Skip

Hints and Precautions for Exhibitors, Developers and Guests

Safe and Secure

Even in such a precarious epidemiological situation, exhibitions remain an important business support tool. MIMS Automechanika Moscow will be held in compliance with all necessary safety measures. Your health is our priority.

 

Before the Exhibition: Registration, Entry, E-ticket

Before entering Russia, please, read the rules that the state authorities of your country recommend to follow while travelling abroad.

Please register for the exhibition online and print out your e-ticket. This is strongly recommended, since the opportunity to do this immediately before entering the exhibition will be limited.

Experts recommend paying special attention to keep social distance. We are going to make special floor markings, so the companies should take this fact into account when developing the exhibition area.

 

During the exhibition: disinfection, hygiene, social distancing, safe communication

1. Neither you, nor your personnel shall attend the event if there are any symptoms of acute respiratory viral infection or COVID-19.

2. Please, bring your own hand sanitizer with you and use it when entering the exhibition hall, any specific stand, or business program site. If necessary, use public sanitizers, which will be located at all of the above places.

3. According to the current rules applied in Moscow and the Moscow Region, you shall wear masks and gloves at exhibitions and conferences. We ask you to wear personal protective equipment (PPE) when entering the exhibition halls and business program sites. Please, keep sufficient amount of masks and gloves and don’t forget to change them regularly.

4. We ask exhibitors to perform a more thorough disinfection treatment before the opening and after the exhibition, as well as to perform regular disinfections during the exhibition days, paying special attention to crowded places and to contact surfaces.

5. In cooperation with Expocentre, we conduct thorough cleaning and disinfection of all public areas before opening and during the exhibition.

 

Social distancing

1. There may be one-way passages. Please pay attention to the markings and navigation signs.

2. As you move along the two-way passages in the exhibition hall, we ask you to keep to the right, so as not to intersect with guests who are coming towards you.

3. Please, do not shake hands and try not to exchange paper business cards.

4. We recommend that exhibitors use the appointment system to collect information about all the guests of the stand to ensure contactless data exchange.

5. Try not to touch any items on the stand. Please, use gloves or disinfect the surface if you need to touch any product or equipment.

6. Keep a social distance at all meetings, presentations, and receptions.

7. We asked exhibitors not to hand out any gifts and consider the possibility of sending e-brochures by e-mail.

8. We recommend that you arrange meetings in advance and schedule them for a less busy time. Please, provide special security measures, and schedule meetings that don’t last more than 15 minutes each.

 

Fresh air and comfortable indoor temperature

The premises of the exhibition complex are equipped with professional ventilation systems to ensure a comfortable atmosphere at the exhibition site. Ventilation systems create correct circulation of fresh air and maintain optimal temperature conditions.

 

Contactless transactions Safe communication

1. Use a cashless payment method. Contactless payments are accepted in most points of sale in the Expocentre.

2. Areas designed for business meetings and rest will be arranged in the halls, considering the social distancing requirements. Please come to the business program events before the scheduled time.

3. Special safety precautions will be taken at the exhibition: protective screens will be installed, the number of entrances will be increased, one-way traffic will be organized where necessary, and sanitizers and PPE will be provided. We kindly ask all exhibitors and guests of the exhibition to take care of their health and strictly follow the established rules together with us: use personal protective equipment and antiseptics.

 

Masks at the exhibition

​We believe that the measures which are taken by exhibition center, exhibitors and us as organizers will make our event as safe as possible will make our event as safe as possible. Make sure that you provide accurate details during the registration process. Local authorities will contact you if they need to provide you with information about movement control.

Things to know about the new safety standards

 

COVID-19 EXHIBITOR GUIDE

As event organiser, we takes care of your health and safety. Therefore, we pay utmost importance to the safety of the exhibition that we will organize following the COVID-19 pandemic.

 

PRE-SHOW

​You need to have your mask and gloves with you while coming to the show as it will not be allowed to enter the exhibition area without mask and gloves.

