Expo Health & Safety Protocols

Status: July 21, 2021

Introduction

After almost two years, CTI wants to bring the community back to Berlin in a safe way. Top priority is the safety and well-being of our exhibitors, attendees, speakers and colleagues. For this reason, the cooperation of all parties is extremely important and valuable.

The Estrel Hotel will sufficiently ventilate and supply the event rooms with fresh air before and during the event.

We look forward to working with you to create a great event while maintaining the highest health and safety protocols.

General Hygiene Rules

  • Face masks are mandatory throughout the event and must be worn over the mouth and nose. Only medical face masks or FFP2 / KN95 masks may be used.
  • Face masks may only be removed while seated during eating and drinking.
  • A negative Corona rapid test is required for access to the event premises. The test result must be no more than 24 hours old. An official certificate from a recognized test center must be presented for this purpose. Fully vaccinated persons (at least 14 days after the last required single vaccination) and convalescents do not have to present a negative test. Proof of vaccination by presentation of a vaccination card or a vaccination certificate or proof of convalescence (positive PCR test result at least 28 days ago and not older than 6 months) is sufficient. The test result must be in the form of either a print or electronic document in German or English.
    All proofs will be checked at check-in.
  • Exhibitors are required to enforce personal hygiene practices with their staff, contractors and visitors on the stand, including hand washing, disinfecting and respiratory hygiene (cough and sneeze etiquette).
  • The exhibitor must provide and ensure an adequate supply of hydroalcoholic hand sanitisers for their stand.
  • The exhibitor is responsible for ensuring that all persons on his stand, including staff, contractors and visitors, disinfect their hands when entering the stand and before and after handling products and/or equipment.
  • While drinking and eating: Cover your mouth and nose with a handkerchief when coughing or sneezing (dispose of the used handkerchief immediately after each use). If you do not have a handkerchief handy, cough or sneeze into your elbow, not your hands. Wash your hands or use hand sanitizer after touching your mouth or nose.

 

Booth Hygiene

  • The organiser will ask for a contact person for each booth. This contact person is responsible for compliance with hygiene measures before, during and after the event.
  • The exhibitor is obliged to clean and disinfect his stands several times a day to ensure a hygienic and safe stand environment. The exhibitor must provide suitable disinfecting solutions.
  • Materials and equipment should be individual for each user. In cases where equipment has to be used by more than one user, the exhibitor must ensure that it is thoroughly disinfected between uses.
  • Daily basic cleaning during the days of the fair is not included in the stand rental fee. The Estrel Hotel can offer additional stand cleaning services. A link to order additional services will follow as soon as possible.

 

Giveaways / Promotional Materials and Booth activities

  • There will be a no-handout policy and distribution of physical promotional materials, giveaways and business cards will not be permitted. All promotional materials and business cards must be in a digital format.
  • Exhibitors are not permitted to bring own catering/ F&B. The CTI Symposium will offer F&B stations in the exhibition.
  • To ensure compliance with the health and safety measures, catering possibilities and food and drinks selection will be limited than in previous years.
  • CTI does not allow stand functions such as stand parties, drinks receptions, happy hours, press conferences, etc.

 

Briefing Duty of your Staff and Contractors

  • As an exhibitor you must use your best endeavours to ensure the health, safety and welfare of your staff and contractors so far as is reasonably practicable.
  • Exhibitors must familiarise their staff and any contractors working on their behalf with the CTI Health and Safety Protocols prior to attending the exhibition and provide the necessary information and training.
  • All persons are expected to familiarise themselves with the information provided and to incorporate the applicable health and safety measures into their planning and on-site activities during set-up, show days and dismantling.
  • Exhibitors must keep records of all staff and any contractors attending the exhibition on their behalf. This information must be reported to CTI before the event.
  • Prior to arrival on site, exhibitors must take appropriate steps to ensure that their staff and any contractors attending the show on their behalf:
    • Have no COVID-19 related symptoms and have not tested positive for COVID-19 within the last 14 days.
    • Have had no contact with anyone in their household who has exhibited COVID-19 related symptoms or tested positive for COVID-19 within the last 14 days.
    • You have not had contact with anyone else who has had COVID-19-related symptoms or tested positive for COVID-19 within the last 14 days.
    • You have not been instructed to self-isolate (e.g. due to track and trace system procedures, travel or any other applicable reason).

