Covid-19 - FAQ for Exhibitors
How does COVID-19 affect the IGW Professional 2021? Herewith, we want to answer the most important questions.
The Senate Chancellery of Berlin has information on the spread of the coronavirus in Berlin as well as the measures being taken by the Berlin Senate on a website specifically set up for this purpose.
Feel free to contact us in case there are further questions: firstname.lastname@example.org
How does Messe Berlin protect exhibitors, stand builders and service providers from potential infection with Covid-19?
The safety and health of our exhibitors, partners and visitors is our top priority. Therefore Messe Berlin has developed a comprehensive hygiene and safety concept based on the collaboration with the responsible health department. This concept is based on the following principles: hygiene, distance and contact tracking.
Is contact follow-up required?
Contact details and presence times of exhibitors, service providers, employees and trade visitors will be recorded by Messe Berlin prior to the entire event, including setup and dismantling, i.e. specifically: first and last name, telephone number, full address or email address.
Please note that all persons (exhibitors, stand personnel, service providers, ...) have to register online before start of construction and have to bring their access authorization with them.
Registration on site is not possible. An identity check is carried out when entering the exhibition grounds, i.e. the name on the access authorization / admission ticket must match a proof of identity (ID). Otherwise it won´t be possible to enter the exhibition grounds.
Attendance times will also be recorded when entering or leaving the exhibition grounds. However, they only will be available for the responsible health department if requested by the authorities. The data will be processed in accordance with data protection requirements and deleted four weeks after leaving the venue.
What should be considered in terms of hygiene during setup and dismantling?
A hygiene concept must be developed for setup and dismantling, internal and external employees must be instructed accordingly. In addition, a person responsible should be named who will take care and act as a contact person.
During construction and dismantling working at different times is also helpful in order to minimise the number of potential contacts. Ideally, small teams can be organised with fixed personnel. Disinfectant, gloves and masks should also be kept in sufficient supply.
What should be considered when building a stand?
The technical guidelines of Messe Berlin GmbH continue to apply unchanged.
Certainly many exhibitors will use existing exhibition stands, but these can also be adapted to the changed requirements with simple measures. Here are a few tips for the exhibition stand:
- Plan your stand generously (open space) that the minimum distance of 1.50 m will be guaranteed at all times for activities on the stand. Avoid unnecessary bottlenecks.
- If possible, consider the minimum distance from the hall aisles for reception counters and exhibit presentations.
- Arrange exhibits and presentation areas (e.g. LED walls) on the stand in a way that the minimum distance between visitors can be maintained and accumulations are avoided.
- Two-storey stands should have wide stairs or stairs with one-way traffic (if necessary, tape or mark the floor).
- Rooms closed at the top are not recommended. Rooms in which visitor traffic takes place should be designed so that there is sufficient air exchange. At least complete ventilation should be guaranteed.
- Adequately dimensioned lounging and visiting areas should be planned.
- Make seating areas and meeting rooms spacious.
- Hygienic barriers are to be installed if the minimum distance of 1.50 m cannot be maintained.
- Hand disinfectants as well as disposable face masks must be made available on the exhibition stand.
- Physical contact points such as counters, tables and doorknobs should be avoided whenever possible. Room dividers, on the other hand, are helpful to maintain distances.
- Smooth, wipeable surfaces are easier to clean.
How does Messe Berlin protect exhibitors and visitors from potential infection with Covid-19?
The safety and health of our exhibitors, partners and visitors is our top priority. Therefore, Messe Berlin has developed a comprehensive hygiene and safety concept based on cooperation with the responsible health department. This concept is based on the following principles: hygiene, distance and contact tracking.
What specific measures are being taken to ensure that IGW Professional 2021 runs safely and successfully?
- Compliance with strict and increased cleaning cycles for communal facilities and contact areas.
- All sanitary facilities will increasingly subjected to surface disinfection, and the soap dispensers will also constantly refilled and disinfected.
- The operational control of the modern ventilation systems ensures that the halls are always well ventilated.
- Permanent, active information before and during the fair about measures to be taken to prevent infection by everyone.
- High density of hand washing and hand disinfection options at entrances, information stands and catering points.
- Observance of the recognized distance rules and appeal to personal responsibility
- Prioritization of a "no handshake policy"
In addition to the responsibility of Messe Berlin, everyone involved in events is also responsible for implementing the hygiene and safety measures.
