Autumn Fair

4-7 September 2022 | NEC BIRMINGHAM

Safe & Secure

Last updated 23/08/21

Guidelines for exhibitors

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To ensure our community is safe and secure at our event we've prepared the following guidelines. We are constantly reviewing these in collaboration with the venue, based on current government and industry advice and regulations.

IMPORTANT UPDATE:

In line with latest government guidance and the Association of Event Organisers, Autumn Fair has taken the decision to verify attendee COVID-19 status on arrival (to include visitors, exhibitors, contractors, venue and organiser staff).

This means all attendees will need to demonstrate proof of COVID-19 status for entry to the event. This will need to be one of the following:

  • Proof of completion of a full course of vaccination two weeks prior to arrival.
  • Proof of a Negative Lateral Flow Test result, taken within 48hrs of arrival.
  • Proof of natural immunity shown by a positive PCR test result for COVID-19, lasting for 180 days from the date of the positive test and following completion of the self-isolation period.

For further details on how to prove your COVID-19 status and FAQs please click here.

Verification areas will be clearly signposted on arrival at the venue. Once verified, your badge will allow you access to the show.

  • The NEC will operate a wrist band system to validate your status. This wristband will be valid for 48hrs before you will need to be verified again on arrival. If your method of proof is a negative lateral flow test please remember to bring the correct number of tests with you for the duration of your stay.

If your proof is a negative lateral flow test and you are onsite for multiple days, this will need to be retaken and reported again every 72hrs. We recommend if this applies to you that you bring additional tests with you when you travel.

We have made the decision to implement COVID-19 status checks, even though this is not currently mandated within government guidelines, as the evidence suggests that this is the best way for us to reduce the risk of transmission within the event itself. Putting these checks in place adds an additional layer of reassurance for all attendees once they are inside the event.

Safe & Secure Guidance:

The risk of COVID-19 transmission will never fully be eliminated and so the advice below should be considered when planning your time at the event.

Mask wearing: We are a mask friendly event.

It is no longer mandatory to wear masks, however we do encourage all attendees to consider wearing masks, especially when in enclosed or crowded spaces. 

The NEC will require anyone using a shuttle bus to wear a mask on board and request that masks are worn in public circulation spaces inside the venue.

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Before the event

Exhibitor Manual, Forms & Risk Assessment

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  • Please remember to thoroughly read your exhibitor manual and exhibitor guidance as they contain detailed information on the COVID-19 measures you will need to consider and all relevant Health & Safety documentation you must complete in advance of the event.
  • Please share your stand builder’s details with us so that we can give them access to the manual and the Exhibitor Guidance containing COVID-19 specific measures. This can be done via the Space Only Undertaking form in your manual.
  • In your event Risk Assessment, it is now compulsory that you/your contractor consider transmission of COVID-19 as a new risk and the control measures that will be implemented to minimise this risk. You can include the position that we are checking COVID-19 status as part of your mitigation measures.
  • The exhibitor manual is now live! Log in details will be sent out via email.

Stand design

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  • As an exhibitor it is your responsibility to create a safe and secure environment on your stand throughout the duration of the show. For more guidance on this, check out our quick reference guide on Planning Your Stand for A Safe and Secure Return to Events. (Guidance as of July 2021)
  • Consider the layout and design of your stand to ensure you can undertake construction and visitor interaction in a safe and controlled manner.
  • Consider all the stand design measures you can use to reduce transmission:
    • New innovative ways of displaying your product that will increase floorspace.
    • Consider how you conduct demonstrations so that you can safely manage your audience.
    • Order furniture that can be cleaned easily
    • Ventilation of spaces is highlighted as a key focus within the government guidance. Please avoid building small enclosed spaces for people to meet and work unless adequately ventilated.

Awareness & communication

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  • You or your staff should not attend the event if you are displaying any symptoms of COVID-19.
  • Brief your team about all the control measures that will be implemented by us, yourselves and the venue.
  • The venue website, social media and emails will supply you with up to date information regarding guidelines in place at the show.
  • Please check your government advice for guidance on travelling overseas before entering the country.
  • Consider conducting your pre-show onsite stand briefing in advance or online.
  • We have implemented a reduced contact registration system. It is important that you pre-register all staff and print all staff badges prior to arrival to help support this.
  • Please pay careful attention to all communications sent out from the Autumn Fair show team regarding the registration process as there will be specific instruction for each individual show.

Build up

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  • We will be carrying out COVID-19 status checks throughout the build-up and break down. Consider arriving earlier to allow additional time for these checks to take place. See FAQs for more details.
  • Having these checks in place will allow you to consider your own protocols with regards to further mitigation measures which you should set once you have carried out your Risk Assessment. You can include the fact that COVID-19 status checks will be in place as part of your mitigation measures.
  • Please consider reducing the complexity of your stand build. This will help reduce staff numbers, the amount of time required to build and should save you money!
  • Ensure to plan accordingly so that your contractors finish constructing your stand before your team unpack and display your products.
  • Detailed information related to build up is available in the exhibitor manual.

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At the event

Cleaning & personal hygiene

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  • Please carry your own hand sanitiser. There will be hand sanitising stations available on-site in high traffic areas.
  • Please provide hand sanitiser on your stand, for your staff/visitors. Encourage its use when anyone enters and leaves your stand space.
  • Please implement regular cleaning of all spaces on your stand, ensuring a deeper clean before, during and after the show opens each day. Pay particular attention to high traffic touchpoints such as meeting rooms, info desks, displays and handrails.
  • A cleaning log positioned in a prominent location on your stand may be a useful way to capture and demonstrate the cleaning regime you have put in place.
  • Along with the NEC, we are conducting a thorough, enhanced cleaning regime of all features and public areas prior to show opening and during show open periods.

Code of Conduct

  • For your comfort we have made the majority of gangways 3 metres wide.
  • When walking around the event, we ask you to please remember that as we come back together some people will be more comfortable in the environment than others. As a result:
    • Please give people space when you are walking past them.
    • Check before initiating personal contact (consider elbow bumps rather than handshakes or hugs).
    • Rather than exchanging business cards we encourage you to use data capture devices to ensure contact free sharing of business details – this could be in the form of a QR code for visitors to scan. Details of solutions that can be offered by our registration partner VIST GES can be found within the exhibitor manual.
    • As the industry builds itself back, remember different pressures people may be facing, please be kind to each other.
  • Please do not offer shared bowls of snacks/treats even when individually wrapped.
  • For the increased comfort of your buyers, consider arranging meetings in advance at less busy times.

Event and venue facilities

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  • At the NEC no cash will be taken at catering outlets and cloakrooms so all customers will need to have contactless payment methods available. 
  • For stand catering and hospitality please liaise directly with the venue for options and ordering.  
  • Theatres: Please ensure you arrive for any sessions in plenty of time Theatres will be cleaned between each session and will have managed capacities.
  • Cloakrooms at the NEC will be in operation.
  • Please visit the venue website to view their specific COVID-19 measures.

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After the event

Breakdown

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  • We will be carrying out COVID-19 status checks throughout the build-up and break down. Consider arriving earlier to allow additional time for these checks to take place. See FAQs for more details.
  • Please consider staff numbers and the amount of time required to break down your stand.
  • Ensure you plan accordingly so that your contractors begin dismantling your stand once your team have finished packing away your products. Detailed information related to build-up is available in the exhibitor manual.

Track & Trace

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We are confident the measures that we and the venue will be putting in place will make our event as safe as possible. Please ensure you give accurate information throughout the registration process.

The relevant local authorities will contact you if there’s a need to update you regarding track and trace.

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