GOOD PRACTICE GUIDANCE MARCH 2021 Addressing COVID-19 Requirements for Re-Opening Business Events VERSION 3 This guidance prepared by the International Association of Convention Centres (AIPC), the International Congress and Convention Association (ICCA) and the Global Association of the Exhibition Industry (UFI) aims to help convention and exhibition centres, event and congress organizers and meeting destinations prepare for a smooth, safe reopening of business following the initial outbreak of COVID-19. Introduction | 2 6 | GOOD PRACTICE: Implementing Crowd Control | 70 A Letter from the Presidents: How to Use This Guide | 4 7 | GOOD PRACTICE: Encouraging and Enforcing Measures | 72 We are entering a new phase of the pandemic and in parallel, we are entering into the true 1 | GOOD PRACTICE: Framework | 5 7.1 Displaying Measures and Cleaning Regimes | 72 next normal for organized events. 1.1 Reopening for Business COVID-19 Risk Management Framework | 5 7.2 Legal Framework Defining Duties and Responsibilities | 72 All of us, in our role of Presidents of global associations, see a very splintered market landscape, 1.2 COVID-19 Risk Management Framework Application | 8 7.3 Communication with Local Authorities | 72 whereby some fully embrace the changes which have come with the pandemic and other are 7.4 Medical Service Points | 74 2 | GOOD PRACTICE: Case Studies | Reopening Experiences | 11 still hoping a reality we knew not that long ago will come back – at least partially. However, in 7.5 Training on COVID-19 Prevention | 74 2.1 Embracing the Hybrid Business Model | 12 both cases, our members will need to be extremely agile in order to deal with the continuous 2.2 Extending the Hybrid Business Model | 14 7.6 Manage On-Site Concerns and Questions | 74 change in an efficient and effective way. 7.7 Monitor New Sources of Information | 76 2.3 Hybrid Event Planning Learnings | 15 That is why it is so important that our industry shares knowledge and lessons learned when 7.8 Monitor Real-Time Crowd Movements | 77 2.4 Temporary Vaccination Centre Conversion | 16 it comes to re-opening for organized events. There is no magical, one size fits all, solution, and 2.5 Event-Tailored Health & Safety Information | 17 Appendix 1 | 79 the only way we can tackle the challenges related to re-opening is by learning from each other. 2.6 The CEO’s Growing Reputational Value | 18 Example of Auditing Sheet for Inspection of General 2.7 Multi-Purpose Event Centre Management | 19 Disinfection Measures drawn from and courtesy the In that sense, this new version of the Guide also demonstrates the power of collaboration across 2.8 Select Learnings on Organizing | 20 Lear Corporation ‘Safe Work Playbook’ (2nd Edition) our respective associations AIPC, the International Association of Convention Centres, ICCA, 2.9 Advances in Queuing | 22 the International Congress and Convention Association and UFI, the Global Association of the Appendix 2 | 80 2.10 Advances in Signage | 22 Exhibition Industry. Sample Risk Assessment Tool: Fairhurst and 2.11 Learnings from Reopening Leader China | 23 Murray Sport International Risk Register This collaboration also allows to streamline our messaging, not only towards our members but 2.12 Select Learnings on Training | 25 also to other stakeholders in the event ecosystem. It is indeed important to note that the previous Appendix 3 | 81 2.13 Capturing and Using Case Studies | 26 version of this guide has been used as a reference by several local authorities when it comes to Visitors/Employees Presenting Symptoms at Work 2.14 Supporting Strategic Industry Initiatives | 27 defining a roadmap for re-opening organized event. Form drawn from and courtesy the Lear Corporation 3 | GOOD PRACTICE: Personnel and Personal Safety | 29 ‘Safe Work Playbook’ (2nd Edition) That is why this resource is put at the disposal of the entire event industry, creating a unique 3.1 Risk Analysis | 29 Appendix 4 | 82 and central resource of benefit to all of us – directly and indirectly. 3.2 Managing Use of Prevention Materials | 34 Cleaning Instruction Slide-set from and courtesy Once again, we are very proud of the contributions of our members to this version of the Good 4 | GOOD PRACTICE: Physical Distancing | 35 the Scottish Event Campus in Glasgow, Scotland Practice Guidance for Re-Opening Business Events. All chapters have been updated with the latest 4.1 General | 35 Appendix 5 | 84 information available. Special attention should be given to Chapter 2, Case Studies: Recent Re- 4.2 Barriers and Floor Markings | 36 Press Release of Brussels Expo on Use of UV-C Opening Experiences. Here you can read in detail how members are successfully achieving the core 4.3 Transparent Partitions | 38 Technology mission of our industry: bringing communities together around shared objectives. There is also 4.4 Distancing Booths, Isles for Circulation | 38 an entirely new section on travel bubbles and the impact they can have. Look for this on page 63. Appendix 6 | 85 4.5 Conference style Lay-Outs | 39 Example of a Press Release on Preparations to On behalf of the entire industry, we want to acknowledge and thank each and everyone involved for 5 | GOOD PRACTICE: Health and Safety Measures | 41 Reopen from the Messekeskus Helsinki in Finland their contributions; in that regard, please see the list of contributors we have identified on page 3. 