Exhibition Industry All Secure Standard Guidelines

Exhibition Industry All Secure Standard Guidelines

We are looking forward to the forthcoming events and as show organisers are committed to creating safe environments to protect exhibitors, visitors, contractors and our staff to ensure we can run enjoyable and successful events for all in the new year. In line with government and local authority guidance, as well as the exhibition industry All Secure Standard Guidelines, we are implementing extensive measures in response to COVID-19 health and safety requirements. Some of these are outlined below and will constantly be reviewed in line with current guidelines.

Organiser and Venue Responsibility Control Measures

Your safety is our priority and therefore all, COVID-19 safe procedures will be communicated by the organisers to all attendees before the start of the event.

Before you arrive

Complete the pre-screening form 24 hours before arriving at the event.

Please note that entry to the live event is subject to presentation of your vaccination card with fully vaccinated status, or presentation of a negative COVID-19 test no older than 72hrs, as per the South African government's latest regulations, as at March 2022.

On arrival

Arrive 15 minutes earlier to allow time for the screening process.

• There will be a clearly marked main entrance and exit to assist in supporting social distancing guidelines as

determined by government and venue capacity.

• Have your temperature taken with an infrared non-contact thermometer.

– A body temperature of 38°C and over is considered to be a fever. Any attendee with this result will not be able to

enter the main entrance of the event

• Complete the screening form

• Clear social distancers markers will be visible in the queues as for screening process

Entering the Venue

• Safety officers on site will be allocated in public spaces and high traffic areas to ensure that COVID-19 protocols is

adhered to at all times. They will monitor and support the safe flow of people through the venue; in the queues and

leading up to the entrance

• Masks covering the nose and mouth will be a mandatory for all attendees entering the venue

• Attendees are requested to sanitise their hands at the entrance to the event and regularly throughout the event


• There will be dedicated and clearly marked registration areas separated by registration types eg. Delegate

registration, visitors etc. Pre registration will be a separate area

• Pre screening forms to be sent out 24 hours before

• Hostesses will assist with pre-registration in the queues to alleviate long lines

Medical and Safety Services

• A COVID-19 isolation room will be available before entering the main exhibition area to any person showing any

symptoms or feeling unwell

• There will be safety officers on site in allocated areas to ensure that COVID-19 protocols are always adhered. They will

monitor and support the safe flow of people through the venue

• Internal signage indicating COVID-19 safe measures will assist in maintaining a safe venue/event

• Together with the venue, we have a well-resourced and qualified on-site incident response team that is provided with

real-time information and updates

• We have developed a client focused COVID-19 Health Response plan which includes rapid isolation, emergency

response and escalation procedure

• To facilitate the COVID-19 Health Response Plan, there are four dedicated first aid rooms, as well as dedicated

isolation rooms throughout the venue

• Offsite medical support is provided by emergency response and ambulance services supported by the Cape Town

International Convention Centre

Cleaning and Hygiene

• Hand sanitiser stations with supporting hygiene signage to be placed in all main walkways, aisles and public spaces

• Enhanced cleaning regime: The venue will be fully cleaned regularly during the day with an overnight cleaning

regime for all venues and public spaces.

• Extra attention will be given to high frequency touch points such as toilets, door handles and hand rails.

• Exhbitors will be required to disinfect their respective stands and exhibits regularly throughout the event

• All equipment in the conference rooms, including AV will be disinfected between each use


Together with the venue, we have stringent measures in place to minimise food safety risks and ensure that the food

service is COVID-19 safe.

Catering services will be in the form of a service and individual pre-packed meals.

Additional safety protocols include:

• Designated areas for coffee breaks

• All staff will wear masks and gloves in kitchens and serving areas, incl. waiters and barmen

• Sanitation points available in public restaurant and eating areas

• Lunches will be staggered, ensuring the programme sessions are not affected.

• Consideration will be taken of the need for cleaning and sanitisation of the lunch venues after each session

• All restaurants and bars and seating in public areas will comply with government specified distancing measures.

• In addition, further hygiene will be ensured with the use of contactless payment solutions and desk-free check in

wherever possible.

Meetings and conferences

• Current social distancing regulations specify that a 1 metre distance between persons is required. Set up of all

conferences and event room spaces to meet the standard requirements of social distancing.

