COVID-19 UPDATES AND HYGIENE CONCEPT
WITH DISTANCE THE SAFEST BAZAAR BERLIN
When Bazaar Berlin opens its halls in November, Messe Berlin and the entire Bazaar Berlin team will ensure that the event is held in the best possible way and that the regulations on infection control that will then apply are complied with.
Vaccination certificates or even daily tests make it possible to travel again, stay in hotels, visit restaurants and take part in trade fairs. Messe Berlin's event-related hygiene and safety concept also offers additional security. This makes personal meetings with new and old business partners possible again. Of course, other hygiene and security measures will also be implemented during the event.
The concept is based on the following principles: Hygiene, distance and contact tracing. We appeal to everyone‘s personal responsibility to observe the recognized distance and hygiene rules and a „no handshake policy“. This includes maintaining a recommended minimum distance of 1.5 meters and avoiding larger, in addition close(er) standing person, gatherings.
In the event of new findings, further necessary and sensible measures or methods, such as the implementation of rapid tests or the use of new technical tools, are taken into account as part of an ongoing adaptation of the safety and hygiene concept.
To make good decisions for your company, your employees and yourself, you need information. We are very aware of this. Therefore we have compiled this FAQ. If you have any more questions, then please email us at firstname.lastname@example.org.
Please also visit the Messe Berlin website for further information on this topic.
FAQ FOR EXHIBITORS
As an exhibitor you can implement numerous measures to protect participants. They include stand structures that make distancing easier and regularly disinfecting areas. Many of these measures can be easily achieved without spending large sums.
A hygiene concept is required for the construction and dismantling period and for the actual event which defines the hygiene measures on your stand and takes on-site circumstances into account. Internal and external employees are to be instructed accordingly. We also request that you name a contact to act as the person responsible for ensuring the rules are observed.
However, the measures you take yourself are particularly important: washing hands regularly, wearing medical mouth-and-nose-coverings, keeping distance to other people – for most of us this is certain to have become the norm over the last few months.
Exhibitors are responsible for enforcing minimum physical distancing on the stand. Furthermore, all exhibitors must observe the safety and hygiene rules of the event in question. To facilitate this task, we recommend modifying stands and furniture accordingly (cf. Recommendations on Stand Construction), e.g. spacing seats in meeting rooms further apart, and using floor markings and signage as well as perspex screens at the information counter. In addition, everyone working on the stand should be instructed accordingly and if possible, always be employed in the same location.
Making appointments in advance is also a good idea in order to better organise the flow of visitors.
After registering as an exhibitor you can book a stand cleaning service in the usual way. Based on your individual requirements and subject to an additional charge you can also order an additional cleaning (e.g. disinfection) service. This includes regular cleaning of table and counter surfaces, equipment such as writing utensils or microphones, which should be disinfected each time after use. We also expressly recommend keeping an adequate supply of hand sanitiser for stand personnel and visitors. We also request that as an exhibitor you name an employee to act as the contact responsible for ensuring hygiene and distancing rules are observed.
Catering on the trade fair stand is permitted subject to the provisions of the SARS-CoV-2 Infection Protection Measures Ordinance being observed. Accordingly, food and beverages may only be consumed at tables. Seating and tables must be arranged in such a way as to ensure persons are a minimum of 1.5 metres apart. Surfaces must be cleaned and disinfected at regular intervals and adequate ventilation must be provided, i.e. rooms may not remain closed. Please note that in line with the current provisions, seating or table arrangements may not accommodate groups of more than ten persons. In this case the minimum distancing rule of 1.5 metres need not apply.
HOWEVER, this only applies to the consumption of food and beverages and not to the seminar and conference areas, including meetings and workshops. Time spent in the seated catering area should therefore be restricted to eating and drinking only. Mouth-and-nose-coverings may be removed on this occasion.
A hygiene concept is required for the construction and dismantling period (and for the event itself) which defines the hygiene measures on your stand and takes on-site circumstances into account. Internal and external employees are to be instructed accordingly. We also request that you name a contact to act as the person responsible for ensuring the rules are observed.
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 medical mouth-and-nose-coverings should also be kept in sufficient supply.