For information, these regulations and other general principles of conduct are announced in advance online and on site on notice boards and through hall announcements. The rules can be safely implemented thanks to the house rules that apply to everyone present.
Is contact follow-up required?
The contact details and presence times of exhibitors, service providers, employees and trade visitors will be recorded by Messe Berlin prior to the entire event, including setup and dismantling, i.e. specifically: first and last name, telephone number, full postal address or email address.
Please note that all persons (exhibitors, stand personnel, service providers, ...) have to register online before start of set up and have to bring their access authorization with them. This also applies to all trade visitors. Registrations and the purchase of tickets won´t be possible on site. An identity check will carried out when entering the exhibition grounds, i.e. the name on the access authorization / entry card must match the proof of identity (ID). Otherwise it won´t be possible to enter the premises.
Attendance times will also be recorded when entering or leaving the measuring site. However, they will only be available for the responsible health department if requested by the authorities. The data will processed in accordance with data protection requirements and deleted four weeks after leaving the venue.
As an exhibitor, you are responsible for keeping a contact list of those present at your stand and making it available to the health authorities to identify contact persons for SARS-CoV-2 infected people. This also applies to employees, suppliers, service providers, external companies and self-employed employees who are involved in stand construction. All data must be stored for four weeks in compliance with the GDPR regulations and then deleted.
Can I offer catering at my stand?
Catering at the exhibition stand will be allowed, provided that the applicable SARS-CoV-2 infection protection ordinance of the state of Berlin is complied with. In addition, the DEHOGA recommendations (in German only) and the BGN publication "Supplement to the risk assessment for the hospitality industry" (in German only) must be observed.
In addition, decentralized issuing points must be planned in order to counteract an excessive density of people. If this is not spatially possible, only table service is permitted.
A minimum distance of 1.50 m between the tables must be ensured for seating. Groups of up to six people can sit at a table less than 1.50 m apart. Self-service stations are only allowed if the minimum distance is observed.
As an exhibitor, what can I do to provide the best possible protection for visitors and participants at the exhibition stand?
Structural measures at the exhibition stand that make it easier to keep the clearances, wearing a mouth and nose cover or regular disinfection - as an exhibitor you can contribute to the protection of the participants with numerous measures. Much of this can be implemented with relatively simple means and without major costs. A hygiene concept should be developed for the duration of the trade fair and the stand personnel should be instructed accordingly. In addition, a person responsible should be named who will monitor compliance and act as a contact person.
However, your own behavior is also particularly important: Pay attention to your distance, regular intensive hand washing, smiling instead of shaking hands - measures that most of us should have taken for granted in the past few months.
How does Messe Berlin ensure that the minimum distance of 1.50 m is maintained?
As part of our general hygiene and safety concept, we have developed extensive measures to enable compliance with the distance rules. This includes, for example, separate entrances and exits, reduced seating in front of stages and appropriately dimensioned passage widths.
Who is responsible for keeping the clearances at the exhibition stand? What should I watch out for as an exhibitor?
The exhibitor is responsible for maintaining the minimum distance at the stand. In addition, each exhibitor must observe the requirements of the safety and hygiene regulations of IGW Professional 2021. To make this easier, we recommend coordinating the stand construction and furniture accordingly (see recommendation for stand construction). For example, no tight seating in meeting rooms, floor markings and plexiglas protective walls at the information counter. In addition, the entire stand personnel should be trained accordingly and deployed as “on-site” as possible.
Arranging appointments in advance is also helpful in order to better distribute the flow of visitors. You are welcome to use the tools we provide, such as the Virtual Market Place®, which is included in your media package.
What about hygiene? What measurements is Messe Berlin taking here?
Part of the event-related hygiene and safety concept is a specific cleaning and hygiene plan. As part of this, in addition to the regular cleaning and disinfection of toilet facilities, door handles and handrails, mobile stations for hand disinfection can be found at the entrances to the site, as well as in the toilet facilities themselves. In addition, we advise participants on appropriate hand hygiene and compliance with the cough and sneeze labels.
How can I guarantee the best possible hygiene at my stand? What support does Messe Berlin offer here?
