COVID-19
From Start to Finish we are EventReady

The Start…REGISTRATION

We will be carrying out digital registration
Each station will have a hand sanitiser
We will be using a track and trace system
We are incorporating temperature screening for visitors and exhibitors
There will be hand sanitising stations around the event
Masks are requested to be worn-in line with government guidelines


OUR VENUE

OUR VENUE IS  EventReady with CleanStay

Our venue, Hilton brand, has developed EventReady, a global meeting and events programme designed to create event experiences that are clean, flexible, safe and socially responsible. Hilton EventReady with CleanStay will provide curated solutions with creative food and beverage, thoughtful technology resources, elevated standards and practices with redesigned spaces for physical distancing, and reimagined ways to meet and gather. The goal is to create a safe and comfortable environment for event planners and their attendees.

KEY FEATURES

CleanStay STANDARDS

Hilton CleanStay Standards provide elevated cleanliness and sanitation across the entire attendee journey. A cleaning protocol checklist is completed to verify an event space is sanitised and disinfected thirty minutes prior to meeting start. Top 10 high touch areas including tables, chairs, door handles, podium, AV equipment, etc. will have additional sanitisation and disinfection protocols.

The global Hilton CleanStay programme is setting the new standard of hotel cleanliness and disinfection in Hilton properties around the world. Hilton has partnered with RB, maker of Lysol & Dettol to develop Hilton CleanStay so guests can enjoy a worry-free stay.

WHY HILTON EVENTREADY?

THEIR COMMITMENT

Partnering with customers to deliver an elevated standard for events across the attendee journey: CleanStay Standards, Flexible, Safe and Socially Responsible

  • Sanitising stations will have prominence in primary entryways as well as key high traffic areas including inside and outside event space(s), meal and beverage service areas, public restrooms and congregating area.
  • Vendor compliance to all standards and floor plans must be submitted to hotel for approval in advance of meeting.
  • EventReady Inspection Checklists provided to planners. Flexible
  • Sales and Customer Partnerships grounded in transparency and in the importance of shared objectives. Providing flexible pricing, space options and contract terms.
  • Responsive to meet the evolving needs of customers. Meetings offer with simplified EXPRESS* agreements.
  • Hilton EventReady Playbook delivering expert guidance and curated resources for topics such as: Hybrid Meetings/Technology, Wellness, Creative Networking, Transportation/Logistics and Community Service.

SAFE AND SOCIALLY RESPONSIBLE

  • Respecting physical distancing with creative and customised meeting sets and meal service.
  • Inspiring food and beverage menus: thoughtfully served, timely and flexible. Meals, services and operational procedures adhering to physical distancing regional regulations, amplified hygiene & sanitation requirements, additional space to accommodate attendee flow.
  • Contactless experiences with digital check-in and check-out, digital key for guestrooms and contactless communication.
  • Environmental impact solutions measured by LightStay.
  • Community service experiences to support and uplift the local community.

Meeting planners and attendees are expecting a higher standard of cleanliness than ever before. Our sales, catering and event teams are committed to working with customers to achieve their business objectives through delivering event experiences that provide peace of mind from start to finish.

HOW IS HILTON EVENTREADY UNIQUE?

Hilton’s EventReady with CleanStay will deliver clean, flexible, safe and socially responsible events supported by our proprietary EventReady Playbook which provides expert guidance and curated resources for topics including hybrid meetings, creative meeting sets and sustainable practices for the entire attendee journey – all backed by Hilton Hospitality from dedicated Team Members.

SOCIAL DISTANCING

Hilton and the Expo organisers are committed to ensuring that strict social distancing regulations are in place for your safety and peace of mind on the day.  Our exhibition stands are shielded by our shell scheme policy, providing a natural barrier between one stand and the next. We will follow rulings with floor markings and will have a complete guide in place for October.

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LOCAL AUTHORITY
We are working closely with the local authority in the region of the Expo to ensure we follow advice on restrictions and recommendations on the 2-days of the event process.

GOVERNMENT GUIDELINES
Our team is following government guidelines and news, on a day by day basis, to ensure we follow advice on any restrictions and recommendations in place during the 6th October 2020.

The following will be made available;

1.Thermal imaging temperature checks
2.Track and Trace running on the day
3.Digital registration
4.Delegates will be asked to wear masks on the day, with spare masks available for those who forget
5.Exhibitors will be offered Visa Masks to wear on the day.
6.Hand sanitising stations at all points of the event.
7.Appropriate signage for restrictions and guidelines and best practice for all involved
8.Staff will be on hand to enforce restrictions and guidelines
9.Announcements will be made throughout the day to remind people of restrictions and guidelines
10.Regular surface cleaning will be undertaken by our exhibitors and by our venue
11.Isolation Zone will be in place for anyone demonstrating symptoms

SIGNAGE
Signage will be in place to remind all those who are taking part on the day to adhere to the event regulations.

COVID-19 SYMPTOM ADVICE 

Delegates and exhibitors will receive information, via email, prior to the day on all the necessary details of the signs and symptoms of COVID-19 to help educate them on whether they ok to attend or to stay away.

We will advise, and require our staff, our exhibitors and our delegates to stay away if they have any COVID-19 symptoms, including fever, cough, or gastro-intestinal issues. Additionally, we require all attendees to not attend the event if they have been diagnosed with COVID-19 or had direct contact with an individual diagnosed with – or suspected to have COVID-19 in the past 14 days.

STAND STAFF
We will be ensuring we have the names and contact details of ALL stand staff.  We will be offering them Visa Style face protection.

HAND SANITISATION
The expo venue will provide full access to hand-washing stations with soap and water and hand sanitisers.

Instructions will be provided on proper handwashing at handwashing stations (for at least 20 seconds in accordance with Government and World Health Organisation guidelines).