You should have spare masks, gloves and hand sanitisers for both you and your personnel as they need to be changed at regular intervals based on the duration of the work shift (e.g. masks - at least once every 3 hours). In the event of a shortage of personal protective equipment, their damage or loss, it will be possible to purchase PPE (masks, respirators, gloves) in front of the Exhibition hall and Organiser’s office.

We kindly ask you to provide your visitors/clients with a link for pre-registration to arrival to the show in order to avoid waiting at the queue and minimize physical contact.

Get your complimentary ticket

 

STAND CONSTRUCTION AND DESIGN

​It is important to design an exhibition stand with all health and physical distancing measures in mind. For example, keeping the number of staff in the stand as minim Terms and Conditions Schedule um, optimizing the area for displaying products etc.

During the construction of the stand, it is necessary to provide space for disinfection of hands, including using installed dispensers or wet wipes.

Modular stand is recommended in order to prevent higher number of risks during stand construction.

We request you to make your planning in a manner to have lowest number of workers for stand construction and create your stand design accordingly.

In order to minimise physical contact during stand construction, stand materials may be brought to venue by parts instead of all at once, and hand tools shall not be handed to each other among workers.

You could have an info desk with plexiglass to protect your staff or host/hostess who will greet the visitors coming to your stand in the first place. Besides, these people may wear face shields as they will be in close contact with so many visitors.

You may consider having physical separators in areas where you are planning to have face to face meetings with your clients or team.

Instead of displaying the products of your whole products range, you may prefer displaying some by digital exhibiting via screens on your stand walls.

The project should specify the routing of stand visitors and the arrangement of tables and counters at the stands, taking into account the observance of physical distancing (not less than 1.5 meters), as well as the design is to provide separate entrances and exits to the stand with the installation of appropriate signs and boundary tapes.

The calculation of the number of exhibitors, visitors and all other people, being at the stand simultaneously, their arrangement/seating is carried out taking into account the norms of physical distancing (not less than 1.5 meters).

It is necessary to provide space for disinfection of hands at the stand (at the entrances/exits and other places of possible congestion of visitors, including using installed dispensers or wet wipes.

 

GREETING VISITORS IN YOUR STAND

You are recommended to create your stand design in a manner to help you take the density of visitors and staff under control. You may determine the maximum number of people (staff and visitors) you could safely have in your stand considering how big your stand is. You should designate visitor access and egress directions in your stand if necessary.

TIP: You could use various signages, floor markings and tapes to carry out physical distancing controls.

You may reconsider your exhibits in accordance with your stand size and/or physical conditions. For example, having a smart branding on your stand walls facing the visitor aisles will attract the right visitors to your stand and reduce irrelevant crowd.

You may need to make sure that the areas in your stand where visitors are greeted have been designed in accordance with physical distancing rules.

Creating a pre-scheduled appointment system for your clients may be recommended if applicable.

TIP: You could include in your invitations what safety measures you are going to take on site and send it your clients prior to show. That might make them feel more comfortable to visit your stand and the show.

 

STAND HYGIENE

Exhibitors are responsible for the hygiene measures for their own stands. Therefore, the first control you could take may be having hand sanitisers in your stands where your visitors could reach easily.

You may need to make sure your staff and visitors in your stand are making use of it properly.

Please organize disinfection with a frequency of treatment every 2 hours of all most-contacted surfaces at the stand: door handles, handrails of stairs, railings, table surfaces, showcases, racks, office equipment, armrests of chairs, etc.

Before the beginning of each exhibition day, we kindly ask you to carry out wet cleaning of the places for personnel and common areas at the stand using virucidal disinfectants, permitted for use in the prescribed manner.

It is recommended to use air disinfection equipment approved for use in the presence of people in the closed rooms of the stand.

We recommend that you set the intervals between presentation sessions at your stand at least 15 minutes to ventilate premises and disinfect contact surfaces.

Please organize the collection of used masks (respirators) and gloves of your staff and visitors of the event in plastic bags at the stand with subsequent disposal as solid waste.

You could organize informing your staff and guests of your stand by sending out emails in advance, posting text, audio / visual information on the websites of your company, at the entrance to the stand, including using digital posters, about the need to comply with measures to prevent the spread of COVID-19.