• We will not offer any standing areas in and around the conference rooms and will mark separate entrance and exit

routes, if necessary.

• We are aware that at the hubs on the exhibition floor queues can form and an increased number of visitors can

gather. We have increased the square meterage of these areas significally and these be constantly monitored by our

safety team on site to ensure we are adhering to regulations.

• Hand sanitisers will be available at the entrance to all meeting or conference rooms

• Regular visible COVID-19 safe cleaning and disinfecting measures will be put in place for the rooms and rooms will be

sanitised in between sessions

• All equipment in the conference rooms, including AV will be disinfected between each use




Build up and Breakdown

  • Anyone working on the build-up or breakdown of the event will be asked to pre-register before arriving onsite to declare they are fit and healthy to work.
  • All contractors will be required to wear full PPE gear.
  • As a condition of entry, all contractors will be asked
  • to undergo a temperature check.
  • Signage to communicate instructions on COVID-19
  • safe behaviour will be visible through the venue.
  • Ventilation will be increased, improving fresh air circulation in line with government guidelines and directives during the build up and breakdown of the event.
  • Qualified medical services will be available on site
  • throughout the build up and breakdown period.
  • Exhibitors scheduling - there will be strict exhibitor and contractor scheduling to minimise the number of people in the halls at any one time to create a safe working environment.
  • Exhibitor registration will be open during build up
  • to minimize queuing and contact.

Event Days

  • There are dedicated exhibition entrance and exit points allowing ease of flow in and out of the exhibition space.
  • Signage displaying key messages in line with the latest government guidelines and directives will be in place throughout the venue.
  • Queue management system to be implemented at each entrance and exit point.
  • People-counting devices will be available at each point of entrance and exit to support social distancing guidelines.
  • Exhibitors who are planning on offering refreshments or hosting a function on their stand must ensure that they adhere to government guidelines and directives with regard to the implementation of physical distancing and food protocols.
  • Sanitiser must be made available at each exhibition stand; surfaces must be cleaned at regular intervals and after each appointment.
  • It is mandatory to wear a face mask for the full duration of the event, except when seated in one of the catering outlets while eating and drinking refreshments.
  • Please make sure sure that only staff without COVID-19 or cold/fly symptoms are is manning your stand.


Designing your stand

Consider & Plan

• Plan your stand with sufficient space to ensure that distances are kept during activities at the stand. Avoid bottlenecks

• Calculate how many people can be on your stand at any one time. Do this by dividing your open stand space by 2m²

per person for a rough number

• Try and allocate 2 staff members maximum per 3 x 3 stand and schedule shifts daily

• Do not crowd your space with unnecessary furniture. Adding additional items that are not needed reduces the space

for attendees on your stand

• We recommend avoiding closed meeting rooms and smaller enclosed areas on the stand as these will not be as well


• Limit meeting times on your stand to 15 – 20 minutes

• Allocate one team member to facilitate meetings and the second one to assist with general questions

• By simplifying the construction, you will require fewer contracting staff to build your stand as well as allowing more

distance between them as they build/dismantle

• Consider a technological solution such as projecting content from your stand to a wider virtual community or

enabling individuals to join you on the stand from a remote location. If you need internet services to support a new

technology solution on your stand remember that hard wired connections will always be more reliable than wifi

• Consider the space you have and what would create the best and most comfortable customer experience


• Simplify your stand design to keep spaces as open as possible, giving everyone flexibility to move around and keep

apart freely.

• Ensure you have a clear path for people to follow

• Appoint your contractor as soon as you can and share your plans with the operations team before signing off with the


• Ensure that you order cleaning services daily or that your team disinfects your stand


• Mark the floor to guide everyone on recommended spacing

• Where possible provide the following COVID-19 signage on your booths:

Physical Distancing - Use clear signage on the floor and around your stand to show your customers how to use your

stand space at a safe distance.

Clear Signage: Explain how you are managing the space using icons that are not language dependent.

Visible Sanitisation: This can be through self- service sanitisers and/or stand cleaner.

Attendee/Exhibitor Responsibilities

Always comply with the following basic preventive measures:

• Sharing of attendee badges is not permitted at any time.

