COVID Safe Events
At Expertise Events, the health and wellbeing of everyone who visits our events is our number one priority. The objective of this document is to provide a framework for hosting events as safely as possible.
The implementation of these measures will provide our stakeholders with the assurance and confidence that our events have health and safety as our number one priority. Given the varying requirements across States which continue to change, this document should be considered the basis for our plans and will form the structure to which specific processes are implemented by event.
Event Specific Guidelines
Prior to each event, once an event is confirmed as proceeding, exhibitors shall be supplied a COVID Safe Event Guide which will detail all requirements, policies and procedures that they must know.
Event visitors will also be supplied relevant information to ensure they understand what to expect, how to conduct themselves and any steps that they must take.
This document will be aim to be provided four weeks prior to an event pending input and clarification from any relevant parties.
Risk assessment & planning:
- Produced in partnership with the organiser and key partners, the risk assessment will be a key document to determine the measures that will be in place for each event.
- This will include planning, build-up, event days and breakdown, public transport, queue management, event timings, venue access, and use of technology to minimise touch points.
- Floorplans will ensure adequate aisle and stand space for any required social distancing and crowd density standards, as well as the set-up of conference areas, meeting rooms or other shared spaces.
- All measures will be based on relevant government guidance at the time.
- Risk assessments will include an Emergency Response Plan.
Before guests arrive:
- To minimise queuing and contact onsite, all delegates, visitors, and exhibitor stand crew will need to pre-register or pre-purchase online to attend an event.
- If health orders stipulate that face masks are mandatory, guests will be advised to bring their own face mask to the event.
- Anyone with symptoms related to COVID-19, or who has been in contact with a confirmed case must refrain from visiting.
Social Distancing:
- Crowd Density Standard (CDS) will be employed throughout each space in line with local regulations.
- Relevant markers will be installed in public areas, including the central foyer, circulation and networking spaces outside conference rooms, toilets, lifts, and cloakrooms, to help everyone keep a safe distance.
- Social Distancing will be encouraged at all times, inclusive of non-contact greetings.
- CDS and social distancing guidelines may be encouraged through the use of marshals as required.
- Managing CDS and social distancing will be a shared responsibility of all involved in an event.
Arrival, Registration & Purchases:
- With multiple, distinct entrances to the venue, arrivals and exits will be managed as safely as possible, taking into account the latest government guidance.
- Travel advice and guidance will be shared on the event website.
- All attendees will be encouraged to pre-purchase anything possible including tickets, food, parking or functions where possible. Cashless options will be encouraged as much as possible to reduce physical contact.
Cleaning Standards & Personal Hygiene:
- The teams have been trained to deliver new cleaning procedures. This includes ensuring all touch points, as well as seating areas are regularly wiped with disinfectant.
- All bathrooms will be allocated to a specific event and checked and maintained by a dedicated team of cleaners. Consideration will be given to queuing and quantity management.
- Attendees will be encouraged to regularly sanitize and wash their hands thoroughly.
- If applicable, digital contact information sharing will be provided to replace physical business cards.
- Exhibitors will be encouraged to regularly clean any high contact areas on their stand.
Frequently Asked Questions
Yes catering outlets will be open at events to supply food and drinks. This will likely include pre-packaged items to minimise contact and attendees will be need to follow the venue processes when visiting catering outlets.
If an event is operating with session times for attendees, attendees will purchase a ticket a session that is a set timeframe. All attendees in a given session will be required to vacate the hall prior to the next session commencing. Where the ‘quantity’ of attendees is not a concern, purchases of a session may be permitted to re-attend a later session.
All events will follow the local health guidelines and capacity limits that are in place at the time of the event.
The same approach as it does in shopping centres, retail shops, gyms and hospitality venues. All attendees and staff are advised and reminded that were ever possible, they should maintain their 1.5m distance from each other. Social distancing is a strong recommendation, however it is not a mandatory ‘legal requirement’, and as such there may be times where attendees, or people within a space, choose to be closer than the suggested distance.
Our requirements and recommendations will follow local rules and advice for each event.
All tickets or registrations will be encouraged to be completed in advance of the event online. Pending various State requirements and ticket availability, cash ticket purchases may be available onsite at certain events.
All stakeholders who enter a ‘room’ will be required to scan their badge or ticket to register their entry. This will facilitate contact tracing in accordance with all rules and regulations if required. Exhibitors, attendees and staff will be required to provide contact information to facilitate this.
Exhibitors are required to follow any health requirements. Cleaning products in retail outlets or shops is not currently required. Our advice is for everyone to employ common sense, avoid unnecessary contact, clean common areas where possible and use sanitiser. Cleaning individual products is not a requirement.
We’d kindly ask that you do not attend the event in any capacity if you’re feeling unwell or are awaiting results of a COVID-19 test.
Everyone will be required to check-in in accordance with the event procedures. Sanitiser will be available as well for use.