MEDICAL RESPONSE PLAN
The organisers have invested in a well-marked isolation zone Hall (2) which anyone in the entire building can access.
The venue and our expo team will have documented plans in place to enable the safe and speedy evacuation of people in the unlikely event that the need arises. The nearest hospital and contact details to alert hospital and ambulance staff will be in place.

PPE BINS

Separate recycling bins for masks and other PPE equipment will be available on the day.

EVENT CAPACITY
Zone capacity will be determined by the venue and adhered to by the organisers. This is based on the geometry and physical characteristics of the venue itself. This will determine the required physical distance/density of attendees. And will be adhered to in line with government guidelines.

EVENT TEAM
The team who will be working for you on the day will be fully trained to adhere to and manage all items in this document.

BROCHURES/FLYERS
Brochures and flyers will be handed out by exhibitors, rather than the possibility of you being able to pick them up and put them down. This is then at the discretion of you, as the delegate as to whether you wish to take one – or not.

EXHIBITORS
a) Every exhibitor will be required to complete a form which details all the team and their details who will be involved on the day. This will provide us with the numbers for each zone on the day.
b) The investment in a shell scheme infrastructure does, in itself, provide a natural protection between one stand and its neighbours.
c) As with guidelines in stores in the United Kingdom, our exhibitors will not be required to wear face coverings on show day.  It is the delegates who will be required to wear Government/WHO recommended face coverings.
Our exhibitors are being offered face visors instead.
d) We have asked our exhibitors to have hand sanitisers on their stands too
e) Naturally, conversations will take place between exhibitors and delegates and, during these encounters, we advise 1metre distancing where possible or at the discretion of both parties.
g) Stand team numbers…We have told them they may wish to manipulate numbers, accordingly, throughout the day. If, for example, their stand becomes busy with delegates there are other areas around the show that they might like to consider. Such as, the eco coffee lounge, upper ground floor bar area, seating areas on different level open spaces and, if the weather permits outside to get some fresh air.
h) If the weather permits, we will work with the venue to organise outside seating for meetings to take place.

IMPORTANT NOTICE: WE HAVE PUT STRICT RULES IN PLACE,  AND ADVISED EXHIBITORS THAT UNDER NO CIRCUMSTANCES WILL THEY BE ABLE TO BREAK DOWN THEIR STANDS PRIOR TO 4.15pm.  A TIMESLOTS OF 15 MINUTES TO ENABLE DELEGATES TO CLEAR THE AREA.

As usual, a full advice document will be available on each stand at close of play on setup day – or, is available as each person arrives to set up their stand.

Plus, there will be an exhibitor briefing before the expo doors open on the day.

DELEGATED IN EACH EXPO ZONE
a) Click Method…Delegates will be clicked in – and out – of each zone to ensure numbers are maintained.
b) Timed Method…If guidelines deem necessary, the organisers will arrange a timed visit for each delegate.  This will take the form of a specific time window – which will eliminate the traditional busy period when the expo doors open.
c) Delegates will be advised to use hand sanitisation as they enter each zone and the venue itself prior to registration.
d) Delegates will be advised that they MUST wear Government/WHO recommended face coverings, at all times, during their visit unless they prove they are not able to do so due to a medical condition.
e) Registration will be organised to enable social distancing regulations

POLICING REGULATIONS
We will designate staff members on the day to enforce physical distancing and face covering requirements throughout the event.

CLEANING REGIME
Our venue, the Hilton, has put in place a strict regulation for their staff to work too known as EventReady with CleanStay. They are working in partnership with the creators of Lysol and Dettol and will use these guidelines to assign staff to conduct cleaning tasks before, at regular intervals during and then after the event.  They will clean and disinfect commonly touched surfaces like tables, doorknobs, light switches, countertops, handles, toilets, taps, sinks, etc. before the event using Government and/or WHO cleaning and disinfecting guidelines.

Registration: This area will be full managed and cleaned.

STANDS
a) We have asked exhibitors to ensure their team has a strategy in place to manage cleaning of surfaces and demonstration items throughout the day.
b) We have asked them to please NOT include confectionary or biscuits on the day, for delegates, that will be subject to being touched by more than one person.
c) It very much pains us to see this method of doing business cancelled for the 2020 expo, but we do advise everyone not to shake hands.

PUBLIC ANNOUNCEMENTS
Announcements will be made on the day to remind people of the restrictions.

TAKING PAYMENTS ON THE DAY
If exhibitors are selling items on the day we have advised them to please, where possible, please use a contactless payment method.

FOOD/REFRESHMENTS
It has been deemed very unlikely that COVID-19 is transmitted through food or food packaging. We have engaged a company who work to the Food Standard Agency’s guidelines on the personal hygiene of their team and best overall hygiene practices.  As a matter of good hygiene practice their staff will wash their hands frequently with soap and water for at least 20 seconds. Including:

  • before and after handling food
  • before handling clean cutlery, dishes, glasses, or other items to be used by the customer
  • after handling dirty or used items, such as collecting used dishes from customer tables
  • after handling money – PLEASE where possible advise your staff to use the contactless payment method
  • after touching high-contact surfaces, such as door handles
  • when moving between different areas of the workplace
  • after being in a public place
  • after blowing their nose, coughing or sneezing.
  • and using the recommendations: Coughs and sneezes should be caught in a tissue or the crook of your elbow

Food packaging will follow existing risk assessments and safe systems of working and will follow the event’s recycling ruling.

POST EVENT ACTIONS
If there is an incident on the day, related to symptoms of COVID-19 each exhibitor and delegate will be notified. As well as venue staff and organiser teams.


For more information contact your expo organisers

01202 971186 or via info@southernsustainability.co.uk