Reed Exhibitions’ Events in the New Normal · 2020. 6. 23. · trade exhibitions and events are a...

12
June 2020 Reed Exhibitions’ Events in the New Normal Our framework to establish a robust programme of measures to support the health and safety of all our attendees

Transcript of Reed Exhibitions’ Events in the New Normal · 2020. 6. 23. · trade exhibitions and events are a...

  • June 2020

    Reed Exhibitions’ Events in the New NormalOur framework to establish a robust programme of measures to support the health and safety of all our attendees

  • 2

    PREFACE

    Over the past two decades, our industry has responded to and recovered from isolated challenges and national emergencies such as 9/11, the SARS outbreak in 2002 and the Icelandic volcano eruption of 2010.

    The Covid-19 pandemic however will change the worldwide exhibition industry beyond recognition, adding new dimensions to our organised events and demanding an even more comprehensive response.

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    Trade exhibitions are, as we know, a far cry from mass gathering events. They are well ordered market places���I�R�U���F�R�Q�G�X�F�W�L�Q�J���E�X�V�L�Q�H�V�V���D�Q�G���F�R�P�P�H�U�F�H���Z�K�H�U�H���Z�H���D�U�H���D�E�O�H���W�R���D��H�F�W��conditions, settings and situations. The same is said for organised business to consumer ���%���&�����H�Y�H�Q�W�V�����Z�K�L�O�H���W�K�H�U�H���Z�L�O�O���E�H���F�H�U�W�D�L�Q���G�L��H�U�H�Q�F�H�V���W�R���P�D�Q�D�J�H�����Z�H���D�U�H���D�J�D�L�Q���D�E�O�H���W�R���D��H�F�W��the exhibition space.

    With that in mind, Reed Exhibitions have developed a formal set of enhanced health and safety protocols in collaboration with industry task forces for our future events. These are the precautions and preventative measures for organized industry gatherings that will emerge in the wake of the COVID-19 crisis and the focus of our 5-Point Plan:

    2 ' 2020 REED EXHIBITIONS .

    Collaboration and Engagement

    Risk Management

    (Early) Planning

    Communications

    Precautionary Measures, Controls and Countermeasures

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    2

    5

    3

    4

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  • 3 © 2020 REED EXHIBITIONS.

    This 5-Point Plan has been developed based on direction and guidance from relevant authorities across the globe (including the WHO), scientific advice, and emerging industry best and good practice.

    In many cases we can expect that standards will be mandated by the relevant authorities. In that respect, we are planning ahead based very much on what we know now, but our goal is to improve upon those standards where we feel it is necessary and appropriate to do so to support the health and safety of all those who attend our events, in whatever capacity.

    Our core principle is one of additionality – ‘what’ and ‘how’ we and our partners can adapt and do things (that we already do for the most part) to manage the Covid-19 risk in a rapidly changing / evolving situation. For instance, we already plan for emergencies, regulate admissions, space plan, provide medical support etc. Our 5-Point Plan is about building on these skills and experiences to arrive at bespoke and adaptable solutions for each of our events in the new normal.

    We are working globally with the relevant authorities, eminent subject-matter experts, associations and partners to reach a collective agreement on a core set of health and safety guidelines, that Reed Exhibitions will adopt and implement. Our 5-Point Plan offers a rigorous, clear and consistent understanding of the shared practices being followed across our global exhibitions and events business.

    By planning and responding in this way, we are signalling just how seriously we take Covid-19 and the health risks it presents. Our response demonstrates our commitment to protecting the health of our employees and attendees now and going forward – whatever that new normal might have in store for the global exhibition industry (including ourselves).

    Our 5-Point Plan assumes a phased approach to reopening organised exhibitions and events and will be adapted as the Covid-19 crisis unfolds. The plan not only directly responds to the Covid-19 threat we face today, but better prepares us to respond to similar risks as they present themselves in the future.

    3 © 2020 REED EXHIBITIONS.

