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 operations@idexuae.ae

A member of our team will reply to you within 48 hours.

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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;

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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.

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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