 

WEARING MASKS, GLOVES AND FACE SHIELDS

You may provide free masks and gloves in your stand when asked by anyone including visitors.

You may need to make sure that these protectors meet the required standards and are kept in hygienic conditions.

Exhibitors should encourage using of face shields by their personnel but also pay attention to below issues:

Hands must be washed before putting on and off the face shields.

Face shields must be changed every day and disinfected prior to use.

If they are washable, face shields must be washed according to instructions of producer. Unless they are washable, they must be thrown away carefully.

One face shield must not be used by more than one person.

 

PRODUCT DISPLAYS AND OFFERINGS

As the products displays pose risks of massive crowd, it is recommended to limit your product displays and do it only for important ones, while respecting physical distancing rules.

You may avoid or minimise activities of product displays. In case of offerings to visitors, please prefer pre-packaged and single-use service tools which are conforming to hygiene standards.

Avoid offerings with snack bowls which are open to public use.

We request you to avoid offering drinks in your stand. If you will do, you may use small bottled drinks.

 

PROMOTIONAL GIFTS AND PRINTED MATERIALS​

In order to prevent spread of the virus, you are recommended to have fewer printed materials in exhibition. If possible, it would be convenient to bring your materials as prepared and packed prior to show.

You may find digital or cyber ways of informing your visitors instead of printed brochures and catalogues.

We kindly request you to avoid delivering anything to visitors including promotional gifts.

 

PERSONNEL

Physical distancing is the most important measure to control the spread of COVID-19. Ensure physical distancing of employees (at least 1.5 meters) both during the period of installation / dismantling works (for technical personnel - taking into account the safety requirements of the work), and during the event.

Consider use of any safe outside areas for staff breaks.

For your own staff, consider ordering pre-packaged meals/snacks from the official stand catering supplier to avoid having to go to catering points within the hall. Prohibit food intake in workplaces. Meals should be taken in a specially designated room for staff according to a pre-established schedule, taking into account a distance of at least 1.5 meters.

Ensure that you brief your team, including your contractors, on all measures the organiser is putting into place prior to the event arrival.

Brief your team about the control measures you have decided to set out before they travel to the venue. Share your plans in advance in order to help them feel comfortable about the ways in which you have reduced the risks.

Your staff should also be briefed on safety precautions to prevent the spread of COVID-19, including the use of disinfectants.

You may appoint one of your staff as responsible for making sure your control measures are implemented, including the use of PPE (masks and gloves) by your staff during the show.

In case your personnel accommodate in hotel, you may need to make sure that they are aware of and comply with the measures and policy of the hotel.

Every day, before admission to the venue, the body temperature of staff involved in the preparation and conduct of the event is monitored, with the obligatory suspension of persons with an elevated body temperature and / or signs of an infectious disease from being onsite.

Please remember: your responsibility and orderliness are the guarantee of your health and the health of others, and level the risk of being held accountable for violation of sanitary and epidemiological rules provided for by the current national legislation.

Things to know about the new rules for exhibition space development

 

Being the Organiser of the exhibition event, we  places a heavy emphasis on the safety at the exhibition, which we organise while the risk of spreading a new coronavirus infection (COVID-19) persists. Therefore the stand developers are kindly requested to comply with the rules for developers at the exhibition events in the context of new safety standards.

 

BEFORE THE EXHIBITION

You shall use Personal Protective Equipment (PPE) for respiratory organs (masks, respirators) and hands (gloves) when performing installation/dismantling works, as no entry to the exhibition area without a mask and gloves will be allowed.

You shall keep a stock of skin antiseptics for handling hands and respiratory protective equipment (masks, respirators) and of gloves for yourself and your employees, as they must be changed based on the duration of the work shift (but at least once every 3 hours). In case of lack, damage or loss of personal protective equipment, exhibitors and guests will be able to acquire the respiratory protective equipment (masks, respirators), gloves at the entries to the exhibition area.

 

 DEVELOPMENT AND STAND DESIGN

An exhibition stand shall be designed taking into account all health precautions. Including, but not limited to, keeping a minimum number of staff at the stand site, reducing the number of items on the stand, reducing the range of demonstrated products.

