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IBC2021

Guide to Safe Exhibiting

INTRODUCTION
 

Since 1967 IBC has been run by the industry, for the industry, and that has never been more important than it is today.
IBC are fully committed to delivering a safe and successful IBC2021 this September at the RAI Amsterdam.

As IBC continues to develop plans for IBC2021, we are closely monitoring developments around the world and are working with our key stakeholders to ensure the relevant health and safety measures are put in place for IBC2021 to be a safe environment for our exhibitors and attendees. IBC are in regular contact with the City of Amsterdam and the management team at the RAI. They, in turn, are working with all their key stakeholders such as the National Institute for Public Health and the Environment (RIVM) and Municipal Health Service (GGD) of the city of Amsterdam.

As part of IBC’s duty of care, we have created this ‘IBC2021 Guide to Safe Exhibiting’ which outlines the current regulations and guidelines for the safe organisation and delivery of IBC2021 from stand design planning, build-up through to onsite stand management and networking.

The guidelines outlined in this document are supported by the directives of the Dutch National Institute for Public Health and the Environment (RIVM) as well as an independent UK based Health and Safety Executive to provide the most effective and practical procedures.

In the event of further developments and changes to the current health and safety guidelines and regulations, this guide will be republished to reflect these. An updated version of this guide will be published in March 2021 and the final version will be published in May 2021.

From build-up to breakdown, IBC have every confidence that we will be able to address and manage all Covid-19-related risks proactively and effectively to ensure a successful IBC2021.

 

IBC & RAI AMSTERDAM HEALTH AND SAFETY MEASURES

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IBC & RAI AMSTERDAM HEALTH AND SAFETY MEASURES

IBC will follow the ‘Safe and Hospitable RAI Amsterdam Protocol’ which presents the RAI Amsterdam rules and guidelines for organising and facilitating safe and responsible trade fair activities in compliance with the latest health and safety regulations in the Netherlands.

This guide will outline key safety guidelines that will support our exhibitors at IBC2021 with health and safety being the top priority. With health and safety being our top priority, we strongly encourage our exhibitors to familiarise their personnel and any suppliers with the guidelines outlined to help keep all those involved safe and protected.   

IBC and the RAI Amsterdam are committed to maintaining the highest quality and safety standards. Robust health and safety measures have been implemented by IBC and the RAI Amsterdam to ensure a safe and controlled IBC2021 show which include but are not limited to the following:

  • Enhanced cleaning and maintenance
  • Enhanced waste disposal management
  • Reconfiguration of the air ventilation system and increased air filtration
  • Increased use of disinfectants and anti-viral cleaning products
  • Enhanced informational and directional signage throughout the venue  
  • Installation of protective screens at customer service points
  • Cashless payments
  • Monitoring the use of protective face masks 
  • Provision of antibacterial hand sanitiser at main entrances and public spaces
  • Monitoring and supervision of social distancing rules and capacity control
  • Strategic reconfiguration of catering and networking areas to allow 1.5-metre social distancing
  • Smart queuing and venue navigation systems
  • Possible rapid testing and temperature checks onsite
  • Digital help screens
  • Enhanced venue security and roaming Safety and Security teams
  • Highly trained Floor Management and Health and Safety teams onsite

Guidelines outlined in this document are subject to change as we move towards the IBC2021 show. An updated version of this guide will be published in March 2021 and the final version will be published in May 2021.

IBC2021 GUIDE TO SAFE EXHIBITING: DESIGNING YOUR STAND

The following health and safety guidelines have been put together to advise on and facilitate a Covid-safe design of your exhibition stand for IBC2021. 

Sanitisation and Disinfection

disinfect

  • Ensure sufficient supply of sanitising gels for stand personnel, suppliers and visitors
  • Provide clear signage and instructions on mandatory hand sanitisation before and after any contact with materials displayed on your stand
  • Where possible, disinfect the surfaces, equipment, and materials on your stand on a regular basis
  • If ceilings are required for on-stand meeting rooms, use breathable fire-proof fabric rather than solid ceilings to allow adequate ventilation

 

 

Food and Beverage


Food and Drink

  • Allow sufficient space for any catering areas and catering equipment on your stand
  • For staff meal breaks, consider having a separate area within your stand away from the main visitor flow where possible

 

 

 

Visitor Flow Management

Social distancingThe minimum social distancing requirement of 1.5 metres may be changed when IBC2021 is held and will be confirmed in May 2021.