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    5-POINT PLAN

    Collaborating with the relevant authorities, eminent subject-matter experts drawn from a multitude of

    disciplines, global associations, partners etc. is a critical component of our approach.

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    ensure that local and national legislatures are ready to consider recovery measures that include

    provisions to help the organised events industry get back to work as quickly as possible.

    In the US, we are supported by the National Centre for Disaster Preparedness at Columbia

    Universitys Earth Institute. They are working with

    us to better understand the Covid-19 risks in an

    organised trade exhibition setting; advising on our

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    control measures; and providing global public health

    surveillance across those countries in which we

    operate.

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    It is vital that we understand, respond to, and manage the risks associated with Covid-19.

    Our 5-Point Plan hinges on our risk-informed approach to our planning and communications as well as our precautionary and preventative measures.

    With that in mind, we have adopted a tiered approach to risk management that includes:

    � International and domestic public health surveillance – understanding where a country is on the Covid-19 curve (both in terms of domestic and international attendees) as well as state-imposed restrictions and controls, local healthcare capabilities and capacities etc.

    � Event specific risk assessments – focusing on venue related hazards, attendee profiling, crowd management and dynamics, (likely) levels of person-to-person contact etc.

    2 RISK MANAGEMENT

    Working closely with relevant partners, our operations staff and event teams will conduct dynamic risk assessments throughout the period in the run-up to a show to ensure our precautionary and preventative measures meet all expectations, are proportionate to Covid-19 risks, and remain fit-for-purpose.

    Our aim is to recognise and manage those risks between attendees, from the exhibition venue itself and / or from any activity engaged in during the course of the event.

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    Were planning collaboratively with venue owners, partners and the relevant authorities to deliver

    a safe and secure setting and experience for our attendees; remaining alert to the Covid-19 risks

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    response as local circumstances dictate.

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    �9��Our o w n r o l e s a n d r e s p o n s i b i l i t i e s a s w e l l a s t h o s e o f o u r p a r t n e r s

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    We will also where necessary extend our lead-in times to allow us the opportunity to ensure

    controls and countermeasures are in place, reviewed and tested with all those concerned.

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    not go ahead.

  • 7 © 2020 REED EXHIBITIONS.

    Communication is critical in order to build confidence for all stakeholders and attendees. Our 5-Point Plan will be communicated for each event through all channels and platforms, including customised email blasts, posters, pop-up banners, flyers or brochures, website announcements, social media announcements, and statements to the press.

    Our event teams will communicate clearly to customers, visitors, and other attendees prior to the opening of the event.

    COMMUNICATIONS

    Pre-show communications and messaging includes:

    � Confirmation of event dates

    � Notification of all new measures in place / what to expect

    � Non-contact registration

    � Admissions policies including advice to vulnerable groups, symptomatic persons etc.

    � Domestic and WHO advice on travel alongside in-country restrictions / conditions, advice and guidance

    � On-site precautions / conditions including contact tracing and thermal-screening

    � Training of on-site staff

    In-show communications and messaging which extends to signage including:

    � Reminders on physical distancing measures and behaviours

    � Reminders about personal hygiene, where to find sanitizer etc

    � Possible symptoms of Covid-19

    � Advice on the availability and wearing and disposal of face masks, gloves etc.

    � Access to medical support

    � Updates on opening and closing hours, local transport etc. delivered over public address systems

    4

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    Our safety controls and Covid-19 countermeasures deliver - as far as reasonably practicable

    and in line with all directions - a safe and secure show setting and visitor experience. They

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    trade exhibitions and events are a far cry from mass gathering events. They are well

    ordered market places for conducting business and commerce in a setting where we are able

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    With our core principle of additionality in mind, our control measures strengthen what we

    currently do well and at the same time, introduce proportionate and common sence measures

    intended to combat the risks of Covid-19.

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  • 9 © 2020 REED EXHIBITIONS.

    SHOW SETTING CONTROLS These are the measures with which we will control the show setting.

