New Rules & Regulations


The following event rules and regulations 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 Regulations in effect at the time of the Event. 


COMPANY CODE OF CONDUCT


GENERAL RULES & REGULATIONS


GENERAL HEALTH & SAFETY
HEALTH & SAFETY PROTOCOLS AT THE STAND


BUILDING REGULATIONS
STAND DESIGN


BUILDING HEALTH & SAFETY


CODE OF CONDUCT

The 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:

Any person who is unable to wear a protective face mask for valid medical reasons must have a certified doctor’s note with relevant credentials and may be asked to present the note at any time.

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No Handshake Policy

The Company must adopt and enforce a ‘no-handshake policy’ at their stand that is applicable to all individuals at all times.

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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 must ensure that its staff, contractors, suppliers, attendees and any other person visiting the stand or designated location within the Venue abide by the 1.5m physical distancing rule at all times.

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GENERAL RULES & REGULATIONS

Giveaways and Promotional Materials

The distribution of gifts, giveaways and physical promotional material is prohibited. All promotional materials must be in digital form. All contact information must be distributed digitally.

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Food and Drinks

All food or beverage provided to visitors must come through an official catering company with duly accredited food handling staff.

Areas for the provision of food and beverage within stands must include the following hygiene control measures:

  • All food must be individually packaged – no bulk foods or shared containers are allowed
  • Hot beverages must be served in closed disposable cups
  • All food and beverages must only be handled by personnel duly accredited as food handlers, from an official catering company
  • Food consumption must occur in a designated area that allows for minimum physical distancing of 1.5m
  • Trash bins must have automatically activated lids with bin liners

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

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 wear 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:


Any person who is unable to wear a protective face mask for valid medical reasons must have a certified doctor’s note with relevant credentials and may be asked to present the note at any time.
Consumption of food and beverages, allowing for the mask to be temporarily removed, should be in a designated area allowing for minimum physical distancing of 1.5m.



  • 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.


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Hand Sanitiser

The Company must providehydro-alcoholic solutions at all entry and exit points and throughout the stand space. Stand staff must ensure everyone sanitises their hands at all entry points as well as before and after handling any products.

Hand sanitiser products must be registered and authorised on the EU/EEA market in accordance with the Biocidal Products Directive (Directive 98/8/EC) or the Biocidal Products Regulation (Regulation (EU) No 528/2012).

For more information, check the links below:

  • Approved products by ECHA (European Chemicals Agency) - click here
  • Approved products by the Spanish Government - click here

Protective Screens

Protective screens must be installed 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 may be replaced by the use of face shields (in addition to protective face masks), however the protective screen solution should be the primary consideration in all cases.

The positioning of screens and other risk mitigation countermeasures should be planned with inclusive accessibility criteria, taking into account visitors with reduced mobility.

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People Displaying COVID-19 Symptoms

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: (1) are not displaying any symptoms of COVID-19 and have not tested positive for COVID-19 in the past 14 days; (2) do not have any member of their household who has displayed symptoms of COVID-19 or tested positive for COVID-19 in the last 14 days; (3) have not been in contact with another individual who has tested positive for COVID-19; and (4) are not mandated to self-quarantine as per any local applicable guidelines (e.g., due to trace and trace measures, travel, or any other reason).

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 must include an appropriate plan addressing how the Company intends to control COVID-19 related risks on its stand/location. All Risk Assessments will be reviewed by Abraxys Ltd.

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Tracing System and Procedures

Information will be available shortly.


Cleaning

The Company must institute frequent cleaning and disinfection regimes for its stand. Door handles, handrails, furniture and all frequently used surfaces must be cleaned and disinfected regularly and, as a minimum, 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 an approved hydro-alcoholic sanitising solution. Details about approved products can be found in the links below.

  • Approved products by ECHA (European Chemicals Agency) - click here
  • Approved products by the Spanish Government - click here

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.

All general cleaning activities must be carried out by ServiFira, the official cleaning supplier. 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. All Risk Assessment will be reviewed by Abraxys Ltd.

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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. All Risk Assessment will be reviewed by Abraxys Ltd.

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Stand Events

If you are planning any event at your stand, you must follow all the health and safety protocols listed in this section. All events must adhere to maximum capacity and crowd density rules.

For further information click here.

An appropriate plan / system must be included in your Event Risk Assessment.All Risk Assessment will be reviewed by Abraxys Ltd.


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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.

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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. Stand designs must incorporate physical distancing measures, protective requirements and hygiene controls. Special attention should be given to entry and exit routes, routes to be taken around the stand space, aisle width and direction. Stands should also be designed with the facilitation of easy cleaning in mind, including the use of materials that are easy to clean and sterilise.

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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 an approved hydro-alcoholic sanitising solution.

