Protocols with guidelines to be followed for the organization of conferences / events and trade fairs, issued by the Ministry of Health.
Protocol for organizing Conferences / Events
The Protocol contains specific instructions on safety and health issues to prevent the spread of SARS-CoV-2 coronavirus, which must be followed when planning and implementing event activities for conferences, awards, banquets, business dinners, business gatherings, banquets, corporate events, etc.
In addition, it is pointed out that the organizers of Events must be informed on an ongoing basis and follow all instructions issued by the Ministry of Health regarding the protection of public health.
The epidemiological picture in Cyprus regarding the new coronavirus pandemic (SARS-CoV2) is currently considered positive, however the risk of focal resurgence is always present, as is the possibility of a new epidemic wave. The de-escalation of the measures, which started from 04/05/2020, should be closely monitored with the cooperation of all competent bodies, always taking into account the individual and collective security of the citizens.
One of the main goals is to ensure public health, as well as the return of employees of the professional event industry to the productive chain of the country safely. The security procedures and protocols in this report are necessary for the resumption of activities. It is a top priority to ensure that employees, customers and visitors have sufficient confidence in the professional event industry to be able to restart businesses safely hosting private events.
Throughout the event attendees should be seated with the exception of the time of their movement within the venue and the cocktail.
The maximum capacity in persons is defined according to the square meters:
3 sq.m. per person, for indoor areas and 2 sq.m. per person for outdoor areas, and at the same time it should be ensured that there will be a distance of 0,5 meters between the seats on all sides. It is understood that this distance is not needed for people living in the same house.
It is clarified that the participants / guests can not exceed the number of 50 people during the breaks and cocktails per service station, so that there is the necessary control. Drinks and snacks should be served exclusively by the staff. Serving should be done in an area where there will be available 2.sq.m. (indoor / outdoor) per person. That is 100sq.m for 50 people.
In case the participants will be served sitting, the provisions of the protocol for the dining areas will apply.
The specific measures may be relaxed and / or canceled depending on the epidemiological data and the Decrees of the Minister of Health or revised guidelines.
TABLE OF CONTENTS
1. INSTRUCTIONS TO EVENT ORGANIZATION COMPANIES BEFORE THE EVENT / CONFERENCES / FORMAL DINNERS / AWARDS ARE HELD
2. PREPARATION OF THE EVENT Venue
3. STAFF
4. CONFERENCE REGISTRATION
5. CONFERENCE / EVENT / DINNER
6. COFFEE BREAKS - COCKTAIL RECEPTION
7. DINNER / CELEBRATING (OFFICIAL) DINNER
8. ASSOCIATES
1. INSTRUCTIONS TO EVENT ORGANIZATION COMPANIES BEFORE THE EVENT / CONFERENCES / DINNINGS / AWARDS ARE HELD
1.1. The organizer is obliged to submit the list of participants / guests for each event / conference / formal dinner / awards for traceability purposes. There will be seating arrangements for traceability purposes. It will be kept for at least 3 months.
1.2. The organizer is obliged to send the instructions and precautionary measures that will be followed during the event to all participants / guests.
2. PREPARATION OF THE EVENT Venue
2.1. Marking building floor plans, using new capacity diagrams based on square meters and the maximum number of people allowed.
2.2. Marking of disinfection points on the building floor plan of the space.
2.3. Cleaning and disinfection of equipment and space, according to the cleaning and disinfection guidelines of the Ministry of Health, as published on the website - https://www.pio.gov.cy/coronavirus/press/pc.pdf
2.4. Marking the traffic of events (depending on the architectural design of the space). The traffic should be regulated in such a way as to avoid overcrowding and to reduce the simultaneous passage of people in the same area.
2.5. Predefined ENTRY - EXIT indications to and from the event space.
2.6. Recycling and inflow of fresh air indoors. Enhancing fresh air circulation. Ensuring the permanent inflow of fresh air indoors
2.7. Application in all enclosed spaces of the technical instructions issued by the Department of Labor Inspection of the Ministry of Labor, Welfare and Social Security regarding the use of air conditioning and ventilation systems, as they are published on the website -
2.8. Maintaining a physical distance based on guidelines for seating capacity and marking them on the building floor plan.