In order to be able to trace and localise possible infections and in compliance with the legal provisions, information will be collected on all participants. For contact tracing purposes this will take place either during ticket registration or at the latest upon admission. In addition to contact data (first and last name, telephone number, district or municipality of residence or place of fixed abode, full address or email address, attendance times, place / table numbers if available, the submission of a recognized COVID-19 negative test result or an exemption from it), information will be stored on the exact times of entry to and departure from the event venue. The data will be passed on to the relevant public health authorities solely upon official request. The data will be processed in accordance with the legal data protection requirements.
Exhibitors are requested to provide the names of their stand personnel (including contractors such as construction firms etc.) on the ticket shop page. These persons will subsequently be issued with the necessary IDs which will be scanned and registered upon entering and leaving the exhibition grounds.
As an exhibitor you are responsible for keeping a contact list on the stand and making it available to the public health authorities so that they can trace the contacts of persons infected by Covid-19. This also applies to employees, suppliers, service providers, contractors and self-employed workers constructing the stand. All information must be stored for a period of two weeks in accordance with the Data Protection Directive (DSGVO) and be deleted thereafter.
Terminals and information counters are useful for making appointments at short notice and registering the arrival and departure of visitors on the stand. As a rule, you must only collect the data of visitors with whom you are in close contact, for instance after a meeting taking place over several minutes. Persons with whom you have only brief contact, when you distribute information brochures for example, need not be registered.
Many exhibitors will presumably employ existing stand structures. However, these can be modified relatively easily to meet the amended requirements. A few tips for setting up your stand can be found below:
• Ensure your stand features ample open space so that minimum distancing can be observed at all times during activities there. No cramped areas should exist.
• Reception counters and presentation areas must take a minimum distance to the aisles into account.
• Install exhibits and presentation areas (e.g. walls with LEDs) to ensure that visitors can observe minimum distancing and that gatherings can be avoided.
• Two-tier stands should feature wide staircases and one-way traffic (if necessary by using floor markings).
• Spaces that are covered above are not recommended. Rooms frequented by visitors should feature an open-plan design to enable an adequate exchange of air, at minimum thorough ventilation of the room.
• Ensure adequately dimensioned areas for breaks and visitors.
• Ensure generously sized seating areas and meeting rooms.
• Install partitioning as a hygiene precaution where minimum distancing of 1.5 m is not possible.
• Provide hand sanitiser on the stand, and if necessary disposable mouth-and nose-coverings.
• Items and areas such as counters, tables and door handles where physical contact takes place should if possible be avoided. Partitioning is advised in order to maintain distancing.
• Smooth surfaces are easiest to wipe and clean.
Attendance numbers are not specifically defined, however exhibitors are responsible for enforcing the minimum distancing rule of 1.5 m at all times. If minimum distancing cannot be enforced in certain cases or areas, then stricter hygiene conditions and measures apply. They include the installation of screens in all counter areas to protect against airborne transmission and mandatory wearing of medical mouth-and-nose-coverings.
FAQ ON THE EXHIBITOR'S CONDITIONS OF PARTICIPATION
If we as the organizer cannot hold Bazaar Berlin 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 or at your request brought forward to the next edition.
Please refer to our General Terms of Business for Trade Fairs and Exhibitions organized by Messe Berlin GmbH.
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.
For the latest information on travel restrictions, please visit the website of the German Federal Foreign Office.
As in previous years after submitting your stand registration you will still be able to revoke your participation at any moment before agreeing our stand placement proposal which will be send to you in late autumn 2021.
Once you agree 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 charge 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.
We are confident that Bazaar Berlin 2021 will take place. We are in constant contact with the relevant authorities and pass this information on to our exhibitors and trade visitors in a timely manner. In cooperation with them, we do our very best to assess the situation realistically and, if necessary, communicate the cancellation well in advance so that additional costs can be avoided.
We point out that you, as an exhibiting company, are obliged to inform yourself in advance of participation in the Bazaar Berlin about the currently valid regulations, laws, ordinances and other decrees issued in connection with the containment of SARS-CoV-2 and to comply with them. You are also obliged to observe the hygiene and safety concept issued by Messe Berlin for the Bazaar Berlin which are available for inspection here.
You are responsible for ensuring that third parties commissioned by you are informed of the regulations and measures to be observed and comply with them. You are also responsible for complying with the applicable hygiene and safety regulations at your stand.