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IBC2021 Safe Exhibiting Protocols

 

As part of IBC’s duty of care, we have created the following IBC2021 Safe Exhibiting Protocols which outline the current protocols and regulations for the safe organisation and delivery of IBC2021 from stand design planning, build-up through to onsite stand management and break-down.

The protocols outlined 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.

In the event of further developments and changes to the current health and safety regulations, these protocols will be republished to reflect these. The final version of these protocols will be published in May 2021.

From build-up to break-down, 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.

Exhibitor Health & Safety Protocols

All exhibitors must follow the below protocols and guidelines in order to comply with IBC and the RAI Amsterdam health and safety rules.

Stand Cleaning and Hygiene

  • Exhibitors must implement frequent cleaning and disinfection procedures for their stands and ensure a hygienic and safe stand environment. Exhibitors must provide suitable cleaning supplies and hydroalcoholic sanitising solutions.
  • Exhibitors will be expected to disinfect the surfaces, equipment, and materials on their stand on a regular basis. Hygiene toolkits with disinfectants and cleaning products can be ordered from the RAI Amsterdam 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 must ensure that it is thoroughly disinfected in between each use.
  • 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.

Hand and Respiratory Hygiene

Exhibitors must enforce personal hygiene practices amongst their personnel, contractors and visitors including handwashing, sanitising and respiratory hygiene (coughing and sneezing etiquette).

Hand Sanitiser 

  • Exhibitors must provide and ensure sufficient supply of hydroalcoholic hand sanitising products for their stands.
  • Exhibitors will be responsible for monitoring that all persons on their stand including personnel, contractors and visitors sanitise their hands at stand entry points as well as prior to and after handling any products and/or equipment.

Respiratory Hygiene

  • Wear a face mask when coughing or sneezing.
  • Cover your mouth and nose with a tissue when coughing or sneezing (dispose of the used tissue immediately after each use).
  • If you do not have a tissue, cough or sneeze into your elbow, not your hands.
  • Wash your hands or use hand sanitiser after touching your mouth or nose.

Protective Face Masks 

Face masks are mandatory throughout the RAI Amsterdam and must be worn over the mouth and nose. Non-medical face masks can be used. It is recommended to use masks that have two or more layers of breathable fabric.

Exhibitors will be responsible for ensuring that everyone on their stand including stand personnel, contractors and visitors wear a face mask at all times. Those exempt from wearing a face mask on medical grounds, will be required to present a valid medical note upon entry into the venue.

Face shields can be worn in addition to the face mask and not as an alternative. For enhanced protection, face shields are advised where there are frequent interactions with multiple people.

Wearing a face mask does not substitute social distancing and a minimum 1.5m social distancing will need to be maintained at all times.

Promotional Materials and Giveaways

There will be a zero-handout policy and distribution of physical promotional materials, giveaways and business cards will not be permitted. All promotional materials and business cards must be in a digital format.

Lead collection via badge scanning will be permitted provided the minimum 1.5m social distancing is maintained. 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. 

Food and Beverage

Exhibitors are not permitted to bring own catering. All food and drinks must be ordered through RAI Amsterdam Exhibitor Services. To ensure compliance with the health and safety measures, catering possibilities and food and drinks selection will be more limited than in previous years.

  • Complimentary food and drinks offered to visitors must be served in individual units.
  • Hot beverages must be served in disposable cups.
  • Single use disposable cutlery must be used.
  • Waste bins that have lids must either open/close automatically (sensor) or have a foot pedal.
  • Protective gloves should be worn when handling food and drinks.
  • Hospitality staff hired through RAI Amsterdam Exhibitor Services must be included in the exhibitor's stand capacity.
  • Equipment such as coffee machines or beer taps should be operated by a dedicated person to avoid multiple contact.
  • Designated seating area must be provided for food and drinks consumption and must allow for a minimum 1.5m social distancing to be maintained at all times. 
  • To maximise stand capacity, exhibitors can install transparent protective screens where food and drinks is offered to visitors.

On Stand Functions

For any functions on your stand during IBC2021 opening times, exhibitors must adhere to the health and safety measures outlined in the IBC health and safety protocols.

On stand functions must be held under controlled measures and comply with the 1.5m social distancing rule. The maximum stand capacity must not be exceeded at any given time during any functions hosted on your stand.

IBC Organisers must be informed about any on stand functions such as stand parties, drinks receptions, happy hours, press conferences etc. Please refer to the online Exhibitor Manual for more information. 

On stand functions are only permitted to take place during the show opening hours. After-hours on stand functions will not be permitted during IBC2021. 

