our COVID-19 protocol .

Our main priority is the health of our clients, guests and employees. Due to the current situation worldwide and its measures taken by authorities to have a grip on COVID-19, we have to adjust our usual business.

Conferences and events will be possible if we will be able to adjust ourselves to these guidelines. This basic protocol is set up to assure these guidelines. However, every conference and event is unique and will need their own specific measures. Feel free to contact us to discuss the opportunities for your conference and event. Together we will find a solution for a successful meeting.

Last updated: 26-06-2020

1 | General Guidelines

As we are not only organizing meetings in the Netherlands but also worldwide, we will always use the country's' national health policy as a starting point for organizing our meetings. Therefore this protocol should be used as a general framework for the safe organization and attendance of our meetings.

Meetings

  • Only meetings where 1.5 meters (4.92 feet) distance can be guaranteed, will be organized. This distance applies to everyone who is present.
  • All used materials will be properly disinfected and frequently disinfected.
  • The parking area will have specific driving directions and parking spots.
  • At least one person will be accountable to enforce the guidelines and implementation.
  • In case the guidelines or protocol may change, the participants and other attendees will be informed directly.

Participants and staff

  • We use the following capacity determination:
    - Exhibitions and corporate events: 1 person per 10 m2.
    - Conferences and meetings: 1 person per 5 m2.
  • The meeting is only accessible by registering in advance, even if the admission is free.
  • One day before the meeting, the participant will be asked to fill in a health check. If the health situation does not change in the following 24 hours the participant can participate in the meeting and needs to bring the confirmation of the approved health check to the meeting.

Hygiene

  • Travel alone as much as possible. In case of traveling with public transport: follow the guidelines given by the concerning carrier.
  • Keep your distance (1.5 meters / 4.92 feet) and do not shake hands.
  • Wash your hands frequently and with soap for 20 seconds, then dry them thoroughly.
  • Cough and sneeze into your elbow.
  • Use paper tissues and discard them directly after use.
  • If you have (mild) cold-like symptoms, such as a sore throat, a runny nose, sneezing, a mild cough, a mild fever below 38 degrees Celsius or sudden loss of smell or taste, you should stay at home until you are fully recovered. Stay at home if a household member has a fever.
  • Always follow the given instructions.

Hygiene provisions

  • We provide the necessary provisions, such as: disinfectants, gloves and masks for every attendee.
  • We will arrange sufficient opportunities for the attendees to wash/disinfect their hands.
  • Our staff will be screened daily on Covid-19 symptoms.
  • Walking directions will be marked if necessary.
  • There will be plenty of tissues dispensers and waste bins.
  • Tissue dispensers and waste bins will be provided in a cast majority.
  • Before, after and multiple times during the event every used room, including the sanitary rooms, will be cleaned and disinfected.
  • Area’s which will be touched more frequently (such as doorknobs, stair-rails and counters) will also be more often disinfected.
  • Flat surfaces (such as tables, counters and buffets) will be cleaned multiple times a day.

2 | COVID-Supervisor

All employees and participants are obliged to observe the guidelines set out by the country's national health policy and this protocol. At least one COVID-Supervisor will be responsible to monitor the given guidelines. The COVID-Supervisor will have multiple co-supervisors under their command. These co-supervisors are employees who have direct contact with the participants. These co-supervisors can be recognized by their noticeable appearance.

The COVID-Supervisor will be responsible for:

  • Implementing this protocol and the given guidelines.
  • Monitoring the compliance of the guidelines.
  • Assigning the co-supervisors and informing them concerning the guidelines and expectations.

Every co-supervisor will be responsible:

  • To approach and address participants for not complying the given guidelines.
  • To take appropriate action, if necessary, to ensure the safety of every attendee.
  • To provide a proactive contribution of the protocol and guidelines .
  • To be available for questions of participants and employees.
  • To communicate the guidelines and measures.

3 | Venue

General

  • The venue provides flyers and banners concerning the guidelines, measures, information for the crews and contact details for further questions at noticeable areas.
  • The venue will provide sufficient ways for signage and giving directions for the participants.
  • At the parking area, directions and parking spots will be indicated by clear signage. Other facilities will as well be provided with clear signage.
  • The aisles will be set-up for one-way-direction or will be wide enough to pass each other while maintaining a safe distance.
  • The capacity at the venue will be designed in such way to guarantee the distance among the participants.
  • The participants will enter the venue in stages in specific time slots or with assigned seating. This will be monitored by employees inside and outside the venue.
  • Enough time will be planned between different sessions to prevent an encounter between the arriving and leaving participants.

