IMPORTANT COVID-19 INFORMATION FOR EXHIBITORS

Please note: this page will be updated regularly as we receive new information. Last updated: 11 August 2021.

Following the government’s confirmation of moving to Step 4 on their roadmap, we have amended and updated the advice we are giving to our exhibitors.  This guidance should help you operate safely while reducing the risk of spreading COVID‐19 and it is designed to give you some practical considerations on how to apply this in your trade stand.  As organisers, we continue to take numerous steps to ensure the overall show has the necessary measures in place to manage the risk of transmission.

The first step is to carry out a COVID‐19 risk assessment which will identify the hazards, their risk and the control measures that you will need to minimise the risk and successfully exhibit.

We have produced a useful risk assessment template which can be found by the following link – COVID‐19 RISK ASSESSMENT TEMPLATE

There is also a risk assessment template produced by the HSE and this can be found here 

Once completed you will need to submit this risk assessment so that we can check this in line with all of the measures we, as organisers, are putting into place.  These should be sent to: standaudits@krmsafety.management

An additional source of good current advice can be found here – Working safely during coronavirus (COVID‐19): guidance from Step 4 ‐ Guidance

This guidance is correct at the time of writing, however, given the constant research and new guidance please note that these are liable to be updated quickly and on an ad‐hoc basis. 

Please ensure you stay up to date with the latest messaging and guidance from the government.

The Key Messages

Stay At Home Guidance

Please ensure that all of your staff and contractors are informed of and follow the ‘stay at home’ government guidance.  This should be for individuals who have symptoms of COVID‐19, live in a household or are in a support bubble with someone who has symptoms, and those that have been advised to self‐isolate as part of the government’s test and trace service or owing to a recent return (within 10 days) from a country that does not feature on the exempt countries and territories list.

  • Risk Assessment – A risk assessment assessing COVID‐19 must be carried out for your presence at The Meetings Show.

    • Cleaning – In co‐ordination with the venue we will ensure enhanced cleaning practices throughout the event.

    • Hand Hygiene – Ensure regular hand washing by all staff as well as the numerous hand sanitising opportunities around the show.

    • Protect/ Detect – We will encourage the use of the NHS Test and Trace QR code available at the event so the government can continue to monitor the pandemic.  ExCeL London will also be checking your COVID status on arrival at the venue. 
      They will ask for one of the following –

      • Full vaccination (first and second dose), and with the second dose administered at least 14 days before your visit, OR

      • A negative lateral flow test to be taken within 48 hours of your visit (for those aged 11 and over), OR If you are resident in England, proof of natural immunity (positive PCR test within the last six months, after self‐isolation has ended and up to 180 days after taking the test), demonstrated via your NHS COVID Pass on the NHS App
        We will also be looking at what PPE requirements (if any), are required for the event and we are encouraging the use of face masks.

  • Communication – Communication will be delivered in advance of the event as well as on-site with social media, website and general show signage.

  • Ventilation – We are working closely with ExCeL to maximise the ventilation in the exhibition.

Some guidance is shown below which we would consider minimum standards for you to adhere to, however, they are not considered to be an exhaustive list.  By conducting your own risk assessment you will determine the measures that are right for you.

COVID‐19 PRE‐SHOW PLANNING

STAND DESIGN

  • The stand should be designed so that it can be as modular as possible.  This means it can be constructed in such a way that the majority of the build can be conducted off-site, ensuring that you limit the amount of time needing to be spent on-site building it.
    Are there any planned meeting areas on your stand? These should be designed in a way to ensure protection against the potential spread of COVID‐19.  Screens could be an option to consider if you need to separate people.
  • Ensure that you pre‐book as much as you possibly can.  Try to minimise the amount of movements away from your stand during the show.

STAND MATERIALS/ PRODUCTS

  • When thinking about furniture, can you order items that are not fabric to ensure they can easily be wiped clean?

  • Consider the amount of promotional products/ literature you require on-site.  This should be kept to an absolute minimum and where possible digital methods should be used.

  • How are your products/ stand materials being delivered to the site?  Consideration should be given to ensure that these are only delivered when required.  You will be strictly asked to keep all items on your stand space at all times to help with social distancing.