Personnel and Contractor Health Checks

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.
  • Prior to coming on site, exhibitors must familiarise their personnel and any contractors attending the show on their behalf with the IBC2021 health and safety protocols and provide necessary information and training.
  • All persons will be expected to familiarise themselves with the information provided and incorporate the applicable health and safety measures in their planning and their activities on site during build-up, show days and break-down. 
  • Exhibitors must keep a record of all personnel and any contractors attending the show on their behalf. These details must be made available to IBC organisers upon request.

IMPORTANT: Travelling to the Netherlands from Abroad

It is your responsibility to check the entry requirements for the Netherlands from your country at the time of your travel – these can be viewed on the Government of the Netherlands website and are being updated regularly in line with latest government directives and restrictions.

Venue Access and Navigation        

Venue access, capacity control and navigation procedures will include but will not be limited to the following:  

  • Queuing in compliance with the minimum 1.5m social distancing rule.
  • Clearly signposted multiple entry and exit points to/from the venue.
  • Everyone must be pre-registered to minimise queuing. Onsite self-registrations will not be possible.
  • Mandatory health check questionnaire prior to entry applicable throughout build-up, show days and break-down.
  • Temperature checks prior to entry.
  • Designated rapid COVID-19 testing area for anyone with a high temperature indication. 
  • Random ID and/or bag checks maintaining the minimum 1.5m social distancing rule at all times.
  • Contactless badge pick-up.
  • Mandatory use of protective face masks inside the venue at all times unless seated to consume food and drinks. Those exempt from wearing a face mask on medical grounds, will be required to present a valid medical note upon entry. 
  • One-way walkways, wider aisles and signposted traffic flow systems around the venue and exhibition halls.
  • Informational and directional signage displayed throughout the venue.

IBC will be monitoring the number of attendees inside the venue to ensure that a minimum 1.5 social distancing can be maintained at all times.

Exhibition Build-up and Break-down

  • Exhibitors and any contractors attending the show on their behalf must ensure that all members of their team(s) fully comply with these health and safety protocols all times whilst on site. 
  • All exhibitor contractors and suppliers will need to be pre-registered and will be required to complete a health check questionnaire to be granted entry into the venue.
  • It is advisable that exhibitor stand designs require a minimal number of contractors on site for stand build-up and break-down and where possible production and/or construction is carried out prior to arrival and requires minimal crew for assembly on site. Exhibitors should work with their stand designers to develop appropriate scheduling arrangements, for example staggering shifts for specific activities on site.  
  • Where possible, hand tools and equipment (controls, machinery) should be used only by one person. Where this is not possible, tools and equipment must be sanitised between each change of user.

  • Loading doors of 4m or wider will be in use as entrance / exit points to allow for two-way traffic in line with the 1.5m social distancing rule.
  • IBC Floor Managers will be proactively monitoring all exhibition build-up and break-down areas to ensure all build-up and break-down activities are carried out in a safe and controlled manner.

RAI Amsterdam Meeting Rooms

Due to social distancing regulation, the RAI Amsterdam meeting rooms will be operating at reduced capacities. All meeting rooms must be laid out to ensure a minimum 1.5 metre social distancing rule can be maintained at all times.

RAI Amsterdam meeting rooms will be equipped with a disinfection toolkit (disinfectant spray, hand sanitising gel and antibacterial wipes) - this will be included in the meeting room hire. 

Where a meeting room has two or more doors, separate doors should be used for entry and exit. All persons will need to follow the signposted traffic flow systems to access their designated meeting room(s).

Exhibitors are not allowed to bring own catering. All food and drinks must be ordered through RAI Amsterdam Exhibitor Services. To ensure compliance with the health and safety measures, catering service possibilities and food and drinks selection will be more limited than in previous years.

Please spread breaks evenly to avoid queuing at catering outlets or restaurants.

Exhibitor Stand Design & Management New Rules and Regulations

Please refer to the online IBC2021 Exhibitor Manual which will be live shortly for the IBC standard stand building rules and regulations.

Safe and Touchless Experience

Exhibitors are required to create a safe and touchless 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 must 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 such as manual doors handles and cabinets doors which require frequent contact. Exhibitors should substitute such items for either automatically operated ones or install hands-free foot or arm/elbow door openers.

Hygiene and Cleaning

Exhibitors should ensure that spaces, equipment, materials, and any high-touch environments within 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.

Hydroalcoholic anti-viral hand sanitising units must be placed at each stand entry and exit point, in meeting rooms and around any catering, hospitality and seating areas if present on the stand.

Social Distancing

Social distancing must be at the forefront of exhibitor stand design planning. All spaces on exhibitor stands must guarantee a minimum of 3m² of space per person and allow for a minimum 1.5m social distancing to be maintained by everyone on their stand at all times.

Where possible, open plan stand designs with multiple entry and exit points are encouraged. Exhibitors may design  standing/seating zones, utilise counters and/or plants to facilitate a natural 1.5m spaced out setting on their stands. 