At the stage of stand construction special places should be arranged (at the information pillar) for treating hands with skin antiseptics, including using the installed dispensers or wet wipes.

It is recommended to use a modular stand in order to avoid an increased number of risks during its construction.

The stand shall be designed in such a way that a minimum number of employees are involved in the construction of the stand.

NB: You can use various signs, floor markings, and tapes to control physical distancing.

Layout of the exhibitor’s items should be reviewed taking  into account the stand size and/or physical conditions. For example, smart branding on the stand walls facing the passages for guests will attract the right guests to the stand and reduce excessive crowding.

The stand areas intended for meeting guests shall be designed in accordance with the social distancing regulations (at least 1.5 m).

To minimise physical contact, materials for the stand shall be brought to the site in parts, not at once, and workers should not exchange with any hand tools.

The stand should be designed so as to include an information stand with a plexiglass screen to protect the exhibitors who will be the first to welcome guests to the stand.

The stand design should include the use of physical partitions within the areas where exhibitors plan to hold face-to-face meetings with clients or the team.

It is recommended to place screens on the stand walls for virtual demonstration of several products instead of exhibitors’ showing products from the entire range.

The stand should be designed taking into account routing of stand guests and placement of desks, racks on stands, subject to keeping social distance (no less than 1.5 meter), and providing separate entries and exits to the stand using the appropriate signs and restrictive tapes.

The number of exhibitors, guests and other categories of persons entitled to be within the stand simultaneously shall be calculated, placed/seated taking into account the social distancing regulations (at least 1.5 meters).

Special places should be arranged in the stand (at entrances/exits or in other crowded areas) for treating hands with skin antiseptics, including using the installed dispensers or wet wipes.

It is recommended to design the stand in such a way that exhibitors can control the density of guests and personnel. This will help the exhibitors to determine the maximum number of people (employees and guests) that they can safely place on their stand, given its size. If necessary, please, specify the entry and exit paths for guests in the stand.

 

HYGIENE REGULATIONS TO BE ADHERED TO IN THE STAND

 The developers shall ensure compliance with all the applicable sanitary and hygienic requirements in the stands where they work. Therefore, the first thing you shall do is to install hand sanitizers near the information pillars in the stands, which can be easily used by your employees.

You may need to make sure that your employees working in the stand are able to use them correctly.

Schedule disinfection with a frequency of treatment every 2 hours for all contact surfaces in the stand: door handles, handrails of stairs, railings, surfaces of desks, showcases, racks, tools, etc.

Prior to handover of your finished stand, it is necessary to carry out wet cleaning of the personnel and common areas within the stand using virucidal disinfectants that are allowed to be used in conformity with applicable rules.

Organise  the collection of used masks (respirators) and gloves of your personnel in plastic bags within the stand followed by their disposal as solid wastes.

Inform your personnel by placing text and visual information at the entrance to the stand about the need to comply with measures developed to prevent the spread of coronavirus.

 

WEARING OF MASKS, GLOVES, FACE SHIELDS

You shall provide your company personnel involved in stand installation/dismantling works with Personal Protective Equipment (PPE) for respiratory organs (masks, respirators) and hands (gloves) and monitor their correct use and timely replacement.

Make sure that these protective items meet the required standards and are kept under hygienic conditions.

Employees building the stand should use face shields, and also pay attention to the following rules for their operation:

Wash your hands before putting on and removing the protective shield;

Change your face shields every day and disinfect before use;

If they can be washed, the protective shields must be washed in accordance with the manufacturer’s instructions. If they cannot be washed, they must be duly disposed of.

One face shield shall be used by one person only.

 

PERSONNEL

Compliance with social distancing regulations is considered to be the most important measure to control the spread of COVID-19. Ensure social distancing of employees (at least 1.5 meters) during the installation/dismantling works, taking into account the safety requirements set to such works.

Consider using any safe areas outside the exhibition site for work breaks.

Consider ordering pre-packaged meals/snacks for your own employees to avoid having to go to food outlets. Please, prohibit eating at workplaces. Meals should be taken in a specially designated area for personnel according to a pre-established schedule, taking into account the social distancing of at least 1.5 meters.