  • If you do need to deliver everything/anything prior to being able to accept it all onto your stand area, please contact the official event freight supplier to discuss opportunities for storage.

  • Think about the signage that you will need to position around the stand to support your approach to managing the risk of COVID‐19.

CONSTRUCTION ACTIVITIES

  • What is the least amount of time that your stand can be built in safely?  Speak with the organisers and agree times that you can build and breakdown your stand in a way that eases congestion and helps keep the people on-site at any one time to a minimum.

  • It is vital that you brief all of your staff about the Site Rules and Regulations.  These should be briefed in advance of coming on site. 

  • When planning your construction activities consider back‐to‐back or side‐to‐side working, (rather than face‐to‐face) wherever possible.

  • All construction activities should be kept to a minimum, and the stand designed to keep the number of people needed to build the stand to as few as possible.

  • Please note the details in the timetable which indicate when you can arrive on-site to setup.  Please ensure that you stick to these timelines so we do not become a crowded site.

PPE

  • PPE is considered as the lowest level of mitigation measures which should only be considered if the risk cannot be managed through preventative measures such as cleaning and hygiene regimes etc.

  • Consider the use of PPE across all phases of the event as part of your risk assessment and provide it as necessary within your stand space. Remember that individual pieces of PPE should not be used by multiple people without adequate cleaning in between.

  • If your risk assessment does show that PPE is required, then you must provide this PPE free of charge to anyone who requires it within your stand boundaries. Any PPE provided must fit properly.

BUILD UP AND BREAKDOWN

No persons should come to the site who have any of the recognised symptoms of COVID‐19.  Please ensure that all of your staff and contractors are informed of and follow the ‘stay at home’ government guidance.  This should be for individuals who have symptoms of COVID19, live in a household or are in a support bubble with someone who has symptoms, and those that have been advised to self‐isolate as part of the government’s test and trace service. 

  • All stand activities should be confined to your stand area. 

  • Please ensure that your materials are kept as close to your stand as possible.  There should be no ‘spreading’ to allow the maximum amount of space for people to build and breakdown.

  • Limit the amount of unnecessary movements around the event site.  Only trips to your vehicles, comfort breaks and meal breaks should be considered.  Make sure you have on-site contact details for all of your suppliers to reduce the need to leave your stand area.

  • Should anybody from the stand need to leave the area please ensure they follow the advice from the organisers given through the site induction, on‐site instructions, general signage as well as the general government advice.

OPEN PERIOD

CLEANING AND HYGIENE

  • Consider the cleaning routines for your stand.  Ensure that you are regularly cleaning and keep a note of when this has been carried out.

  • Encourage your staff to regularly handwash and give them sufficient breaks to be able to do so.

  • If there are any high touchpoints on your stand please ensure these are factored into your regular cleaning regime.

  • Have a good amount of sanitiser on the stand for your staff and for any of your clients that may wish to use it.

STAFF

  • As in the build‐up and breakdown limit the amount of unnecessary movements around the hall.  Only trips to your vehicles, comfort breaks and meal breaks should be considered. 

  • Should anybody from the stand need to leave the area please ensure they follow the advice from the organisers given through the site induction, on‐site instructions, general signage as well as the general government advice.

  • Plan the manning of your stand so that numbers are considered as well as time spent on the stand.

  • Consider travel to and from work and how this will be done as safely as possible for your staff.

VISITORS TO YOUR STAND

  • Try and make their experience as contactless as possible.

  • Make sure where possible you use contactless methods to capture people’s data i.e. through scanning machines etc.

  • Think about the messages that you can give to anybody you talk to that will ensure they get all the subsequent information they need digitally.

  • Always be aware and observe the visitors coming to your stand.  Ensure that you react to any unexpected pinch points and avoid queueing wherever possible.

  • Keep reviewing your plans and make changes where necessary. The best laid plans can happen very differently in real life so it is important to be aware of this and monitor the visitor experience through your stand.

EMERGENCY SITUATIONS

Measures and reactions to immediate life threat emergencies (such as Fire or Security Emergencies) take precedence over COVID‐19 controls, for example social distancing. All teams should be briefed to this effect.

If you have any further questions about onsite safety, please get in touch.

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