Protective Screens

To facilitate safe face-to-face interactions, transparent protective screens must be installed at customer service points such as reception counters, welcome desks, catering bars and any other spaces within the stand where the minimum 1.5m distancing is not possible.

Protective screen placement should allow adequate access for people with reduced mobility.

Maximum Stand Capacity

Exhibitor stands must be designed considering the maximum permitted stand capacity. Open areas (usable floor space) on the stand must be designed to ensure a minimum of 3m² space per person and allow for a minimum 1.5m social distancing to be maintained at all times. For example, 30m² of usable floor space will have a maximum capacity of 10 people inclusive of stand personnel and visitors. 

Exhibitors should be mindful that different spaces will have different capacity limits depending on how and what these spaces are used for. For instance, a 30m² seating area or a meeting room where all chairs must be laid out minimum 1.5m apart will have a lesser capacity than a standing setting demonstration area of the same size.

Exhibitors may consider creating more open plan stand designs and/or limiting the amount of equipment on their stands to maximise their stand capacity and allow for more usable floor space.

Exhibitors are advised and encouraged to limit the number of personnel required on site to maximise the stand capacity for visitors. Temporary staff hired through RAI Amsterdam Exhibitor Services must be included in the exhibitor's stand capacity.

Stand capacity control will need to be monitored and managed by exhibitor stand personnel to ensure the maximum stand capacity is not exceeded at any given time.

Stand Access Control

Stand access and capacity control will need to be monitored and supervised by exhibitor stand personnel to ensure the maximum stand capacity is not exceeded at any given time.

Clear signage indicating the maximum stand capacity must be placed at all entrances to the stand. Exhibitors should have a suitable plan to avoid queuing and congestion on their stand and make arrangements for visitors to be able to safely navigate through their stand whilst maintaining a minimum 1.5m distancing.

All entry and the exit points will need to be clearly signposted on your stand. Single entry / exit points and one-way navigation systems and are highly encouraged and will also need to be clearly indicated.

Exhibitors are advised to use a client appointment booking system or a time slotted entry system to avoid congestion on their stand, especially during peak times.

Queueing and Waiting Areas

Visitors will not be permitted to use aisles and walkways for queuing. Exhibitors should therefore incorporate and allow sufficient space that is set back from the gangways for waiting and queuing areas within the boundaries of their stand.

Queuing and waiting areas must be designed to ensure a minimum 1.5m social distancing can be maintained at all times. These areas must be clearly signposted using wall-mounted or freestanding signs, rope and pole barriers, floor stickers or tape to help visitors comply with social distancing rules.

Accessibility

Equal access for all should be at the forefront of any stand design.

Stand designs should be planned with consideration for people with reduced mobility and enable suitable access to the stand and its facilities whilst complying with the minimum 1.5m social distancing rule.

Companions for visitors with reduced mobility will not count towards the maximum stand capacity. Visitors with reduced mobility and/or their companions who are exempt from wearing a face mask on medical grounds, will be required to present a valid medical note upon entry.

In the case of Double Decker stands where wheelchair access to the upper deck is not possible, it is incumbent on the exhibitor and contractor to ensure that any services or information available on the upper deck are also available on the ground level of the stand.

Seating

All seating areas within the stand, meeting/balcony suite must be arranged in line with a minimum 1.5 distance between each seat in all directions.

Where complimentary food and drinks are offered on the stand, exhibitors must provide adequate seating space compliant with the minimum of 1.5m distancing rule.

On Stand Meeting Rooms

Built meeting rooms on exhibitors’ stands must be designed with consideration of the maximum stand capacity. Maximum permitted number of people will depend on the usable floor space inside the meeting room - a minimum of 3m² space per person must be ensured and 1.5m social distancing must be maintained at all times.

Built meeting rooms will impact the overall maximum stand capacity as these will reduce the usable floor space on the stand. Where possible, open plan stand designs are encouraged.

Fully enclosed built meeting/storage/equipment rooms are not allowed - ceilings are not allowed to be completely covered and must allow for adequate ventilation. 

Meeting rooms will need to be equipped with a hygiene and cleaning kit (incl. disinfectant spray, hand sanitiser and antibacterial wipes). Such kits can be ordered from the RAI Amsterdam Exhibitor Services.

Signage indicating the maximum capacity of on stand meeting room(s) must be displayed on the door(s) to the meeting room(s). 

On Stand Theatres and Demonstration Areas

Theatre and demonstration areas on stands must comply with the maximum stand capacity and must be arranged in line with a minimum 1.5m social distancing rule.

On stand theatres should have a one-way navigation system with a separate entry and exit point. To maximise the stand capacity, exhibitors are advised to design their demonstration areas in a standing rather than a seated setting.