    First and foremost, we’ll be following relevant authority direction regarding physical distancing by controlling admissions, managing assemblies and influencing people’s behaviours.

    Underpinning those stringent controls over admissions, we will employ a combination of measures to preserve physical distancing which may include:

    � Extending show dates (all phases)

    � Increasing the show’s overall footprint

    � Increasing stand footprints and / or decreasing densities

    � Insisting on pre-registration

    � Extending opening hours whilst staggering admission and departure times

    Deploying measures including:

    � Introducing barriers

    � Enhanced floor management and stewarding aimed at controlling footfall within the venue itself

    � Encouraging seating only over standing only and removing / reducing those areas where attendees congregate en masse

    � One-way crowd management and physical distancing floor markers

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    ENHANCEDHYGIENE CONTROLS

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    to-person respiratory transmission or transmission from touching contaminated surfaces.

    Each show will adapt its strengthened hygiene controls to its own circumstances and the

    expectations of its attendees.

    P e r s o n a l h y g i e n e

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  • 11 © 2020 REED EXHIBITIONS.

    PROACTIVEMEDICAL CONTROLS

    We will look to the relevant local authorities and our expert advisors to guide us in the use and deployment of measures intended to help protect against the risk of Covid-19, which will include relatively simple controls such as:

    Through to far more complex controls that could be included if required / requested:

    � Policies around the availability, use and disposal of Personal Protection Equipment including face masks, disposable gloves etc.

    � Ensuring our registration data can support contact tracing requests

    � Strengthening our medical support to ensure we’re able to respond to a Covid-19 case, including dedicated isolation areas and training staff and attendees on Covid-19 symptoms surveillance

    � Protective screening for staff, exhibitors and vendors

    � Thermal screening (groups of) attendees on admission alongside existing security and registration arrangements

    � Covid-19 testing for acquired immunity and / or infection (if testing kits are readily available to procure)

  • 12

    �+�H�D�O�W�K���D�Q�G���V�D�I�H�W�\���L�V���D�W���W�K�H���I�R�U�H�I�U�R�Q�W���R�I���D�O�O���R�X�U���S�O�D�Q�Q�L�Q�J�����5�H�V�S�R�Q�G�L�Q�J���H��H�F�W�L�Y�H�O�\���W�R���&�R�Y�L�G���������L�V���D��

    �V�K�D�U�H�G���U�H�V�S�R�Q�V�L�E�L�O�L�W�\�����2�X�U���J�X�L�G�H�O�L�Q�H�V���U�H�À�H�F�W���W�K�H���H�V�V�H�Q�W�L�D�O���U�R�O�H���W�K�D�W���W�K�H���(�[�K�L�E�L�W�L�R�Q�V���D�Q�G���(�Y�H�Q�W�V��

    industry must play to help protect the health and safety of our customers and employees.

    �%�X�W���Q�R���L�Q�G�X�V�W�U�\���F�D�Q���R�Y�H�U�F�R�P�H���W�K�L�V���F�K�D�O�O�H�Q�J�H���D�O�R�Q�H�����2�X�U���V�W�D������D�W�W�H�Q�G�H�H�V�����V�X�S�S�O�L�H�U�V�����Y�H�Q�X�H�V��

    and partners also have a responsibility. They must adopt new practices and follow science-

    based guidelines not only to protect their health and their familys health, but to safeguard the

    health of others.

    By working together, we can overcome the challenge, begin to reopen our economies and get

    businesses growing again.

    Thank you.

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    �I�U�D�P�H�Z�R�U�N���R�U���U�H�T�X�L�U�H���I�X�U�W�K�H�U���L�Q�I�R�U�P�D�W�L�R�Q�����S�O�H�D�V�H���F�R�Q�W�D�F�W��

    �’�D�Y�L�G���+�L�G�D�O�J�R���$�������6�K�R�Z���’�L�U�H�F�W�R�U�����;�5���(�[�S�H�U�L�H�Q�F�H

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    A SHARED RESPONSIBILITY