Make sure that you have instructed the team, including your subcontractors, about all the measures that the Organiser applies before you arrive at the exhibition site.

Instruct the team about all the measures you have decided to apply before they go to the site. Please, share your plans concerning the ways to reduce risks in advance so that they feel comfortable.

Your personnel shall be also instructed to follow safety measures for the prevention of a new coronavirus infection spread, including the use of disinfectants.

It is necessary to appoint one employee to be responsible for compliance with control measures, including the use of Personal Protective Equipment for respiratory organs (masks, respirators) and hands (gloves) by employees during installation/dismantling works.

Every day, before being admitted to the event site, the employees involved in the event preparation shall undergo the body temperature control procedure, with mandatory removal from the workplace of the persons having elevated body temperature and/or signs of an infectious disease.

Note: Your responsible attitude and good organisation are the key to your personal health and the health of others, and also eliminate the risk of being held liable for violations of sanitary and epidemiological regulations established by the applicable laws of the Russian Federation.

Safety precautions to be observed when visiting the exhibition

 

1. INTRODUCTION

1.1. These Rules set out the procedure with respect to admission of visitors to the events (exhibitions, conferences etc., hereinafter individually referred to as an “Event”) organized by ITEMF Expo as well as stipulate the rules of conduct to be followed by visitors of the Events.

1.2. Visiting the Events is allowed only subject to reading these Rules and acceptance thereof by the respective visitor.

1.3. Any rules of conduct set by administrations of exhibition centres where the relevant Events are held apply to the extent they are not contrary to these Rules.

 

2. ADMISSION TO EVENTS

2.1. A badge is a visitor identification document stating the surname, name and, if applicable, name of the organization the visitor represents, and entitles the visitor to be admitted to the relevant Event.

2.2. Badges can be obtained by visitors in either of the following ways:

2.3.1. Self-printout — if the visitor is registered at the official website of the Event;

2.3.2. Collection at the reception desk at the entrance to the Event — in exchange for a ticket or invitation card. Tickets are available at ticket offices at the entry to the territory of the exhibition centre.

2.3. In the cases set out in Clause 2.3.2 of these Rules a badge can be obtained only subject to handing a filled in and signed visitor questionnaire to a representative of the Organizer. Questionnaire forms are available at the reception desk of the respective Event.

2.4. Mass media representatives may obtain badges only subject to completion of the accreditation procedure shown on the official Website of the Event.

2.5. The right to attend an Event free of charge on the days determined by the Organizer may be granted to students of higher education institutions of the relevant profiles. The said persons may be admitted to an Event in accordance with the list certified by the higher education institution administration and agreed with the Organizer in advance; they must be accompanied by a representative of the respective higher education institution.

2.6. To enter the premises where the Event is held, the barcode of the badge should be touched to the scanning device of the turnstile.

2.7. Visitors are not allowed to transfer their badges to third parties. The Organizer may check whether the name and surname appearing on the badge correspond to the name and surname of the visitor, for which reason the persons supervising admission to the Event may demand that the visitor presents an appropriate identification document.

2.8. A visitor whose badge is lost should contact the reception desk of the Event to have the badge restored.

2.9 You should have spare masks, gloves and hand sanitisers and need to be changed at regular intervals based on the duration of the visiting (e.g. masks - at least once every 3 hours). In the event of a shortage of personal protective equipment, their damage or loss, it will be possible to purchase PPE (masks, respirators, gloves) in front of the Exhibition hall and Organiser’s office.

 

3. AGE RESTRICTIONS

3.1. Persons under the age of 18 may attend the Events only if accompanied by adults, except for the cases set out in Clause 3.2 hereof.

3.2. The Organizer may apply age restrictions in respect of visitor admission to an Event if and when required pursuant to the Federal Law “On Protecting Children from Information Harmful to Their Health and Development” dated 29 December 2010 No. 436-FZ. In such cases the applicable age restriction signs are shown on the official website of the Event, reception desks, tickets, invitations cards, as well as promotion and information materials dedicated to the respective Event.