You can book stand cleaning as usual after registering as an exhibitor. Additional cleaning services (e.g. disinfection) can also be ordered according to your individual requirements on the basis of an additional cost offer. This includes the regular cleaning of the surfaces of the tables and counters, equipment such as writing materials or microphones, which should be disinfected immediately after each use. We also expressly recommend that you keep sufficient hand disinfectant at the stand for stand personnel and visitors. In addition, you as the exhibitor should name a responsible employee who will act as a contact person for compliance with the hygiene and distance rules.
Do I have to wear a mouth and nose cover at the event?
Face coverings must be worn in enclosed spaces and halls by everyone on the grounds of Messe Berlin, initially until 31 March 2021. This applies in equal measure to exhibitors, stand construction companies, service providers, visitors and employees at Messe Berlin GmbH. Masks must be worn in offices and lifts in accordance with the Berlin Infection Control Directive.
How safe is the air conditioner? Couldn't it be that the air conditioner spreads viruses in the hall?
Messe Berlin's air conditioning system is operated exclusively in outside air mode without recirculating air. The air is not simply circulated, but exchanged. A transfer is therefore excluded.
How many people can be on my stand at the same time?
There is no defined number, but rather the exhibitor is responsible for ensuring that a minimum distance of 1.50 m is maintained throughout. If minimum distances cannot be implemented in individual cases or in individual areas, increased hygiene conditions and hygiene measures apply, e.g. the installation of spit protection devices on counters and service counters, as well as the obligation to wear a mouth and nose cover.
If an employee suddenly doesn't feel well, where can I get help?
At all events, Messe Berlin guarantees immediate medical care by trained staff and appropriate on-site facilities. Please refer to the hall plan of the respective event for the exact location of the medical station.
If symptoms such as cough or fever occur before visiting the trade fair, we advise all participants, exhibitors, employees and service providers not to enter the exhibition grounds and to consult a doctor immediately.
In case of an emergency on the exhibition grounds:
First aid from a doctor by telephone: T +49 30 3038 2222
In case of an emergency outside the exhibition center:
- Berlin hotline in case of suspicion of Covid-19: T +49 30 90 28 28 28 8 (8:00 a.m. to 8:00 p.m.)
- Hotline "Medical on-call service": T +49 116 117
- only call the ambulance in an emergency: T 112
- Doctors on site in Berlin (most speak English)
Remember: Before visiting a medical support center, call and inform them about the suspicion of Covid-19.
What happens if we submit our stand registration but decide afterwards, that we cannot attend IGW Professional 2021 due to the impact of Covid-19?
As in previous years after submitting your stand registration you will still be able to revoke your participation at any moment before signing our stand placement proposal.
What happens if the organizer cancels IGW Professional 2021 due to the impact of Covid-19? Will my payment be brought forward to next year, refunded, or forfeited?
If we as the organizer cannot hold IGW Professional 2021 for reasons outside our own control, we will not charge our exhibitors for their stand rental. Your stand rental payment would then be returned to you. Please refer to our General Terms of Business for Trade Fairs and Exhibitions organized by Messe Berlin GmbH .
What happens if IGW Professional 2021 takes place but due to Covid-19 and a consequent change in our company policy we cancel our participation but we have already signed the stand placement proposal?
Once you sign your stand placement proposal, our cancellation policy comes into force. From that moment on, if you want to cancel your participation, you must notify us as soon as you make the decision not to attend. This gives us the opportunity to look for another company for your space. If we find another exhibitor for your space, then as organizers we will only invoice you 25 percent of the total amount due to compensate us for the additional costs. If we do not find another exhibitor for the space, then you will be liable to pay your rental fees in full amount.
What happens if we cancel our participation after signing the placement offer due to Covid-19 because our entry to Germany and/or return to our country of origin is made impossible or difficult by travel restrictions?
If the cancellation takes place due to official travel restrictions in the country of origin or in Germany and the travel restrictions make the entry impossible or unreasonable for the exhibitor, the exhibitor will not be charged or the stand rental fee will be refunded. Unacceptability shall be assumed if the return to the country of origin would be impossible or would require a quarantine of more than 7 days after return or if the entry to Germany would require a quarantine of more than 7 days. Proof of travel restrictions in the country of origin must be provided to Messe Berlin by means of suitable documentation.
Date: 15 October 2020