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Congresses and great trade fair events

These indications apply to: conferences, congresses, major trade fair events, company conventions and events similar to them.
These indications must be integrated, according to the specific context, with those relating to catering (with particular reference to the buffet administration methods).

▪    The maximum number of participants in the event must be evaluated by the organizers based on the capacity of the spaces identified, in order to reduce crowding and to ensure the interpersonal distancing.

▪    The spaces should be reorganised to ensure ordered access, avoid people gathering and ensure distances of at least one metre between the users, with the exception of people between whom interpersonal distancing is not currently required. This aspect is a matter of personal responsibility. Where possible separate entrances and exits should be provided.

▪    Suitable information on prevention measures must be displayed, understandable also by foreign clients, with appropriate signs and information panels and via audio and video systems. Also, the staff should monitor and promote the compliance with the prevention measures by encouraging visitors to take responsibility for this.

▪    Promote the use of digital technologies in order to automate organizational and participatory processes (e.g. booking system, ticket payment, filling in forms, printing of recognition systems, entry registration system, carrying out of evaluation and approval tests, delivery of participation certificates) in order to avoid predictable gatherings, and observing privacy standards, keeping an attendance register for a period of 14 days. The station dedicated to the secretariat and reception, where not already equipped with physical barriers (e.g. screens), should be adapted. Allow access only to correctly registered users.

▪    Body temperature can be measured, and the access will be denied to those with temperatures of over 37.5°C.

▪    In the coatroom, clothing and personal items must be stored in special clothes bags.

▪    It is necessary to make hand hygiene products available to users and staff in several spaces of the areas (e.g. ticket office, halls, meeting rooms, toilets, etc.), and promote their frequent use.

▪    In the conference rooms, ensure that the seating is occupied so as to facilitate the minimum spacing of at least 1 meter; this distance can only be reduced by using adequate physical barriers to prevent contagion through droplet transmission. The speakers' table and the podium for presentations must be rearranged in order to allow a safety distance that allows speakers / moderators to intervene without the use of the mask.

▪    The devices and equipment available to speakers, moderators and listeners (e.g. microphones, keyboards, mouses, laser pointers, etc.) must be disinfected before initial use, checking that they are disconnected from the electrical connection. Subsequently they must be protected from possible contamination by a film for food or for clinical use, to be replaced possibly for each user.

▪    Considering the prolonged periods in the same environment, all listeners and support staff (e.g. reception staff, technical staff, conference hall tutors) must wear airway protection masks for the whole duration of activities, and wash their hands frequently with sanitizing solutions.

▪    In the poster areas, reorganize the spaces in order to encourage the observance of interpersonal distancing, assessing the limited access, and promoting the remote use of material by the participants. Any informative and scientific material can be made available preferably in exhibitors with a self-service mode (which the visitor accesses after hand hygiene) or by using digital systems.

▪    In the exhibition areas, reorganize the areas between the spaces of the individual exhibitors in order to encourage the observance of interpersonal distancing, assessing the limited access to individual stands. Any informative and promotional material or gadgets can be made available preferably in exhibitors with a self-service mode (which the visitor accesses after hand hygiene) or by using digital systems.

▪    Spaces must be regularly cleaned and disinfected, in any case after the completion of every group activity, with special attention to the most frequently touched surfaces, toilets and common use areas (refreshment areas, buttons on automatic drink and snack distributors).

▪    Internal spaces must be aired frequently. Due to the overcrowding and the time of permanence of the guests, the effectiveness of the systems must be verified, in order to ensure the adequacy of the external air flow rates according to current regulations. In any case, crowding must be related to the actual outdoor extract air flow rates. For air conditioning systems, it is mandatory, if technically possible, to totally exclude the air recirculation function. In any case, the measures for the exchange of natural air and / or through the system must be further strengthened, and the cleaning, with the plant stopped, of the recirculating air filters to maintain adequate filtration / removal levels must be guaranteed. If technically possible, the filtering capacity of the recirculation must be increased, replacing the existing filters with higher class filters, ensuring the maintenance of the flow rates. In the toilets, the air extractor must be kept in continuous operation.