2.9. The responsibility of keeping the distance between different groups of delegates (1 meter) falls on the organizers of the event.
2.10 TOILETS
Use of disinfectant cleaners, frequent spraying and ventilation of the space at regular intervals (before, throughout and after the event).
Markings of distance keeping measures and hygiene rules.
Supply toilets with liquid soap, disposable towels / paper towels and antiseptic alcohol solution (60% alcohol content at least) to disinfect hands.
Use of trash cans with foot lever.
Toilet paper towels for hand drying should be used in toilets
At the entrances outside the toilets, the required distance of 2 meters must be strictly observed by placing a mark on the floor and a guard if necessary, to ensure that the distances of at least 2 meters between people and the maximum number of people inside the toilets are observed. The maximum number of people in the toilets will not exceed the ratio of one person per 8 useful m², in order to avoid congestion.
Especially when it comes to ventilating public shared toilets where there is a technical ventilation system installed: if possible, ensure that the toilets are technically ventilated on a continuous basis 24 hours a day and that the toilet windows are not opened to achieve the correct direction. ventilation-ventilation. In communal toilets where there is no technical ventilation system installed, open the windows
Frequent cleaning and disinfection of the toilet and the surfaces of the space with cleaning solutions according to the sanitary protocol of the Ministry of Health.
2.11. The location of the seats:
For indoor and outdoor areas, the minimum distance between the seats should be set at 0,5 m. In case there is a speaker / speaker, he / she should be at least 2 meters away from the nearest participant.
3. STAFF
3.1. Separation of employees into fixed groups to avoid overcrowding and facilitate tracking.
3.2. Written instructions and training on how to spread it should be available from site administrators. COVID-19 to staff so that they are aware of its symptoms COVID-19 and be able to recognize them in a timely manner. The purpose is to be able to seek appropriate medical assistance and laboratory testing and to minimize the risk of infection to both the public and other workers.
3.4. All staff who either come into contact with the public or move around in places where they can come into contact with the public should be
I. to wear a mask. Staff should wear a mask, following the instructions below:
1. The mask must be suitable. Note that the face mask / shield can not replace the mask and it should only be used in addition to a mask
2. To be applied correctly on the face to cover both the mouth and the nose as described in the relevant form of the Ministry of Health and the Press and Information Office, available at the following website: https://www.pio.gov.cy/coronavirus /pdf/a3_mask_greek_web_pio.pdf
3. To be changed frequently so that over time it does not become a source of germs (staphylococcus, etc.) (especially during wetting). After removing the mask, hand hygiene should be performed.
II. Will undergo an intact measurement of body temperature before entering his workplace.
3.5. Avoid hand contact with eyes, nose and mouth to reduce the risk of coronavirus infection COVID-19.
3.6. They avoid talking. Social distancing of employees. Employees serving the public should limit, as far as possible, conversation with visitors and be limited to what is absolutely necessary
3.7. In case of cough or sneezing, cover the nose and mouth with a tissue, or exceptionally with the sleeve at elbow height if there is no tissue. Used tissue should be disposed of immediately with waste.
3.8. Regularly wash workers' hands with soap and water for at least 20 seconds. Carefully dry your hands with disposable paper towels, which will be discarded in the trash. Hand washing must be done after contact with respiratory secretions and after using the toilet. Please note that gloves are not a substitute for hand washing.
3.9. People with symptoms of a respiratory infection should not come to work until the end of the symptoms.
3.10. Staff should wear a mask, following the instructions below:
3.10.1. The mask must be suitable.
3.10.2. Apply properly on the face to cover both the mouth and nose.
3.10.3. To be changed frequently, so that over time it does not become a source of germs (staphylococcus, etc.) (especially during wetting). After removing the mask, perform hand hygiene.