3.3. Access of persons under the age of 18 to the Events to which the “18+” age restriction applies is strictly prohibited. If a person distributing tickets, invitation cards and other documents giving the right to enter the Event, or a person supervising admission to the Event, has doubts as to whether the person willing to obtain a ticket, invitation card or any other document giving the right to enter the Event, or enter the Event, has reached 18 years of age, the person distributing tickets, invitation cards and other documents giving the right to enter the Event, or a person supervising admission to the Event, may demand that the visitor presents an appropriate identification document (including identification documents of foreign citizens and stateless persons in the Russian Federation) showing the visitor’s age.

 

4. RULES OF CONDUCT

4.1. Visitors shall respect public order within the territory of the exhibition centre where the Event is held, as well as within the adjacent territory, and shall comply with lawful instructions of the Organizer and exhibition centre administration.

4.2. Visitors are not allowed:

4.2.1. To bring any fire, gas spray and cold arms into the premises where the Event is held;

4.2.2. To bring any high explosive and inflammable materials, any kind of pyrotechnics, as well as toxic, poisonous and caustic substances into the premises where the Event is held;

4.2.3. To bring and consume alcoholic beverages, narcotic and psychotropic substances within the premises where the Event is held, as well as to attend the Event being intoxicated by alcohol, drugs or toxic substances;

4.2.4. To enter the premises where the Event is held with animals;

4.2.5. To enter into the premises where the Event is held in upper garments if the cloakrooms are open;

4.2.6. To bring food and drinks into the premises where the Event is held;

4.2.7. To move around the premises where the Event is held by bicycles, scooters, roller skates and other similar transport and sports facilities while attending the Event;

4.2.8. To cross the carriageway marked with continuous lines within the inner part of the exhibition centre where the Event is held beyond pedestrian crossings, as well as move on the carriageway;

4.2.9. To perform actions that might cause: threat for the property of the Organizer, exhibitors taking part in the Event and/or exhibition centre, as well as life or health of the people being within the premises where the Event is held; obstacles or disruptions in ensuring safety of the Event;

4.2.10. To leave children unattended;

4.2.11. To make writings, paste up and share print productions, posters, flyers and other information or promotion materials, as well as carry out advocacy work without written consent of the Organizer;

4.2.12. To organize and hold unauthorized rallies, demonstrations, processions, picketing, as well as any other unauthorized promotion campaigns and flash mobs within the premises where the Event is held;

4.2.13. To beg; to pollute and clog the territory where the Event is held;

4.2.14. To enter the territory where the Event is held in filthy clothes; with luggage, substances and food that could smear other visitors and exhibits;

4.2.15. To smoke in the buildings and within the outdoor territory of the exhibition centre where the Event is held, except in specifically designated areas.

4.3. Visitors shall immediately report any unattended belongings or suspicious items to a representative of the Organizer or exhibition centre employee.

4.4. Visitors shall familiarize themselves with the fire evacuation plan placed at the entry to the premises where the Event is held.

4.5. In case of an emergency within the territory where the Event is held visitors shall follow the instructions of the representatives of the Organizer and/or exhibition centre employees.

 

5. LIABILITY

5.1. A visitor may be denied access to the Event, or sent away from the Event without reimbursement of the entry fee, if the visitor:

5.1.1. Has no ticket/invitation card for the Event;

5.1.2. Refuses to undergo body search and/or present hand luggage and personal belongings for inspection;

5.1.3. Attempts to enter the territory of the exhibition centre where the Event is held with items prohibited to bring in;

5.1.4. Performs actions against the public order or begs;

5.1.5. Fails to comply with these Rules and instructions of representatives of the Organizer and/or exhibition centre in accordance with the laws of the Russian Federation.

5.2. A visitor having committed any unlawful acts may be handed to the representatives of law enforcement authorities for a decision on initiation of administrative or criminal proceedings in respect of the visitor to be made.

5.3. Any damage caused to the property of the Organizer, exhibitors or exhibition centre shall be compensated pursuant to the laws of the Russian Federation.

ITEMF Expo uses cookies to provide you the best possible browsing experience. By using our services, you consent to our use of cookies. More information