Rules for exhibitors

As the Organizer of the Exhibition Event, ITE MF Expo LLC attaches great importance to the safety of the exhibition, which we organize in the conditions of the continued risk of the spread of new coronavirus infection (COVID-19). In this regard, we have prepared the rules of the exhibition event in the face of new safety standards.

BEFORE THE EXHIBITION

• You need to carry personal protective equipment of the respiratory organs (masks, respirators) and hands (gloves) when visiting the exhibition, as the entrance to the exhibition without masks and gloves will be prohibited
• You should have a supply of skin antiseptics to handle hands and personal protective equipment (masks, respirators) and gloves for yourself and your employees, as they need to be changed based on the duration of the work shift (at least once every 3 hours). In the event of a lack of personal protective equipment, damage, or loss, it will be possible for participants, visitors of the event to purchase personal ventilators (masks, respirators), gloves in front of the entrances to the exhibition area
• To speed up the procedure of access to the exhibition, you can provide your visitors/customers with a promo code for pre-registration before they arrive at the exhibition

BUILDING AND DESIGN OF THE STAND

• It is important to design an exhibition stand, considering all measures to protect health and social distance.
• It is necessary to provide during the construction of the stand the place of treatment of hands with skin antiseptics, including, with the help of installed dispensers or wet wipes
• It is recommended to use a modular stand to avoid increasing the number of risks in its construction
• We ask you to design the stand in such a way that a minimum number of workers are involved in the construction of the stand
• To minimize physical contact, the materials for the stand can be entered into the site in parts, not at once, and hand tools should not be transferred to each other by workers
• You can have an information rack with a plexiglass screen to protect your staff, who will be the first to welcome visitors to your booth. In addition, these people can wear protective shields as they will interact closely with many people
• You may want to consider using physical dividers in areas where you plan to hold face-to-face meetings with customers or teams
• Instead of showcasing products from the entire range, you can conduct a virtual demonstration of part of your range using screens on the walls of the stand
• It should be envisaged in the project routing visitors stands and the placement of tables, racks, tables on the stands, considering the observance of the distance (at least 1.5 meters), as well as provide separate entrances and exits to the stand with the installation of appropriate signs and restrictive ribbons
• The number of participants, visitors, and other categories of persons at the same time on the stand, their placement/seating is calculated considering the standards of distancing (at least 1.5 meters)
• It is necessary to provide at the stand (at entrances/exits and other places of possible congestion of visitors) places of treatment of hands with skin antiseptics, including, with the help of installed dispensers or wet wipes

MEETING VISITORS AT THE STAND

• It is recommended that you design the stand so that you can control the number of visitors and staff. You can determine the maximum number of people (employees and visitors) that you could safely place on your stand, given its size. If necessary, specify the ways of entry and exit of visitors at your stand. For example, you can use different markings, gender markings and ribbons to control social distancing
• You can review the choice of your exhibits to be placed on the stand according to the size of the stand and/or physical conditions. For example, smart branding on the walls of the stand facing the entrances of visitors, will attract the right visitors to your booth and reduce the excessive crowds
• Perhaps you should make sure that the areas on your stand where visitors are greeted have been designed in accordance with the rules of social distancing
• It is recommended that you create a pre-planned system of meetings with your customers if applicable. For example, you can specify in your invitations what security measures you are going to take at the exhibition site and send them to your clients before the exhibition starts. This can help them feel more comfortable when visiting your booth and exhibition

HYGIENE ON THE STAND

• Participants are responsible for enforcing sanitary standards at their stands. Therefore, the first thing you can do is install hand sanitizers on your stands, which can be easily used by your employees and your guests
• You may need to make sure that your staff and guests at your booth use them correctly
• Organize disinfection with multiple treatment every 2 hours of all contact surfaces on the stand: door handles, handrails of stairs, railings, table surfaces, storefronts, racks, office equipment, armrests of chairs, etc.
• Before the start of each exhibition day, it is necessary to conduct a wet treatment of staff places and common areas on the stand using virucidal disinfectants, permitted for use in due course
• In enclosed areas of the stand, it is recommended to use equipment for air decontamination, allowed for use in the presence of people
• We recommend that you set intervals between presentation sessions at your stand for at least 15 minutes to ventilate and disinfect contact surfaces
• Organize at the stand a collection of used masks (respirators) and gloves of your staff and visitors of the event in plastic bags with subsequent disposal as a TBT
• Organize the information of your staff and guests of your booth by pre-mailing emails, posting on your company's websites, at the entrance to the stand text, audio/visual information, including using digital posters, about the need to comply with measures to prevent the spread of coronavirus

WEARING MASKS, GLOVES, FACIAL SHIELDS

• You can provide free masks and gloves on your stand at the request of anyone, including visitors
• You should make sure that these protections meet the required standards and are kept in hygienic conditions
• You should encourage the use of facial flaps by your employees, but also pay attention to the rules of their operation:
  1. Hands must be washed before putting on and removing the protective flap.
  2. Facial flaps need to be changed every day and disinfected before use.
  3. If they can be washed, the protective shields should be washed in accordance with the manufacturer's instructions.
  4. One facial flap should only be used by one person.

SOUVENIRS AND PRINTED MATERIALS

• To prevent the spread of the virus, it is recommended to use less printed materials at the exhibition. It is advisable to bring materials pre-prepared and packaged
• You can find digital or virtual ways to inform visitors instead of printed brochures and catalogues
• We ask you not to give anything to visitors, including souvenirs

STAFF

• Compliance with social distancing rules is the most important measure to control the spread of COVID-19. Ensure social distance of employees (at least 1.5 meters) both during the installation/demolition work (for technical staff - considering the safety requirements of the work) and during the event
• Consider using any safe zones outside the exhibition for breaks
• For your own employees, consider ordering pre-packaged meals/snacks to avoid having to go to food outlets. Prohibit eating in the workplace. Food should be taken in a dedicated staff room on a pre-determined schedule, considering the distance of at least 1.5 meters
• Make sure you instruct the team, including your contractors, on all the measures the Organizer applies before you arrive at the exhibition
• Instruct the team on all the measures you choose to take before they go to the site. Share your plans on how to reduce risks in advance to make them feel comfortable
• Your staff should also be instructed on security measures to prevent the spread of new coronavirus infection, including the use of disinfectants
• One responsible officer should be appointed for compliance with monitoring measures, including the use of personal respiratory protection (masks, respirators) and hands (gloves) during the exhibition event.
• If your employees are staying in a hotel, you may want to make sure they are familiar and comply with the security and policies in place at the hotel
• Every day, before admission to the venue, the body temperature of the workers involved in the preparation of the event is monitored, with mandatory suspension 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, also negates the risk of being held accountable for violations of sanitary and epidemiological rules provided by the current legislation of the Russian Federation.