In any case, the site managers will keep a file where data will be kept with the names of all staff and the days they were at work. x. maintainers, engineers, etc.)
4. CONFERENCE REGISTRATION
4.1. The duration of the documents (registration) will increase according to the final number of participants / guests and all participants will be informed in advance by sms or email (email) about the duration of registration and the order of their seats.
4.2. Signs with instructions for precautionary measures.
4.3. At the entrance of the event space there should be a station with hand sanitizer and temperature control and disposable masks.
4.4. Use special dividers where needed (divider chains for the correct direction of the delegates in order and order.)
4.5. Continuous counting of the participants by the organizers for the correct observance of the measures.
4.6. Check for keeping distances between participants at 1 meter by the organizers.
4.7. In the registrations there will be 1 person per 50 participants / guests. For example in conferences of 200 delegates there will be 4 points for registration. Use of a divider with plexiglass
4.8. There will be hand sanitizer at the exit of the conference.
4.9. During the registrations the distance measures will be observed according to the protocol.
In case of organizing conferences / events indoors, attendees over 12 years old, it is recommended to wear a mask throughout their stay in the space.
5. CONFERENCE / EVENT
5.1. The following measures will be observed in the event hall:
There will be hand sanitizer stations on site.
There will be announcements before the start of the conference and during the breaks for participants' precautionary measures.
6. COFFEE BREAKS - COCKTAIL RECEPTION - RECEPTION
6.1. Installation of antiseptic liquids
6.2. Predefined break spaces per 50 people. The participants will be informed in the registrations for the break space of their own group (50 people). Attendees should wear a badge of a different color for better separation of attendees for coffee breaks.
Drinks and snacks should be served exclusively by the staff.
Serving should be done in an area where there will be available 2.sq.m. (indoor / outdoor) per person.
In case the participants will be served sitting, the provisions of the protocol for the dining areas will apply.
6.3. Adjustment of entry - exit of people in the space for coffee breaks, buffet, e.g. to invite the buffet attendance per group.
6.4. Maintain a second buffet for faster service, if necessary, according to the number of participants and the duration of the break.
6.5. The food exhibition area will strictly follow the instructions in the current Decrees of the Minister of Health to avoid synchronization and the required distance will be observed, from delegate to delegate, from delegate to staff and from staff to staff.
6.6. Buffet food availability
-Installation of antiseptic liquids and disposable gloves for the guests at the beginning of the buffet.
-When entering the food exhibition area, the correct use of the antiseptic station is ensured by the customers, before they come in contact with equipment or food. It is preferred, however, that the buffet is served only by the catering staff, who will wear the appropriate personal protection measures (mask) and will observe strict hygiene rules. The purpose is, among other things, that there is no contact of the dish by the staff since the customer has already caught it.
-The food display area will be cut in an obvious and satisfactory way
Adjusting the entrance - exit of people in the buffet area, for example, the attendance at the buffet per table is called and in the buffet between persons of 2 different tables there should be a distance of at least 2 meters. The other customers remain seated at their table.
-The food exhibition area will strictly follow the instructions in the current Decrees of the Minister of Health to avoid synchronization and the required distance will be observed, from customer to customer, from customer to staff and from staff to staff.
- The food supplement in the buffet will be made only by the staff who will wear a mask and will observe strict rules of personal hygiene.
Provision of serving means for fast passage. The goal is to reduce the time each person is present at the buffet.
Either use a special protective gasket between the customer and food (eg Plexiglass) or customers wear a mask when serving from the buffet.
- Regarding the supply areas of coffee, tea and juices, where there is the possibility to create additional areas for coffee, juices, etc. and to prefer automatic service stations without hand contact with the machines. Otherwise there should be a hand sanitizer station next to each appliance.
- Facilitates quick customer service, and reduces contact with food or tools such as tweezers, providing properly prepared portions or easily self-service food or drink. An illustrative example is portioned breads or individual rolls.
