IDEX Exhibitor Covid guidance In association with 21-25 FEBRUARY 2021
IDEX Exhibitor Covid guidance
In association with
21-25 FEBRUARY 2021
INTRODUCTION
The safety and wellbeing of our exhibitors, visitors, contractors and staff is of paramount importance to us as we look ahead to IDEX and NAVDEX 2021 in February.
The Department of Culture and Tourism – Abu Dhabi will publish guidelines focused on COVID-19 in the near future. We will be in touch with you once they do.
You can take a variety of steps to ensure your stand will comply in the meantime and this document will help outline some of these.
Throughout this process, we are here to support you. We welcome your questions via email at [email protected]
A member of our team will reply to you within 48 hours.
2
CAPACITIES
We anticipate that we will be able to welcome one person for every four sqm of space at any one time.
This is subject to change based on DCT approved event guidelines.
When planning the space on your stand you will need to consider;
3
Build up & break downThe size of the stand build team needed at any one point in time to deliver the stand – this will need to comply with the above figure based on the overall sqm of your stand.
Open daysDuring the open days, this figure will need to accommodate both your exhibiting staff and any visitors you wish to welcome onto the stand.
STAND DESIGN
Simple Design: We encourage you to focus on simple and effective stand design principles. This will require less people on site to erect and dismantle your stand meaning it will be achievable within the allotted build and break schedules. We will not be able to accommodate extended working hours for 2021.
Stand Capacity: We will be able to confirm the maximum capacity of people allowed on your stand as soon as the DCT guidance is published. We do expect this to be one person for every four sqm. It is advisable for your stand to have as much open space as possible as we may need to deduct space taken from your overall footprint that is taken up with walling / store rooms / display items etc.
Avoid small, enclosed spaces: We advise you to avoid enclosed meeting spaces or private dining rooms that would put your staff and visitors at risk of being too close together. Social distancing guidelines insist on a 2 metre distance between people.
One way system: You could consider creating a one way route through the stand to avoid the need for visitors and your staff to repeatedly pass by one another.
Networking Spaces: As we have seen in hotels, restaurants and other social venues around the world, things do need to be kept more spaced out than in the past.
Signage: We recommend the use of social distancing signage throughout your stand, such as floor stickers to encourage attendees comply with safe distancing measures.
Seating: Ensure safe distancing measures are applied in all seating areas and in any meeting rooms (if these cannot be avoided). We will be able to provide further specific guidance on this soon. Virtual meetings may be the safest choice.
4
STAND BUILD & BREAK5
Scheduled Build
Reduce the number of
contractors needed at any
one time by developing
a work schedule that
brings in the skills needed
at each phase of the
build (eg: stand builders,
electricians, AV crew etc.)
Stand Material
It is highly advisable
to prefabricate stand
materials off site to
simplify the build
and break down
process and reduce
the amount of time
needed.
Scheduled Deliveries
Help us to keep the halls
as free from congestion
as possible by scheduling
deliveries as the items are
needed (eg: furniture should
be delivered when the stand
is almost built and ready for
the final set up.)
Crew Hygiene and Safety
Reduce the need for sharing
tools, products or materials
during the build up and break
down. Ensure your crew is
equipped with face masks
and gloves as well as cleaning
equipment to keep high touch
surfaces and objects sanitized.
Build up & Break down timed entry
In order to ensure physical distancing during the build up and break down, we intend to operate a shift system to ensure two neighboring
stands are not working alongside each other. We will have two shifts of 11 hours each every 24 hour period, with an hour between to
ensure halls are cleared and the next shift enters safely.
We will allocate the shift times as we approve stand plans so we advise you to send your plans early if you wish to secure day shifts.
Late working / extended hours will not be available.
STAND ACTIVITY6
Touching of Product
We strongly advise you limit the need for visitors to touch items
on your stand – help us to create a touchless journey around the show.
Choose designated members of your team to demonstrate
products.
Stand Collateral
Limit the quantity of giveaways or any other promotional material.
Consider digital alternatives instead.
Pre-arranged appointments
Consider having a method for visitors to be able to book an
appointment to come back at a time when you know you will have space
and key personnel ready to meet them.
Hospitality / Stand Catering
All catering at ADNEC will be supplied by Capital Hospitality in
accordance with the Abu Dhabi Food Safety Authority (ADAFSA) guidelines.
We will soon be able to share their menus with you. You can expect to
see some differences, with a lot more pre packed, individual
items available.
Physical Distancing
Always be mindful of the importance of physical distancing
when in conversation with exhibitors or visitors throughout the period of the exhibition. Hand shaking or any
other physical contact will not be permitted and we ask you to ensure your staff are trained
accordingly.
STAND HYGEINE7
Hand sanitisers will be supplied around the venue at key points for everyone to use. Please note that
we are liaising with the relevant authorities on an ongoing basis to ensure our cleaning and sanitation
related processes and facilities meet all the current standards.
TOUCHPOINT CLEANING
Ensure regular cleaning & sanitizing of high touchpoints such as
doors, seating areas and pens after every use
STAND DEEP CLEAN
Make sure to sanitise all surfaces, exhibit
items and products at the end of each show
day
PERSONAL PROTECTIVE EQUIPMENT (PPE)
Your staff will need an adequate supply of face
masks to wear at all times when in the venue
CLEANING SERVICES
The ADNEC Cleaning Team are developing a set of COVID19- specific services to help you keep your stand clean and
sanitized and your staff well protected. We will share this
with you soon
HAND SANITISER
It is essential to have your own supply of hand
sanitiser available on your stand, both for your
staff and for visitors
THANK YOU