• Sharing or exchanging of business cards is discouraged

• Avoid handshakes and hugs

• Maintain at least 1 meter distance from others

• Wear a mask at all times, covering the nose and mouth

• Cover a sneeze or cough with a tissue or bent elbow, and immediately dispose of tissue in a closed-lid bin placed in

and around the venue

• Avoid touching your eyes, nose and mouth

Travelling to South Africa

Travellers intending to visit the country will be expected to produce a PCR (polymerase chain reaction) test that

is not older than 72 hours from the time of departure from the country of origin to South Africa. This test must be

conducted by a certified medical practitioner and should include the name and signature of the practitioner who

conducted such test.

Arriving in South Africa

Upon arrival in the port of entry, the traveller will be screened for any COVID-19 symptoms or for contact with people who

have been infected with the COVID-19 virus. Travellers will also need to provide proof of accommodation address should

they need to self-quarantine at the time of arrival in the country.

Should the traveller display any COVID-19–related symptoms or been in contact with an infected person(s), they will be

expected to take a mandatory COVID-19 test. This test will be at the traveller’s cost. If the COVID-19 test comes back

positive, the traveller will be subjected to a 10-day quarantine at a designated site. Accommodation at a quarantine site

will be at the traveller’s cost.

All travellers is required to wear a face mask at all times, may only remove a face mask during an emergency and must

observe social distancing, hand washing and sanitise regularly;

A traveller who is unable to wear a face mask due to an underlying medical condition, must submit a medical certificate

from a registered medical practitioner to the airline prior to departure;

What should I do once I experience COVID-19 symptoms?

Anyone experiencing symptoms (fever, cough, trouble breathing, fatigue, loss of smell, loss of taste) or having had close

contact with a confirmed case or contact with someone currently being evaluated for COVID-19, should call the COVID-19

Public Hotline on 0800 029 999 or send HI as a WhatsApp message to 0600 123 456 for further guidance.

If you test positive, do not panic and isolate yourself; do not receive visitors during the self-isolation period and postpone

all your appointments/engagements until you are completely recovered.

If you must leave one place to the other (ex from health facility/testing site to your hotel), wear a mask, stay 1m away

from others, wash your hands frequently, and clean all touched surfaces.

Reducing the risk of COVID-19

Restaurants and Hotels

• Wear a mask when not eating or drinking.

• Always observe physical distancing of more than 1 metre

• Wash hands after touching items such as menus and condiments before eating or drinking.

• Choose outdoor seating or seating with good ventilation (restaurants with open windows and doors) where possible

• Do not share food or utensils with others.

• Request that waiters/barman sanitise tables before you are seated

Public Transportation:

• Always carry a hand sanitizer with at least 70% alcohol on you

• Always wear facemasks and comply with the social distancing of at least one meter at taxi ranks, stops and while

getting on or off public transportation.

• Electronic/contactless payment methods should be the primary mode of payment to avoid spread of virus through


• Good ventilation and airflow on public transportation vehicles is encouraged to limit possible spread of virus such as

open windows

• Avoid touching eyes, nose, and mouth with unwashed hands.

• Once at destination, occupants are encouraged to wash their hands with soap and water for at least 20 seconds or

use hand sanitizer with at least 70% alcohol as soon as possible upon arrival.

• Passengers are advised to avoid travelling during rush hour where possible.

• Passengers with COVID-19 symptoms are discouraged from using public transportation to avoid possible spread

to members of the public. When unavoidable, wearing face masks is mandatory and passengers should maintain

physical distance of at least 1,5 metres from other passengers.

Must I have medical insurance cover?

You are responsible for your own travel insurance and medical insurance - the event Organisers do not cover this. We

recommend that your medical insurance take effect as soon as you leave your home country or place of residence.

Please ensure that you always have your medical details with you as well as an emergency contact.


Host Ministry

  • Mineral resources & energy

Host Utility

  • eskom-logo

Host City

  • City-of-Cape-Town

Platinum Sponsor

  • Conlog
  • Actom Pty Ltd
  • Gridspertise
  • SAP
  • Sulzer

Diamond Sponsor

  • General Electric

Silver Sponsor

  • Siemens
  • Megger

Registration Sponsor

  • SAP

Host Publication

  • ESI Africa

CEO Forum Partners

  • Conlog
  • Eaton
  • Oracle Utilities
  • Prime Alliance
  • Eskom GC

Municipal Leaders Forum Partners

  • IFC

Global Knowledge Partner

  • Enel Foundation

Initiate Supporting Partners

  • Sarebi