Hygiene

  • Measures for a cloakroom with a staff :
    • The facilities are provided with a counter which will ensure the 1.5meters-distance between the staff and the participants.
    • The staff will wear gloves.
    • After every use, the hanger and stands will be disinfected.
    • Contactless payments are preferred.
  • Measures for a cloakroom without a staff :
    • Cords, ropes and/or other forms of signage (on the floor) will mark the directions for the participants to ensure the distance.
    • Participants must disinfect their hands.
    • At every entrance and central point the participants will have the opportunity to disinfect their hands.
    • After washing your hands, there will be the opportunity to disinfect them as well.
    • An adequate amount of tissue dispensers and waste bins will be available.
  • Hygiene at sanitary facilities:
    • The number of users in the sanitary facilities will be limited in such a way to ensure a safe distance. This will be monitored in a practical manner. For example, with traffic lights.
    • There will be clear guidelines for a safe use of the facilities.
    • The sanitary facilities will be closed during the cleaning period.
  • Additional measures for cleaning at the venue:
    • Before, during and after the event, every used room, including the sanitary rooms, will be cleaned and disinfected.
    • The COVID-Supervisor and co-supervisors are entitled to request additional cleaning.
    • Areas that will be touched more frequently (such as doorknobs and stair-rails) will be disinfected more often.
    • Flat surfaces (such as tables, counters and buffets) will be cleaned multiple times a day.

4 | Food and beverage

General

  • For a secure preparation of food and beverages, the next guidelines have been established:
    • Staff must wash their hands every 30 minutes, or when they change activities.
    • Worksurfaces must be cleaned every hour.
    • Workstations must be at a safe distance, unless a physical separation can be created. E.g. temporary wall or PVC screen.
    • Prevent areas in kitchens where employees must pass each other without maintaining the distance.
    • Kitchen staff will wear latex gloves and a face mask during the preparation of food.

Distribution

  • For the distribution of food and beverages, the next guidelines have been established:
    • A safe distance will be created between participants and staff. When it is not possible to keep a safe distance, a PVC screen will be provided at the point of distribution between the participant and staff member.
    • If possible, food will be packed and sealed per person and presented as such.
    • Disposable goods will be used for food and beverages or presented in products which can be cleaned at high temperatures.
    • Sufficient waste bins will be provided to discard the disposables. The participants will be instructed to discard their own used disposables.
    • If possible, food and beverages will be presented at self-service-counters.
    • Staff must wear latex gloves.
    • Buffets and seating area will be separated in rooms or by a physical divider.
    • The buffets will be a one-way direction. These directions will be clearly indicated.
    • Contactless payments are preferred.

5 | Suppliers and other partners

General

  • The hygiene measures, as stated before, must be respected.
  • The capacity at the venue will be designed in such way to guarantee the distance among the participants, staff and suppliers.
  • The suppliers will enter the venue in stages in specific time slots. This will be monitored by the COVID-Supervisor and co-supervisors inside and outside the venue.
  • Enough time will be planned for set-up and break-down to prevent an encounter between the arriving and leaving suppliers.

Secure construction and deconstruction

  • Prior to the meeting, a script will be shared concerning:
    • Timetable for construction and deconstruction.
    • The sequence of arrival and departure of the suppliers.
    • The number of staff per supplier and their time of presence at the venue.
    • The design/floorplan of the venue, including parking areas, directions and access points.
  • A small number of suppliers will be able to (de-)construct simultaneously. As long as the 1 person per 5m2 and the safe distance will be maintained.
  • Staff must keep their distance, even during work-related discussions and must not shake hands.
  • The venue will provide clear driving directions, loading docks, entrances and exits.
  • Keep your company vehicle and workspace clean and ventilated.
  • The instructions and guidelines must be complied. The COVID-Supervisor will monitor this. Instructions given by the co-supervisors should be respected at all times.
  • Boxes and crates which can be transported without human contact, will be touched as little as possible.
  • Crew catering staff will provide their own food or will be given sealed food at the venue.
  • When staff will eat at the same time, the distance must also be respected.

6 | Participants

General

  • The hygiene measures, as stated before, must be respected.
  • Always ensure your registration before visiting. Access can be denied if you are not registered.
  • A mandatory health check is needed to participate in the meeting.
  • Read the guidelines thoroughly and do not hesitate to ask any question if something is not clear.
  • Keep your distance from other participants and staff during the meeting.
  • Always follow the given instructions of the COVID-Supervisor and co-supervisors.

COVID-19 health check

  • One day before the meeting, the participant will be asked to fill in a health check. If the health situation does not change in the following 24 hours the participant can participate in the meeting and will need to bring the confirmation of the approved health check to the meeting.

7 | Final Provisions

We reserve the right to make any changes to this protocol as needed or as soon as government regulations change. These changes will be implemented immediately. We therefore advise you to regularly study our protocol via our website in case of possible changes.

The organization reserves the right to refuse entrance or further participation for attendees with symptoms of COVID-19, such as cold, fever, or those who fail  to comply to the safety and precautionary measures. In that case, the organization cannot be held responsible for any compensation or refund.

When a situation occurs where the guidelines will fail short, the organization will decide what to do.