- It is recommended to group products, food, and to take into account the environmental aspect, in the use of portioning or wrapping materials.
- Serving tongs are a critical point. There are the following options: The tongs should be used only by the staff serving the customers, or, where it is not possible for the staff to serve, the food should be exposed in individual utensils that the customer will take with him as it is or if It is unavoidable for customers to share tweezers, then there must be a nearby hand sanitizer station for mandatory use by the customer before handling the tweezers, but also the address of the hotel / tourist accommodation to ensure frequent change of
tongs.
A customer should not be allowed to be served from a buffet with a utensil he has already used.
7. ASSOCIATES
7.1. The body temperature of the associates will be taken intact, before the start of their work in the space.
7.2. Entrance - exit control of partner workshops for compliance with distance measures and maximum number of people in the event space.
7.3. Use of suitable disinfectants for hand disinfection. Also, use a mask and gloves, where necessary.
Protocol for the organization of Trade Fairs
This document is intended to set out guidelines and conditions for
the observance of precautionary measures against the spread of the coronavirus COVID-19 when organizing exhibitions.
In addition, it is pointed out that the organizers of Trade Fairs must be informed on an ongoing basis and follow all instructions issued by the Ministry of Health regarding the protection of public health.
The epidemiological picture in Cyprus of the new coronavirus (SARS-CoV2) pandemic is currently positive, but the risk of focal resurgence is always present, as is the possibility of a new epidemic wave. The de-escalation of the measures that started from 04/05/2020 should be closely monitored with the cooperation of all bodies, always taking into account the individual and collective security of the citizens.
One of the main intentions is to ensure public health, as well as the return of employees of the professional event industry to the production chain of our country safely. The safety procedures and protocols in this report are essential for restarting activities, it is a top priority to ensure that employees, customers and visitors have sufficient confidence in the professional event industry to be able to restart business by safely organizing trade fairs.
Trade fair organizers must comply with the protocols and Ordinances published by the Ministry of Health regarding mass gatherings. It is the mission and duty of the exhibition organizers to reopen the doors of the companies and to operate in accordance with the Government Decrees. For exhibition spaces the maximum capacity in people is defined according to the square meters: 4 sq.m. per person, for interiors and 2 sq.m. outdoor areas per person.
These measures may tend to be relaxed and / or canceled depending on the epidemiological data and the Decrees of the Minister of Health or revised guidelines.
TABLE OF CONTENTS
1. INSTRUCTIONS TO CUSTOMERS BEFORE THE EXHIBITION IS CARRIED OUT
2. PREPARATION OF THE EXHIBITION SPACE
3. EXHIBITION STAFF / EMPLOYEES
4. ASSOCIATES
5. EXHIBITORS
6. VISITORS
7. CLEANING OF EXHIBITION PLACES / TOILETS
8. RENTALS
9. PARKING SPACES
1. INSTRUCTIONS TO EXHIBITORS BEFORE THE EXHIBITION
1.1. The organizer is obliged to keep a list of all its visitors and exhibitors for traceability purposes. It will be kept for at least 3 months.
2. PREPARATION OF THE EXHIBITION SPACE
2.1. Installation of 'Disinfection Points' by providing free protective equipment at the entrance of the exhibition center and organization of supplies so that there is sufficient equipment in the Exhibition area throughout the operation.
2.2. Cleaning and disinfection of equipment and premises, according to the cleaning and disinfection guidelines of the Ministry of Health as published on the website - https://www.pio.gov.cy/coronavirus/press/pc.pdf
2.3. The entrance and exit doors of the space to remain open. In case they are automated to be set to open.
2.4. Marking the circulation of the exhibition (depending on the architectural design of the space). The traffic should be regulated in such a way as to avoid overcrowding and to reduce the simultaneous passage of people in the same area.
