New Rules & Guidance
The following event rules and guidance were developed in accordance with the government regulations and guidance applicable at the time of publication, the recommendations of health professionals, and the guidance of the Venue Owners, all in contemplation of the health and safety situation in effect as of the time of publication. These rules and regulations are subject to change at any time in order to account for changes in government regulations and guidance, updated recommendations and advice from health professionals and/or the Venue Owners and any other changes required to address the evolving health and safety situation. Every Company must adhere to the COVID-19 Rules and Guidance in effect at the time of the Event.
COMPANY CODE OF CONDUCT
CODE OF CONDUCT
Use of Face Masks
The use of suitable protective face masks is mandatory inside of the Venue. The Company must ensure that every person in their stand (including, but not limited to stand staff, suppliers, contractors and visitors) correctly wears a suitable protective face mask at all times. This applies during build-up, show days and dismantling. Guidance on how to correctly wear a facemask can be found here:
Personal Hygiene
The Company must adopt and enforce positive personal hygiene for all staff, suppliers and contractors, including regular handwashing, hand sanitising and respiratory etiquette, in line with information contained within the Event Manual.
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Physical Distancing
The Company is encouraged to ensure that its staff, contractors, suppliers, attendees and any other person visiting the stand or designated location within the Venue maintain a minimum 1m physical distance from each other.
The Company is encouraged to adopt a ‘no-handshake policy’ at their stand that is applicable to all individuals at all times.
GENERAL RULES & REGULATIONS
Giveaways and Promotional Materials
The distribution of gifts, giveaways and physical promotional material is discouraged. The company is encouraged to distribute promotional materials and contact information in digital form.
Food and Drinks
All food or beverage provided to visitors must come through the official catering company with duly accredited food handling staff.
GENERAL HEALTH & SAFETY
HEALTH & SAFETY PROTOCOLS AT THE STAND
Use of Personal Protective Equipment at the Stand or Location within the Venue
The Company must designate persons who are responsible for the provision of personal protective equipment to all of the stand staff, suppliers and contractors. Each Company must have a suitable plan for the distribution of personal protective equipment to all individuals prior to coming on-site.
- Face Masks
Face masks, of a type permitted by local regulations and the Venue at the time of the Event, are mandatory inside of the Venue. The Company must ensure that every person in their stand (including, but not limited to stand staff, suppliers, contractors and visitors) correctly wears their face mask at all times. This applies during build-up, show days and dismantling. Guidance on how to correctly wear a face mask can be found here:
- Face Shields
Face shields may be worn to complement face masks, but not as a replacement. The use of face shields is recommended for individuals that interact with a large number of people throughout the day. Face shields should be individual to the user and not shared amongst different people.
Hand Sanitiser
The Company is encouraged to provide hydro-alcoholic solutions at all entry and exit points and throughout the stand space. Stand staff are encouraged to ensure everyone sanitises their hands at all entry points as well as before and after handling any products.
Protective Screens
The Company is encouraged to install protective screens at welcome counters, demo areas and any other locations with frequent person-to-person interactions.
The protective screen should be mounted on a counter or another solid barrier at the stand to physically separate the stand personnel from the visitors or to separate the stand from the aisle.
If the use of a protective screen is not possible, perhaps because of the nature of a demonstration, it can be replaced by the use of face shields (in addition to protective face masks).
The positioning of screens and other risk mitigation countermeasures should be planned with inclusive accessibility criteria, taking into account visitors with reduced mobility.
Prior to coming on-site, the Company must make suitable arrangements to ensure that all staff, contractors, suppliers and other persons attending the Event on behalf of the Company: All local attendees shall (1) have their Health QR code on their phone, (2) show the Health QR code to the security guards at the entrance; and (3) have their body temperature measured daily. If the body temperature exceeds 37.3℃ or there are abnormal phenomena such as cough and shortness of breath, they may not be allowed to enter the Venue, and may be advised to go to the designated Quarantine Zone or to a medical institution or help to call 120 ambulance for medical treatment depending on their circumstance.
Please note, this section will be updated to include additional actions and measures that the Company must take relating to detecting possible cases of COVID-19 prior to individuals coming to the Event and while individuals are at the Event.
The Event Risk Assessment submitted to Abraxys Ltd. must include an appropriate plan addressing how the Company intends to control COVID-19 related risks on its stand/location.
Tracing System and Procedures
If required by the competent authority, release real-name registration requirements and procedures to all staff, suppliers, exhibitors and visitors in advance, and collect real-name information of exhibitors, visitors, construction workers and staff, pay more attention to those from high or middle risk epidemic areas. Green health QR code (Sui Shen code) is required in order to enter the venue
Cleaning
The Company is encouraged to institute frequent cleaning and disinfection regimes for its stand. Door handles, handrails, furniture and all frequently used surfaces should be cleaned and disinfected regularly and between consecutive visits.
Where the handling of products or other materials is necessary, both the products and hands should be sanitised before and after use with a hydro-alcoholic sanitising solution.
A cleaning and sterilisation regime must be in place for any audio-visual equipment. Wherever possible, microphones and other such audio-visual equipment should be individual to the user and equipment should not be shared during any session. In circumstances where equipment may be used by several people during a day, a specific protocol for cleaning and disinfecting the equipment between consecutive uses should be established.
The Company is encouraged to carry out all cleaning activity with the official cleaning suppliers. Specialist or technical equipment, such as microphones, audio visual equipment or the Company’s products, may have their own specific cleaning regime implemented by the relevant party.
