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3 - 6 December 2021

IBC2021 Safe Exhibiting Guidelines

15 September 2021 update

Requirements for travelling to the Netherlands:

As of 1 July, the EU DIGITAL COVID CERTIFICATE is effective for travelling within Europe. EU citizens who have been fully vaccinated can obtain an EU DIGITAL COVID CERTIFICATE and use it to enter the Netherlands. Citizens who do not have an EU DIGITAL COVID CERTIFICATE and/or are a resident of a country outside the EU and the Schengen area, can enter the Netherlands using a paper proof of an EU approved vaccination. As of 22 September 2021, fully vaccinated travellers coming from very high-risk areas e.g. the United States and United Kingdom are exempt from the mandatory quarantine requirement in the Netherlands.

Getting to the RAI:

Face masks will still be mandatory in airports, on aircraft, trains, buses, trams and metros, in taxis and on other commercial passenger transport. However, face masks will no longer need to be worn in train stations and at bus, tram and metro stops. There will be no temperature checks or track and trace upon arrival.

Facemasks and social distancing:

Masks are not compulsory, but exhibitors may continue to wear if preferred. There will be no 1.5 metre social distancing rule in place, and no one-way system within the RAI, however exhibitors may keep one-way systems on stands if preferred.

Build-up and Breakdown

  • To avoid queuing and congestion onsite, we ask all exhibitor contractors to register in advance. Please refer to the online IBC2021 Exhibitor Manual for more information. 
  • It is advisable that exhibitor stand designs require a minimal number of contractors on site for stand build-up and breakdown. Exhibitors should work with their stand designers to develop appropriate scheduling arrangements.  
  • Where possible, hand tools and equipment (controls, machinery) should be used only by one person. Where this is not possible, tools and equipment should be disinfected between each change of user.

  • IBC Floor Managers will be proactively monitoring all exhibition build-up and breakdown areas to ensure all build-up and breakdown activities are carried out in a safe and controlled manner.

Face Masks and Personal Hygiene

Face masks are not compulsory, however exhibitors and attendees may continue to wear these if preferred.

Exhibitors should enforce personal hygiene practices amongst their personnel, contractors and visitors including handwashing, sanitising and respiratory hygiene (coughing and sneezing etiquette). Exhibitors should provide and ensure sufficient supply of hydroalcoholic anti-viral hand sanitising products for their stands. Exhibitors should provide sufficient signage on their stands with instructions on following personal hygiene guidelines. 

Protective screens are not compulsory, however exhibitors may install these at customer service points if preferred. 

Food and Beverage

Exhibitors are not permitted to bring own catering. All food and drinks must be ordered through RAI Exhibitor Services. Food and drinks can be consumed while standing, walking around or being seated. Dedicated seating areas for food and drinks consumption on stands will not be required. 

  • Complimentary food and drinks offered to visitors should be served in individual units.
  • Hot beverages should be served in disposable cups.
  • Single use disposable cutlery must be used.
  • Protective gloves should be worn when handling food and drinks.
  • Equipment such as coffee machines or beer taps should be operated by a dedicated person to avoid multiple contact.

Maximum Stand Capacity and Social Distancing

There will be no 1.5 metre social distancing rule in place, and no one-way system within the RAI.  Exhibitors may keep one-way systems and separate entry and exit points on stands if preferred. If implemented, these will need to be clearly signposted on stands. 

There will be no capacity restrictions on stands, however exhibitors may set own capacity limits on their stands if preferred. If implemented, it will be exhibitor's responsibility to manage and supervise stand access.

On Stand Functions

On stand exhibitor functions outside of show opening hours will be permitted subject to the host controlling the safety environment in line with event guidelines.

Permission must be obtained from the IBC Organisers for holding after-hours on stand functions (stand parties, drinks receptions, demonstrations, press conferences etc.) during the open days of the show. Exhibitors are reminded that during the open days of the show the daytime power will be switched off at 20:00. Please refer to the online IBC2021 Exhibitor Manual for more information. 

Exhibitors are not permitted to bring own catering. All food and drinks must be ordered through RAI Exhibitor Services. Food and drinks can be consumed while standing, walking around or being seated. Dedicated seating areas for food and drinks consumption on stands will not be required. 

If you would like to hold an after-hours function in one of the RAI Amsterdam networking areas, please contact sales@ibc.org.

Promotional Materials and Giveaways

Distribution of handouts such as promotional materials and/or giveaways will be permitted by exhibitors on their stands but not in public areas (to reduce the amount of waste and people picking up used literature). IBC recommends that exhibitors go paperless and use QR codes to reduce printed material waste.

Exhibitors can order lead retrieval scanners to enable lead generation and digital content distribution from IBC’s preferred supplier Aventri – click here for contact details. 

Safe and Touchless Experience

Exhibitors will be expected to create a safe experience for all visitors on their stands.

Products should be presented in a way that does not require visitors to physically touch or handle these. For example, exhibitors can use digital exhibits and/or LED displays to showcase their products. Where handling of the products is unavoidable, exhibitors should ensure that these are disinfected before and after being handled and instruct visitors to sanitise their hands before and after use.

When designing their stands, exhibitors should avoid having high-touch items or areas that require frequent contact.

Stand Cleaning and Hygiene

  • Exhibitors should ensure that equipment, materials, and any high-touch areas on their stands are designed to be easily accessible to facilitate regular cleaning and disinfection which stand personnel will be expected to do on a regular basis.
  • Surfaces, equipment, and materials on stands should be disinfected on a regular basis to ensure a hygienic and safe stand environment. Exhibitors will need to provide suitable cleaning supplies and hydroalcoholic sanitising solutions. Disinfectants and cleaning products can be ordered through RAI Exhibitor Services.
  • Materials and/or equipment such as stationary, microphones, USBs etc. should be individual for each user. In circumstances where equipment needs to be used by multiple users, exhibitors should ensure that it is thoroughly disinfected in between each use.
  • Exhibitors should provide sufficient signage with information about hygiene and cleaning measures implemented on their stand.
  • Daily basic cleaning during the show days is included in the rental of all stands. The service includes sweeping or vacuuming the floor and emptying waste-paper baskets only and does not include disinfection of your stand or any materials on your stand. RAI Amsterdam Exhibitor Services can provide additional stand cleaning services and will be happy to discuss the requirements and provide a quotation.

Wellbeing of Personnel and Contractors

Before arriving on site, exhibitors must undertake suitable actions for ensuring that their personnel and any contractors attending the show on their behalf:

  • Are not displaying any COVID-19 related symptoms and have not been tested positive for COVID-19 within the past 14 days.
  • Have not been in contact with their household who have displayed COVID-19 related symptoms or have been tested positive for COVID-19 within the past 14 days.
  • Have not been in contact with any other individual(s) who has displayed COVID-19 related symptoms or has been tested positive for COVID-19 within the past 14 days.
  • Have not been instructed to self-isolate (for example due to track & trace system procedures, travel, or for any other applicable reason).

Should anyone develop COVID-19 symptoms whilst being on site, they must report to the nearest medical assistance point or contact the Public Health Service of Amsterdam (GGD Amsterdam) on +31850659063. Designated medical assistance points equipped for cases of symptoms will be operational throughout build-up, show days and break-down.

Educating your Personnel and Contractors

  • As an exhibitor, you must ensure the health, safety and welfare of your personnel and contractors as far as is reasonably practicable.
  • All stand personnel and any appointed contractors must comply with the outlined health and safety guidelines.
  • Prior to coming on site, exhibitors should provide their personnel and any contractors attending the show on their behalf with necessary information on health and safety and Covid-safe practices.
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Exhibitors include: