is deemed safe by the third party and meets all sanitisation standards consistent with local health authorities.
TRAVEL:
Is it safe to travel? What is the safest way to travel? Even with physical distancing measures on an airplane, there is a risk of exposure to COVID-19 due to the sheer number of people sharing the same space. Close proximity to others in airports, train stations and security lines also increases risk of exposure. And you should consider what you will do when you get to your destination.
Having all travelers wear a mask, properly cleaning surfaces in airports and on trains and planes, and sanitizing your hands regularly can help. Traveling in a rental car, or with people from outside your household, is riskier than taking your own car and traveling only with household members. Can traveling on a domestic U.S. flight increase the chances of getting and spreading COVID-19? Yes and no. Some planes are flying at capacity, while others are not. Flying on a plane at capacity increases your chances of getting and spreading COVID-19. Prior to traveling, one should learn if COVID-19 is spreading in their local area or in any of the places they are traveling to. When traveling by plane, passengers should take all necessary precautions: wear a mask, sanitise hands and maintain physical distancing. People at higher risk for severe illness need to take extra precautions.
What if someone is traveling by air to the United States? Currently, many countries are implementing travel restrictions and mandatory quarantines, closing borders, and prohibiting non-citizens from entry with little advance notice. Airlines have cancelled many U.S.-bound flights; therefore, traveling by air may be unpredictable. If you have any visitors traveling to
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the United States, their travel plans may be disrupted. Prior to traveling, passengers should consult with their air carrier regarding guidelines and protocols for travel to the United States.
What is happening with planes departing from other countries to the United States? Some countries are conducting exit screenings for all passengers leaving their country. Before being permitted to board a departing flight, passengers may be asked to have their temperature taken and provide information about their travel history and health. Protocols will be different depending upon the country. It is recommended that passengers check with the airline they are flying with.
What can someone expect when arriving to the United States? Currently, travel restrictions and entry screening apply only to travelers arriving from certain countries or regions with ongoing spread of COVID-19. (Note: U.S. policies are subject to change as the COVID-19 pandemic evolves.)
A traveler may be screened when they arrive in the United States. After their arrival, they should take the following steps to protect themselves and others:
1. Monitor their health for 14 days. Take their temperature with a thermometer two times a day and monitor for fever. Also watch for cough or trouble breathing. 2. Keep their distance from others (at least 6 feet or 2 meters). This is referred to as “physical distancing.”
Should travelers wear facemasks or coverings? Yes. Because COVID-19 is spreading in the United States and abroad, the CDC recommends that everyone wear a cloth face covering over their nose and mouth when in public, especially when traveling. In addition, all major airports and airlines are requiring passengers to wear a face covering at all times. Wear a cloth face covering, keep at least 6 feet of physical distance from others and practice preventative actions to protect oneself and others from COVID-19. Cloth face coverings may slow the spread of COVID-19 by helping keep people who are infected from spreading the virus to others.
What happens if there is a sick passenger on an international or domestic flight? This circumstance is remote, as most airports and airlines will do a thorough job of screening individuals prior to boarding a flight. However, should an occurrence happen, under current federal regulations, pilots must report all illnesses to the CDC before arriving to the destination. According to CDC disease protocols, if a sick traveler is considered a risk to the public’s health, the CDC will work with local and state health departments and international public health agencies to contact (contact tracing) exposed passengers and crew.
When flying, passengers should give the airline their current contact information when booking their ticket so they can be notified if they are exposed to a sick traveler on a flight.
HOTELS
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Note: Cleaning and disinfecting guidelines will differ from hotel to hotel; therefore, it is recommended prior to checking in that guests either call or check the hotel website to better understand the property’s protocols.
Is the hotel room clean and safe to stay in? Most hotel operators have put in place very strict cleaning and disinfecting protocols to clean guest rooms as approved by the CDC and Occupational Safety and Health Administration (OSHA). Hotels are also focusing their attention on high-touch items, including, without limitation, remote controls, toilets and handles, door and furniture handles, water faucet handles, nightstands, telephones, in-room control panels, light switches, temperature control panels, and flooring. Linens will be washed at a high temperature and with appropriate cleaning products in order to eliminate viral and bacterial pathogens.
In addition, hotels may conduct temperature screenings of hotel guests upon arrival, ensure that a medical professional is on property at all times and require hotel guests to complete a symptom self- assessment upon check-in. Many hotels will also provide a designated area within the property where hotel guests may be tested for COVID-19, and where such hotel guests can safely wait for the test results.
Should I wear a face covering while in the hotel? Most hotels are requiring a face covering to be worn in all areas of the hotel, including the lobby area, registration, retail outlets, foodservice outlets, restrooms, meeting rooms, etc.
What are other considerations I need to know when staying at a hotel? Be assured that all major hotel properties are taking extreme precautionary measures by creating a safe and healthy environment for their customers. However, it is recommended that you check the hotel’s COVID-19 prevention practices before you go. This can simply be done by calling or going to the hotel’s website for the information on current safety policies and procedures.
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Contributors
IAEE appreciates the collaborative efforts of the industry associations in developing a framework for holding exhibitions and events as safely as possible. Special thanks to:
Buttine Insurance, a division of Risk Strategies Company
Experiential Designers and Producers Association (EDPA)
Exhibition Services & Contractors Association (ESCA)
Exhibitor Appointed Contractors Association (EACA)
Global Biorisk Advisory Council (GBAC), a division of ISSA (International Sanitary Supply Association)
International Association of Venue Managers (IAVM)
Society of Independent Show Organizers (SISO)
United Brotherhood of Carpenters and Joiners IAEE Health and Safety Task Force
IAEE gratefully acknowledges the following task force members for lending their valuable time and knowledge in developing this paper:
Tim McGuinness, Chairperson IAEE Board Director
Members:
Heather Farley Bill Lynch Richard Simon COO Interim President President Access Intelligence Specialty Food United Service Companies Association Chris Griffin Nancy Walsh President Kevin McLaughlin President – Fashion TS CREW Business Representative Informa Markets United Brotherhood of Dasher Lowe Carpenters & Joiners of Jim Wurm Executive Director America Executive Director EDPA Exhibitor Appointed Chris Nemchek Contractors Association General Manager JD Events
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IAEE Staff: IAEE Legal Counsel: Scott Craighead, CEM Paula Goedert, Partner Cathy Breden, CMP, CAE, CEM Barnes & Thornburg, LLP David DuBois, CMP, CAE, FASAE, CTA
Additional content contributors:
CORT Events GES PSAV T3 Expo Together Again Expo (Alliance Expo)
Additional advisors:
American Public Transportation Association Centerplate Maritz Global Event Company Georgia World Congress Center (GWCC) Production Transportation Inc.
Useful Links:
CDC Mass Gatherings Guidelines WHO Mass Gatherings GBAC STAR™ Elements and Sample Guidance
Copyright © 2020 International Association of Exhibitions and Events © All rights reserved.
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