  • Clearly signpost queuing and waiting areas allowing 1.5-metre social distancing if applicable at the time
  • Consider using one-way systems for visitors to navigate around your stand
  • Main entry and exit points for your stand should be made clear on your stand design plans and will also need to be clearly signposted on your stand
  • Allow for more networking space by potentially limiting the amount of equipment on your stand

 

 

Maximum Stand Capacity

Stand CapacityThe minimum stand space requirement of 3m² per person and the minimum social distancing requirement of 1.5 metres may be changed when IBC2021 is held and will be confirmed in May 2021.

  • Maximum stand capacity should be calculated using a formula of minimum 3m² space per person and should allow for 1.5-metre social distancing between people if applicable at the time
    • Example: If applicable, the maximum capacity for a 30m² exhibition stand will be 10 people inclusive of exhibitors and visitors (please consider the usable floor area when calculating)
       
  • The following stand access and capacity control methods may be implemented:
    • Access control systems such as digital check-in screens or apps
    • Individual floor stickers for waiting and standing areas on and around your stand
    • Consider the most appropriate positioning of your stand personnel and any workstations to ensure the 1.5-metre social distancing is maintained at all times if applicable at the time
    • Consider using a one-way navigation system i.e. single access and single exit point on your stand to control capacity. If implemented, both the access and exit points should be clearly shown on your stand design plans as well as be clearly signposted on your stand. 
    • Stand access and capacity control should always be supervised by stand personnel

Safe Interactions

Safe InteractionsThe minimum social distancing requirement of 1.5 metres may be changed when IBC2021 is held and will be confirmed in May 2021.

  • If applicable at the time, a minimum distance of 1.5 metres between people should be maintained at all times
  • Transparent protective screens should be installed at customer service points, such as reception desks, to enable safe face-to-face interactions
  • If applicable at the time, enclosed meeting rooms must have the chairs laid out minimum 1.5 metres apart which should be clearly shown on your stand design plans
  • Physical contact such as hugs and/or handshake should be avoided and replaced by an alternative way of greeting such as a cheerful wave and a smile 😊

Accessibility

Accessibility Please consider people with reduced mobility or disabilities and consider facilitating suitable access onto your stand and its facilities

 

 

 

 

 

Seating

SeatingThe minimum stand space requirement of 3m² per person and the minimum social distancing requirement of 1.5 metres may be changed when IBC2021 is held and will be confirmed in May 2021.

  • If applicable at the time, all seating plans should be designed in line with a minimum 1.5-metre distance between each chair allowing a minimum 3m² space per person which should be clearly shown on your stand design plans.
  • If a one-way navigation system is implemented for seating and/or theatre areas on your stand, both the access and exit points should be clearly shown on your stand design plans as well as clearly signposted on your stand.

 

 

Stand Plan Inspection and Approvals                    

If you have any questions or need guidance on your stand specifications, please contact Abraxys at ibc@abraxys.com.

Abraxys will approve every space only stand, and as every stand is unique, it will be reviewed with you on a case-by-case basis.

MANAGING YOUR STAND DURING IBC2021 BUILD UP

A dedicated team of highly experienced IBC Floor Managers will be proactively monitoring all exhibition build up areas and halls to ensure all build up activities are carried out in a safe and controlled manner.

Personnel and Supplier Health and Safety Checks

Clipboard

  • Exhibitors will be responsible for checking and ensuring that their personnel including any contractors and suppliers do not display any Covid-19 related symptoms and have not been in contact with anyone who has either tested positive for Covid-19 or have displayed any related symptoms
  • Exhibitors should hold a record of everyone involved in IBC2021 from their organisation including any contractors and suppliers. This is to be made available to IBC organisers on request.
  • Should anyone be feeling unwell or be displaying Covid-19 symptoms, they will need to immediately vacate the venue and follow the procedures set out by The Public Health Service of Amsterdam (GGD Amsterdam). These guidelines are being regularly reviewed and updated in line with the latest regulations of the Dutch government. 