Details about approved products can be found in the links below:

  • Approved products by ECHA (European Chemicals Agency) - click here
  • Approved products by the Spanish Government - click here

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. Foot and elbow operated door openers should be used in place of traditional door handles wherever possible.

An appropriate plan / system must be included in your Event Risk Assessment.All Risk Assessment will be reviewed by Abraxys Ltd.

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Maximum Stand Capacity

Stands should be designed with their intended capacity in mind. Open spaces must be designed to guarantee a minimum crowd density of 2.5m2 per person, allowing a minimum physical distance of 1.5m between each individual, including all stand staff and visitors. For example, 100m2 of ‘open space’ shall have a maximum capacity of 40 people.

Different spaces will have different capacities depending on how they are used and what they contain.For example, the capacity of a seated conference room, where each chair must be at least 1.5m from any other, will have a different capacity than a demonstration area of the same size where people are standing.

The Company must include calculations for the maximum stand capacity, and the capacities of different areas within the stand, during the plan inspection process. Capacity calculations will be inspected and confirmed by Abraxys Ltd. and/or Graó Tecnic during the same process.

The Company must also adhere to the Access Control and Monitoring of Capacities section below.

An appropriate plan / system must be included in your Event Risk Assessment. All Risk Assessment will be reviewed by Abraxys Ltd.

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Access Control and Monitoring of Capacities

The Company must include signs that clearly indicate the stand capacity at all entrances to the stand space.The Company must have adequate measures in place to ensure the stand does not exceed its capacity at any time.

If a visitor with reduced mobility requires a companion, the companion will not count for the purposes of calculating stand capacity, provided that both the visitor and companion are wearing appropriate face masks.

The Company must 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 the required 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.

Special effort should be made to reduce the demand at peak times by implementing an appointment booking system for the stand or location.

The Company is required to have an access control system at its stand or location, enabling the identification of all people who have visited and the times, enabling the traceability of contacts as needed.

An appropriate plan / system must be included in your Event Risk AssessmentAll Risk Assessment will be reviewed by Abraxys Ltd.

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Physical Distancing and Traffic Flows

All spaces must be designed to ensure a crowd density of no less than 2.5m2 per person. The design must include clear entrance and exit routes, one way traffic flows with clear directions, always avoiding potential pinch points. An open design with multiple entrance and exit routes is recommended wherever possible.

Special attention should be paid to staircases on exhibitors stands, particularly in the case where there is only one staircase, to ensure that there are measures in place to ensure physical distancing of at least 1.5m at all times.

An appropriate plan / system must be included in your Event Risk Assessment. All Risk Assessment will be reviewed by Abraxys Ltd.

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Waiting Areas

Waiting areas must be designed to ensure a crowd density of no less than 2.5m2 per person. Areas must be clearly marked (wall signs, rope and post, floor signs, etc.) with 1.5m distance markers on the floor. It must be possible at all times to maintain a distance of 1.5m from all other people in all directions.

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.

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Seating Restrictions

The Company must provide adequate distancing of at least 1.5m in all directions between the centre point of each seat. 

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Staff and Working Areas

All staff and working areas must comply with all of the rules and regulations set forth in this Event Manual, including the physical distancing measurements.

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 and all persons must maintain the required physical distancing.

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.

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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. Only approved hydro-alcoholic sanitising solutions should be used.

Details about approved products can be found in the links below.

  • Approved products by ECHA (European Chemicals Agency) - click here

  • Approved products by the Spanish Government - click here

Signage

All of the Company’s spaces must include signage that clearly communicates the health and safety protocols, including:

  • Maximum capacity
  • Maintenance of physical distancing
  • Waiting areas and positions
  • Distance markers
  • Hand sanitiser locations
  • Use of protective face masks
  • Entrance and exit routes
  • Directional routes throughout the stand space to manage flows and control crowd density
  • Promotion of alternative greetings
  • Information about cleaning measures to help visitors feel more at ease

Supervisory Plan

The Company should create a supervisory plan including a control system and clear responsibilities to ensure that all health and hygiene measures set forth in the Event Manual and as required by the Organizer and the Venue Owners, are followed. 

The Supervisory plan should allow for the regular review and identification of improvements.

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Air Conditioning System and Ventilation

Any enclosed space on the stand should include an adequate ventilation system in order to continually renew the air within the enclosure.

All air conditioning installations must be inspected and approved by Graó Tecnic during the plan inspection process. All air conditioning installations must include an approved antibacterial filter. The use of air recirculation within an enclosed space should be avoided.

The Organizer and the Venue Owners reserve the right to disconnect any air-conditioning system if it is causing a nuisance to any attendee or the surrounding area / stands.


BUILDING HEALTH & SAFETY

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 will be requested to leave the Venue.

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