 

Check-in and Access to the Venue

Venue access, capacity control and navigation procedures include but are not limited to the following:

  • Queuing in compliance with the minimum spacing rule of 1.5m.
  • Clear signposts, multiple entrances and exits to/from the venue.
  • Everyone must be pre-registered to minimise queuing. Self-registration on site is not possible.
  • Mandatory use of face masks when entering the venue at all times, unless seated to consume food and drink.
  • Walkways, wider aisles and signposted traffic management at the event; information and directional signs throughout the venue.

 

CTI will limit the number of attendees within the venue to ensure that a minimum distance of 1.5 people can be maintained at all times.

Info: Entering Germany from abroad

It is your responsibility to check the entry requirements for Germany from your country at the time of travel – these can be viewed on the Federal Foreign Office website and are regularly updated to reflect the latest government guidelines and restrictions

 

Exhibition Set-up and Dismantling

  • Further information regarding the exact set-up days and times will be provided per e-mail as soon as possible. Set-up days will be 28 + 29 Nov 2021.
  • Exhibitors and any contractors attending the show on their behalf must ensure that all members of their team fully comply with these health and safety protocols throughout their time on the site.
  • All contractors and suppliers to the exhibitor must be registered in advance. Further information will be provided soon.
  • It is advisable that exhibitor stand designs require a minimum number of contractors on site for stand set-up and dismantling and that production and/or set-up is carried out prior to arrival where possible and requires a minimum crew for set-up on site. Exhibitors should work with their stand designers to develop appropriate scheduling, such as staggering shifts for specific on-site activities.
  • Where possible, hand tools and equipment (controls, machinery) should be operated by one person only. Where this is not possible, tools and equipment must be disinfected between each change of user.

 

Stand design

  • Exhibitors are required to create a safe and touch-free experience for all visitors on their stands.
  • Products should be displayed in such a way that visitors do not have to touch or handle them. Where possible, exhibitors may use digital exhibits and/or LED displays to showcase their products. If handling of the products is unavoidable, exhibitors must ensure that they are disinfected before and after handling and instruct visitors to disinfect their hands before and after use.
  • When designing their stands, exhibitors should avoid high-touch items or areas.
  • Social distance must be a focus when planning stand design. All areas on exhibitors’ stands must ensure a social distance of at least 1.5 m, which must be maintained by all persons on their stand at all times.
  • In order to allow safe encounters, transparent protective walls should be erected at customer service points such as reception counters, welcome desks and at all other points within the stand where the minimum distance of 1.5 m cannot be maintained.
  • Exhibitors should bear in mind that different rooms have different capacity limits depending on how and for what these rooms are used. For example, a seating area or meeting room where all chairs must be at least 1.5 m apart has a lower capacity than a demonstration area with standing room of the same size.
  • Exhibitors may consider making their stands more open and/or limiting the number of units on their stands in order to maximise their stand capacity and obtain more usable space.
    Exhibitors are advised and encouraged to limit the number of staff required on site to maximise stand capacity for visitors.
  • Stand elements must not be closer than 0.5 m from the outer edge of the stand, this is to help maintain aisle widths should there be a bottleneck or crowding.

 

Signage

The exhibitor must display sufficient signage on its stand, including but not limited to the following elements:

  • Social distancing instructions and markings
  • Use of face masks
  • No handshakes
  • Hand washing, disinfection and respiratory hygiene (cough and sneeze etiquette)
  • Locations for hand disinfectants
  • Maximum stand capacity
    (15 sqm: 2 persons at the same time
    18 sqm: 3 persons at the same time
    36 sqm: 5 persons at the same time)
  • Information on the hygiene and cleaning measures carried out on your stand is recommended