On stands that have equipment rooms requiring cooling systems, please only use the professionally installed systems provided by the RAI Amsterdam Exhibitor Services which can be ordered upon request. Equipment used in demonstration and theatre areas should be disinfected between each session.

Double Decker Stand Staircases

Double decker stands with more than one staircase should use a separate staircase for going up a separate staircase for going down. Where there is only one staircase, it must allow for a minimum 1.5m social distancing to be maintained at all times.

It is recommended to have at least two sets of staircases to facilitate separate navigation for access and exit.

Personnel Working Areas

All personnel must comply with the outlined health and safety protocols and guidelines, 

Appropriate positioning of stand personnel and any working areas must be arranged in line with 1.5m social distancing. It is recommended to have minimum required personnel on site and create staff rotas thus maximising the stand capacity for visitors and allowing necessary breaks for staff. Please spread staff breaks evenly to avoid queuing at catering outlets or restaurants.

Onsite staff meetings such as briefings must take place before or after show opening hours and all persons must maintain a minimum 1.5m social distancing at all times.

Where personnel are required to wear specific clothes like company branded clothing, these must be cleaned, disinfected, and individually sealed before being given out. Adequate amount of work clothing must be provided to each staff member for the duration of their attendance on site including build-up, show days and break-down.

Signage

Exhibitors must provide sufficient signage on their stands that covers but is not limited to the following elements: 

  • Queuing and waiting positions 
  • Social distancing instructions and markers
  • Use of face masks
  • No handshake policy (exhibitors are welcome to encourage a suitable alternative greeting)
  • Handwashing, sanitising & respiratory hygiene (coughing and sneezing etiquette)
  • Hand sanitiser locations 
  • Maximum stand capacity 
  • Maximum capacity of meeting rooms (if present on stand)
  • Entrance and exit points
  • Directional signage for navigation around the stand (especially for stands with a one-way navigation system)
  • Catering, hospitality and/or seating areas
  • Information on hygiene and cleaning measures implemented on your stand 

Stand Plan Inspections and Compulsory Documentation

ALL EXHIBITORS are required to complete the IBC2021 Health & Safety Declaration via the online Exhibitor Manual.

ALL EXHIBITORS must submit the Covid-19 Compliance Form via the online Exhibitor Manual which must include appropriate risk mitigation plans and activities in line with the IBC2021 Safe Exhibiting Protocols. Please note, this is IN ADDITION to your Risk Assessment. 

ALL SPACE ONLY EXHIBITORS must submit detailed and scaled stand design plans to IBC’s appointed Stand Plan Inspection agency Abraxys Ltd. Abraxys will review and approve every Space Only stand and will issue exhibitors with a ‘Permission To Build’ certificate upon stand plan approval. As every stand is unique, it will be reviewed on a case-by-case basis.

For further information on compulsory exhibitor health and safety documentation required, please refer to the online Exhibitor Manual which will be live soon.

The Stand Plan Submission and Covid-19 Compliance Form should include but not be limited to the following elements (as applicable).

 

Stand Plan Submission

  • ALL Space Only stands (including Double Deckers and Outdoor Exhibits)
  • Balcony Suites - self-built or internally customised by a 3rd party appointed contractor
  • Package 2 Meeting Suites - internally customised by a 3rd party appointed contractor
  • Shell Scheme stands planning physical construction within their stand 
Covid-19 Compliance Form - ALL Exhibitors 
  • Queuing/waiting areas
  • Stand entry and the exit points
  • Navigation routes (for one-way navigation systems)
  • On stand theatre and/or demonstration areas
  • On stand meeting rooms
  • Placement of protective screens
  • Furniture and decorative items 
  • Catering, hospitality/seating areas
  • Maximum stand capacity - calculation of usable space after stand build elements and furniture have been taken into account 
  • Capacities of different areas within the stand
  • Staircases (for Double Decker stands)
  • Raised floors
  • Accessible facilities (e.g. wheelchair ramps)

For further guidance on your stand specifications, please contact Abraxys Ltd at ibc@abraxys.com.

  • Stand build-up and dismantling plans
  • Maximum stand capacity 
  • Stand access control
  • Queuing and reception areas incl. protective screens
  • Management of on stand meeting rooms
  • Management of on stand theatres and/or demonstration areas
  • Hygiene and cleaning plan
  • Food and drinks distribution plan on stand
  • Touchless experience 
  • Social distancing and protective face masks
  • On stand signage 
  • Personnel training and education pre-show

 

Exhibitors are welcome to use own Covid-19 Risk Assessment templates provided the above elements are covered (as applicable). 

 

Covid-19 Compliant Stand Design Layout Examples

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Rules and guidelines outlined in this document are subject to change as we move towards the IBC2021 show.
A final version of these protocols will be published in May 2021.