Rules for exhibitors

As the Organizer of the exhibition event, LLC "АйТиИМФ Экспо" attaches great importance to the safety of the exhibition we organize under the conditions of the ongoing risk of the spread of the novel coronavirus infection (COVID-19). In this regard, we have prepared the rules for participants of exhibition events under the new safety standards.

BEFORE THE EXHIBITION

• You must have personal protective equipment for the respiratory organs (masks, respirators) and hands (gloves) when visiting the exhibition, as entry to the exhibition grounds without a mask and gloves will be prohibited.
• You must have a supply of skin antiseptics for hand treatment and personal protective equipment for the respiratory organs (masks, respirators) and gloves for yourself and your employees, as they must be changed based on the duration of the work shift (at least once every 3 hours). In case of a shortage of personal protective equipment, its damage or loss, participants and visitors of the event will be provided with the opportunity to purchase personal protective equipment for the respiratory organs (masks, respirators) and gloves before the entrances to the exhibition venue.
• In order to speed up the entry procedure to the exhibition, you can provide your visitors/clients with a promo code for pre-registration before their arrival at the exhibition.

STAND CONSTRUCTION AND DESIGN

• It is important to design the exhibition stand taking into account all health protection and social distancing measures. For example, maintaining the minimum required number of staff at the stand, optimizing the product display area, etc.
• It is necessary to provide hand sanitizing stations at the stand during construction, including through installed dispensers or wet wipes. The use of a modular stand is recommended to avoid increasing the number of risks during its construction.
• We ask you to design the stand in such a way that a minimum number of workers are required for its construction.
• To minimize physical contact, materials for the stand may be brought to the venue in parts rather than all at once, and hand tools should not be passed between workers.
• You may have an information desk with a plexiglass screen to protect your staff who will be the first to greet visitors to your stand. In addition, these individuals may wear face shields, as they will be in close contact with many people.
• You may consider using physical dividers in areas where you plan to hold personal meetings with clients or your team.
• Instead of displaying products from the entire range, you may conduct virtual demonstrations of part of your range using screens on the stand walls. The stand design should include visitor routing and the arrangement of tables, counters, and desks at the stand, taking into account the required distancing (at least 1.5 meters), as well as separate entrances and exits to the stand with appropriate signs and barrier tapes.
• The calculation of the number of participants, visitors, and other categories of persons simultaneously present at the stand, as well as their placement/seating, is carried out taking into account distancing standards (at least 1.5 meters).
• It is necessary to provide hand sanitizing stations at the stand (at entrances/exits and other areas where visitors may congregate), including through installed dispensers or wet wipes.

MEETING VISITORS AT THE STAND

• It is recommended to design the stand in such a way that you can control the number of visitors and staff. You may determine the maximum number of people (employees and visitors) that you could safely accommodate at your stand, taking into account its size. If necessary, indicate entry and exit routes for visitors at your stand. For example, you may use various markings, floor markings, and tapes to control social distancing.
• You may reconsider the selection of your exhibits for placement at the stand in accordance with the size of the stand and/or physical conditions. For example, smart branding on the stand walls facing visitor aisles will attract the right visitors to your stand and reduce unnecessary crowding. You may want to ensure that the areas at your stand where visitors are greeted are designed in accordance with social distancing rules.
• It is recommended to create a pre-planned meeting system with your clients, if applicable. For example, you may specify in your invitations what safety measures you intend to take at the exhibition venue and send them to your clients before the exhibition opens. This can help them feel more comfortable when visiting your stand and the exhibition.

HYGIENE AT THE STAND

• Participants are responsible for maintaining sanitary and hygiene standards at their stands.
• Therefore, the first thing you can do is install hand sanitizers at your stands, which can be easily used by your employees and guests.
• You may need to ensure that your employees and guests at your stand use them properly.
• Organize disinfection of all contact surfaces at the stand every 2 hours: door handles, stair railings, handrails, table surfaces, display cases, counters, office equipment, armrests, etc.
• Before the start of each exhibition day, it is necessary to carry out wet treatment of staff areas and common use areas at the stand using virucidal disinfectants approved for use in the prescribed manner.
• In enclosed stand spaces, it is recommended to use air disinfection equipment approved for use in the presence of people.
• We recommend that you set intervals between presentation sessions at your stand of at least 15 minutes for ventilation and disinfection of contact surfaces.
• Organize the collection of used masks (respirators) and gloves from your staff and event visitors in polyethylene bags for subsequent disposal as solid household waste.
• Organize the communication of information to your staff and guests at your stand through advance email distribution, posting on your company's websites, and at the stand entrance in text, audio/visual formats, including using digital posters, about the necessity of complying with measures to prevent the spread of coronavirus.

WEARING MASKS, GLOVES, AND FACE SHIELDS

• You may provide free masks and gloves at your stand upon request from anyone, including visitors.
• You should ensure that these protective items meet the required standards and are kept in hygienic conditions.
• You should encourage the use of face shields by your employees, but also pay attention to the rules for their use: Hands must be washed before putting on and removing the face shield.
• Face shields must be changed every day and disinfected before use.
• If they can be washed, face shields must be washed in accordance with the manufacturer's instructions.
• If they cannot be washed, they must be disposed of.
• One face shield must be used by only one person.

SOUVENIRS AND PRINTED MATERIALS

• To prevent the spread of the virus, it is recommended to use fewer printed materials at the exhibition. It is advisable to bring materials prepared and packaged in advance.
• You may select digital or virtual methods of informing visitors instead of printed brochures and catalogs.
• We ask you not to distribute anything to visitors, including souvenirs.

STAFF

• Compliance with social distancing rules is the most important measure for controlling the spread of COVID-19. Ensure social distancing among employees (at least 1.5 meters) both during the installation/dismantling period (for technical staff — taking into account occupational safety requirements) and during the event.
• Consider using any safe areas outside the exhibition for work breaks.
• For your own employees, consider ordering pre-packaged meals/snacks to avoid the need to visit catering points. Prohibit eating at workplaces. Meals must be taken in a specially designated staff room according to a pre-established schedule, taking into account a distance of at least 1.5 meters.
• Ensure that you have briefed your team, including your contractors, on all measures applied by the Organizer before arriving at the exhibition.
• Brief your team on all measures you have decided to apply before they travel to the venue. Share your risk reduction plans in advance so that they feel comfortable.
• Your staff must also be briefed on safety measures to prevent the spread of the novel coronavirus infection, including the use of disinfectants.
• It is necessary to appoint one responsible employee for compliance with control measures, including ensuring that employees use personal protective equipment for the respiratory organs (masks, respirators) and hands (gloves) during the exhibition event.
• If your employees are staying at a hotel, you may want to ensure that they are familiar with and comply with the safety measures and policies in effect at the hotel.
• Every day, before admission to the event venue, the body temperature of workers involved in the preparation and conduct of the event is monitored, with mandatory removal from the workplace of persons with elevated body temperature and/or signs of infectious disease.

Remember: your responsibility and organization are the key to your health and the health of others, and also mitigate the risk of being held liable for violation of sanitary and epidemiological regulations provided for by the current legislation of the Russian Federation.

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