5.1 General | 41 Appendix 7 | 86 And now, let us make the future of organized events happen. 5.2 Communications | 57 Sample Daily Record Sheet on Status of Anti- 5.3 Crisis Management | 59 COVID Measures from KINTEX, South Korea Aloysius Arlando AIPC President | James Rees ICCA President | Anbu Varathan UFI President 5.4 Food and Beverage and Banqueting Services | 61 Appendix 8 | 87 5.5 Transportation and Logistics | 62 Open Source ‘All Secure Standard’ of Principles 5.6 Third Party Suppliers | 67 by Informa, Reed and Clarion 5.7 Hotels | 68 AIPC • ICCA • UFI Good Practice Guidance | Addressing COVID-19 Requirements for Re-Opening Business Events V3 1 THIS BACKGROUND COLOUR INDICATES NEW V3 CONTENT This document is the product of many hours’ hard work by a large team of AIPC, ICCA and UFI Introduction contributors, and we are grateful for all their contributions. Among key contributors: The year 2021 marks a turning point in the worldwide Collecting, collating and presenting good practice on AIPC, ICCA, UFI Joint Safety & Security Task Force Members: Pascal Lagadec | Vice President Sales & Business Development, Fielddrive how things might be done well is hence more important COVID-19 pandemic insofar that advances in science, Carlos Moreno Clemente | Head of Mobility, Fira Barcelona Diane Levine | Executive Director, IFMA Foundation testing, safety measures and above all development than ever, and having a practical resource to use as a basis is correspondingly valuable. Building on the UFI’s Sunil Govind | Senior Director Facility Management & Operations, Jonathan Lucas | MICE Promotion Department, Osaka Convention of several vaccines allow for a build-up of momentum Bangalore International Exhibition Centre & Tourism Bureau towards a reopening of the industry. In places, notably “Global framework for reopening exhibitions and B2B trade events post the emergence from COVID-19” released on | Senior Manager Security & Safety, Melbourne Mark Maydon | Commercial Director, Crowd Connected, United Kingdom parts of Asia, some clear gains have already been Darren Horne 5 May 2020, itself a major effort and milestone, this joint Convention Exhibition Centre achieved, but worldwide the profound, unprecedented Lisa Oliveri | Vice Chair, CSO Center ASIS International, and Director AIPC–ICCA–UFI guidance aims to be such a resource, impact of the pandemic continues to be keenly felt, Mark Laidlaw | Operations Director, Scottish Event Campus of Global Safety and Security, Education Development Center combining as much emerging good practice among mem- | Graphic Designer, UNICEF as it is in commerce and society at large. bership as possible. This guidance includes select good Sethu Menon | Senior Vice President Operations, Nona Reuter World Trade Centre Dubai The AIPC, ICCA and UFI have been engaged in assisting practice from other industries and organizations as well. Eduardo Rodriguez | Operations Director, Tarsus Mexico Michiel Middendorf | General Manager, World Forum their membership and industry at large from the start The AIPC, ICCA and UFI stress that this guidance is just Angeline Van den Broecke | Director of Global Business Development of the COVID-19 crisis, and this Version 3 of this good that: guidance based on examples. Exact local, regional Robert Noonan | Chief Information Security Officer, Boston Convention and Marketing, Kuala Lumpur Convention Centre, Malaysia & Exhibition Centre | Massachusetts Convention Centre Authority practice guidance constitutes but the latest in an extensive and national health, safety, environmental, compliance Elfi Van Der Valk | COO, Van Der Valk Care & Van der Valk Vitaal, series of efforts. Much of this has involved meetings, virtual and legal requirements differ vastly from country to Mark ten Oever | Manager Safety & Security, RAI Amsterdam The Netherlands engagement, surveys and other means, and part of this country, service to service and product to product, and Tomas von Tourtchaninoff | Head of Unit, Safety & Security, Andy Williams | Vice President, Safe Hotels has focused on producing written guidance. this guidance is not meant to represent or supplant this. Stockholmsmassan