(Reviewed 14/04/2022)

Safe & Secure
Guidelines for Exhibitors and Visitors

Connecting our community safely
Your health, safety and comfort has been, and continues to be, our number one priority. As our industry moves forward, we are dedicated to delivering events and facilitating trade with health and safety at the top of the agenda.  
We are very pleased to report that the restrictions around society and events in the Netherlands were relaxed on 23.03.2022. This reflects the reduction in the personal risk to individuals and means that mask wearing is no longer mandatory in exhibition halls (still mandatory at airports after the security check and on aircraft). You are still advised to wear a face mask on public transport and in crowded places to protect yourself and others.
However, we are still taking precautions and will keep this information up to date on this page. We would still welcome all parties to take additional measures where it makes them feel more comfortable. Please read the detail around our advice below.
If you have any questions about our Safe & Secure policy in general or regarding Breakbulk Europe, please email breakbulks[email protected]  and we will answer them.

BEFORE THE EVENT
Exhibitor Manual, Forms & Risk Assessment

• 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 Exhibitor Appointed Contractor Form in your manual.

 
Stand Design

• As an exhibitor it is your responsibility to create a safe and secure environment on your stand throughout the duration of the show.
• 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 and your programme, so that you can safely manage your audience, eg; more demonstrations, to smaller audiences
  • order furniture that can be cleaned easily
  • ensure your stand design is spaced out and open, to encourage social distancing
  • consider social distancing signage
  • for larger stands, you may want to implement entry and exit points, screens at welcome desks and control measures for any meeting tables/facilities

 
Awareness & Communication

• 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.
• We have implemented a reduced contact registration system. It is important that you pre-register all staff pre-event and collect your badges onsite using self service badge printing stations where possible.
• You or your staff should not attend the event if you are displaying any COVID-19 symptoms or feeling unwell in any way.

 
Build Up

• 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.
• We may need to implement staggered arrival times for build-up, please listen out for correspondence regarding this in the next few months.

AT THE EVENT
Cleaning & Personal Hygiene

• Please carry your own hand sanitiser. We will have a limited supply available on-site in high traffic areas.
• Please provide hand sanitiser and all other necessary PPE 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 Rotterdam Ahoy, we are conducting a thorough, enhanced, cleaning regime of all features and public areas prior to show opening and during show open periods.
• We will provide an overnight clean to shell scheme stands as part of the package. Space only stands are requested to order an overnight thorough stand clean via the venue, more details to come in the exhibitor manual.

 

Social Distancing

• 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 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 exhibitors have been encouraged to use data capture devices to ensure contact free sharing of business details – look out for QR codes on stands.
  • Consider arranging meetings in advance at less busy times.

 
Event and Venue Facilities

• Contactless payments are encouraged in all catering outlets.
• Stand catering and hospitality may only be provided by contractors of Rotterdam Ahoy.
• Cloakroom facilities will be available at a cost of €2 per item but we would encourage you to bring as little with you as possible.
• Please visit the venue website to view their specific COVID-19 measures.

This builds on our Safe and Secure standards but gives more specific information.