For safety reasons, the use of Ozone and UV-C lamps is not permitted unless expressly authorised by the Organizer and the Venue Owners.
Any enclosed space on the stand should include an adequate ventilation system in order to continually renew the air within the enclosure. Ventilation exhaust ducts should be positioned in the roof of the structure, expelling the air in an upwards direction, away from any persons or any air inlets. Any such ventilation systems must be included in the Company’s stand plan submission.
An appropriate cleaning plan must be included in your Event Risk Assessment submitted to Abraxys Ltd.
Staff Training
The Company must ensure that all staff, contractors and suppliers have received, at a minimum, training in the health and safety guidelines and rules applicable to the Event.
The Company must provide the applicable governmental regulations and guidance, and all health, safety and risk prevention rules applicable to the Event (including those provided in this Event Manual) to all personnel, staff, contractors and suppliers prior to coming on-site. All individuals must familiarise themselves with this information, understand the expectations and incorporate the appropriate measures in the planning and execution of their projects.
Each individual should receive specific training about their role on-site and how they must incorporate the protective measures while they are performing their role.
An appropriate plan / system must be included in your Event Risk Assessment submitted to Abraxys Ltd.
Stand Events
If you are planning any event at your stand, you must follow all the health and safety protocols listed in this section.
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An appropriate plan / system must be included in your Event Risk Assessment submitted to Abraxys Ltd.
Risk Assessments
The Company must undertake a suitable and sufficient assessment of the risks associated with COVID-19 and develop appropriate mitigation plans including, but not limited to, the requirements listed in this Event Manual. Such risk assessment must be included as part of the Event Risk Assessment submitted by the Company to Abraxys Ltd., the Official Stand Plan Inspection Agency.
BUILDING REGULATIONS
STAND DESIGN
The Company must design its stand or location in accordance with all applicable government regulations and guidance and the rules set forth in this Event Manual in order to mitigate the risks of COVID-19 transmission. The Company is encouraged to incorporate physical distancing measures, protective requirements and hygiene controls within their stand design. Stands should be designed with the facilitation of easy cleaning in mind, including the use of materials that are easy to clean and sterilise.
Touchless Experience
The Company is encouraged to plan a touchless experience for all visitors.For example, wherever possible, products should be displayed so that they are visible without being handled by the visitors. Where the handling of products or other materials is necessary, items and hands should be sanitised before and after use with a hydro-alcoholic sanitising solution.
During the stand design process, the Company should pay special attention to avoiding the use of doors or compartments that need to be manually operated on a regular basis. The Company is encouraged to use foot and elbow operated door openers in place of traditional door handles wherever possible.
An appropriate plan / system must be included in your Event Risk Assessment submitted to Abraxys Ltd.
Crowd Management
The Company is encouraged to institute plans to avoid queuing and crowds at all times, with special consideration given to how the Company will process people quickly and efficiently while maintaining physical distancing. Where the Company is providing food, beverage or any other items, special consideration should be given to optimising the service capacity, especially during peak times.
The Company is encouraged to reduce the demand at peak times by implementing an appointment booking system where possible.
An open design with multiple entrance and exit routes is recommended wherever possible.
Special attention should be paid to staircases, particularly in the case where there is only one staircase, to ensure that there are measures in place to ensure physical distancing is possible.
An appropriate plan / system must be included in your Event Risk Assessment submitted to Abraxys Ltd.
Waiting Areas
Individuals cannot queue in the public aisles. The Company must allow for any waiting areas within its space. If a queue forms outside of a space at any time, the Company must manage and disperse the crowd so that the flow of people in the aisles is not hindered.
The Company acknowledges that stand and meeting room capacity is subject to change if required for Health and Safety reasons by the Venue or a Governmental Body. Any change shall be notified to the Company as soon as reasonably practicable.
Staff and Working Areas
All staff and working areas must comply with all of the rules and regulations set forth in this Event Manual.
Careful consideration should be given to staff rotas and working hours with the objective of keeping the minimum required number of staff on-site, thus reducing the possibility of staff gathering and coming in to contact unnecessarily.
Video conferencing should be considered wherever possible for staff meetings, training or any other non-commercial meetings. If in-person staff meetings are required, special consideration should be given to the location.
If Company staff are required to wear specific working clothes, they should be provided to the staff member in advance so that they can be properly cleaned and disinfected.
Cleaning
Spaces should be designed with the facilitation of easy cleaning in mind including the use of materials that are easy to clean and sterilise.
Signage
The Company is encouraged to include signage that clearly communicates the health and safety protocols, including:
- Hand sanitiser locations
- Use of protective face masks
- Promotion of alternative greetings
- Information about cleaning measures to help visitors feel more at ease
Supervisory Plan
Air Conditioning and Ventilation
Health and Safety Guidelines during Build-up & Dismantling
All COVID-19 Rules and Regulations set forth in this Event Manual (as may be amended from time to time) are in full effect during build-up and dismantle.As such, the Company and its contractors and other representatives must ensure that their build and dismantling crews respect all such rules and regulations at all times.
The Company should design its space in such a way that it requires a minimal number of workers to construct and dismantle the structure at the Venue. A non-complex build is recommended. Special consideration should be given to production work that can be carried out before coming on-site.Additionally, special attention should be given to planning build and dismantling works so that only the necessary workers are on-site at any time, keeping build crew off-site until their work is scheduled or ready to undertake. Idle workers may be requested to leave the Venue.