Personal Protective Equipment (PPE)

Face mask

  • At present, it is mandatory to wear a face mask at the RAI Amsterdam when not seated. All stand personnel and suppliers will be required to wear a protective face mask except when seated.
  • We appreciate that some people may be exempt from wearing protective face masks on medical grounds
  • There is no formal requirement to wear protective gloves except when handling food and beverages 
  • Exhibitors should ensure a sufficient supply of sanitising gels for your stand personnel and suppliers
  • A minimum distance of 1.5 metres between people should be maintained at all times if applicable at the time

MANAGING YOUR STAND DURING IBC2021 SHOW

Personal Protective Equipment (PPE)

Face mask

  • At present it is mandatory to wear a face mask at the RAI Amsterdam when not seated. All stand personnel will be required to wear a protective face mask except when seated. Exhibitors should ensure there is a sufficient supply of face masks for all personnel and are encouraged to bring an additional supply for back-up. 
  • We appreciate that some people may be exempt from wearing protective face masks on medical grounds
  • There is no formal requirement to wear protective gloves except when handling food that requires preparation 
  • A minimum distance of 1.5 metres between people should be maintained at all times if applicable at the time

 

 

Sanitisation and Disinfection

Disinfect

  • Ensure sufficient supply of sanitising gels for your stand personnel and visitors
  • Provide clear signage and instructions on mandatory hand sanitisation by both stand personnel and visitors before and after any contact with materials and exhibits displayed on your stand
  • Where possible, disinfect surfaces, equipment, and materials on your stand on a regular basis

 

 

 

Food and Beverage

Food and DrinkShould you be offering any food or beverage, please follow the below food safety guideless:

  • All food and beverages must be ordered through RAI Exhibitor Services and should remain wrapped and/or sealed when offered to visitors 
  • Hot beverages should only be served in disposable cups
  • Cold beverages should only be served in disposable bottles
  • Use disposable utensils such disposable cutlery
  • Protective gloves should be worn when handling food and beverage
  • Food should be consumed by stand personnel in an area away from the main visitor flow where possible

Stand Capacity and Queue Management

Capacity

  • We encourage our exhibitors to be mindful of potential high visitor flows to you stand and be proactive in effectively managing the queues and access onto your stand to prevent overcrowding in the aisles around your stand
  • Exhibitors may want to consider pre-booking client appointments in advance or using time slotted entry system, especially during peak times
  • Exhibitors will be required to oversee and manage the flow and movement of visitors on their stands so as not to exceed the maximum capacity depending on the size of the stand
  • Displaying clear visual aids such as signposts, banners or floor stickers can be useful to facilitate effective queue and a stand capacity management

Personnel and Supplier Wellbeing

First Aid

    • Should anyone be feeling unwell or be displaying Covid-19 symptoms, they will need to immediately vacate the venue and follow the procedures set out by The Public Health Service of Amsterdam (GGD Amsterdam). These guidelines are being regularly reviewed and updated in line with the latest regulations of the Dutch government. 
  • To locate the nearest First Aid station to your exhibition stand, please get in touch with IBC and we will help identify the closest location along with the best access route.

 

 

MANAGING YOUR STAND DURING IBC2021 BREAKDOWN

A dedicated team of highly experienced IBC Floor Managers will be proactively monitoring all exhibition build up areas and halls to ensure all breakdown activities are carried out in a safe and controlled manner.

Personal Protective Equipment (PPE)

Face mask

  • At present it is mandatory to wear a face mask at the RAI Amsterdam when not seated. All stand personnel and any suppliers will be required to wear a protective face mask except when seated.
  • We appreciate that some people may be exempt from wearing protective face masks on medical grounds
  • There is no formal requirement to wear protective gloves however these should be work when handling food or beverage
  • A minimum distance of 1.5 metres between people should be maintained at all times if applicable at the time

 

Guidelines outlined in this document are subject to change as we move towards the IBC2021 show.
An updated version of this guide will be published in March 2021 and the final version will be published in May 2021.