2.5. Predefined ENTRY - EXIT indications to and from the exhibition area.
2.6. Recycling and inflow of fresh air indoors. Ensuring the permanent inflow of fresh air indoors
2.7. Enhancing fresh air circulation.
2.8. Application in all enclosed spaces of the technical instructions issued by the Department of Labor Inspection of the Ministry of Labor, Welfare and Social Security regarding the use of air conditioning and ventilation systems, as they are published on the website -
2.9. Placing floor stickers with special markings in all areas of the Exhibition to remind the observance of the 2 meters distance between visitors with emphasis on entry points of each Exhibition.
Emergency planning and management of suspicious or confirmed cases within the Exhibition area. It is recommended to have a predetermined space so that in case of an event (employee or visitor) it is isolated in a separate predetermined room using a mask and the service 1420 is immediately notified according to the health protocol of the HR.
At each entrance / exit of the Exhibition to place an alcoholic antiseptic solution (with alcohol content> 60%) with special markings for the proper way of hand hygiene. It is recommended to apply hand washing before and after the entrance / exit by placing solutions on both sides (inside and outside) of the work door.
At the entrances / exits of the exhibition space, security personnel are recommended to control the entry / exit of people in order to avoid overcrowding and at the same time to perform entrance thermometry. Masks will also be offered at the entrance.
To avoid overcrowding the corridors of visitors must be at least 3 meters.
2.10. bathrooms
-Use of disinfectant cleaners, frequent spraying and ventilation of the space at regular intervals (before, throughout and after the completion of the event).
- Markings of distance keeping measures and hygiene rules.
-Supply the toilets with liquid soap, disposable hand towels / paper towels and antiseptic alcohol solution (60% alcohol content at least) for hand sanitization.
-Using trash cans with foot lever.
-Toilet paper towels for hand drying should be used in toilets
-At the entrances outside the toilets, the required distance of 2 meters must be strictly observed by placing a mark on the floor and a guard if necessary, to ensure that the distances of at least 2 meters between people and the maximum number of people inside the toilets are observed. The maximum number of people in the toilets will not exceed the ratio of one person per 8 useful m², in order to avoid congestion.
- Especially when it comes to ventilation in shared toilets where there is a technical ventilation system installed: if possible, ensure that the toilets are technically ventilated on a continuous basis 24 hours a day and that the toilet windows are not opened in the right direction of ventilation-ventilation. In communal toilets where there is no technical ventilation system installed, open the windows
Frequent cleaning and disinfection of the toilet and the surfaces of the space with cleaning solutions according to the sanitary protocol of the Ministry of Health.
2.11. Markings of distance measures and hygiene rules.
3. EXHIBITION STAFF / EMPLOYEES
3.1. Separation of employees into fixed groups to avoid overcrowding and facilitate tracking.
3.2. Written instructions and training on how to spread it should be available to site administrators. COVID-19 to staff so that they are aware of its symptoms COVID-19 and be able to recognize them in a timely manner. The purpose is to be able to seek appropriate medical assistance and laboratory testing and to minimize the risk of infection to both the public and other workers.
3.3. All staff who either come into contact with the public or move around in places where they can come in contact with the public should wear a mask. The staff should
I. to wear a mask, following the instructions below:
1. The mask must be suitable. Note that the face mask / shield can not replace the mask and it should only be used in addition to a mask
2. To be applied correctly on the face to cover both the mouth and the nose as described in the relevant form of the Ministry of Health and the Press and Information Office, available at the following website: https://www.pio.gov.cy/coronavirus /pdf/a3_mask_greek_web_pio.pdf
3. To be changed frequently so that over time it does not become a source of germs (staphylococcus, etc.) (especially during wetting). After removing the mask, hand hygiene should be performed.
II. Go through a contact measurement of body temperature before entering his workplace.
3.4. Avoid hand contact with eyes, nose and mouth to reduce the risk of coronavirus infection COVID-19.
3.5. They avoid talking. Social distancing of employees. Employees who serve the public to limit, as far as possible the conversation with visitors and to be limited to what is absolutely necessary.
3.6. In case of cough or sneezing, cover the nose and mouth with a tissue, or exceptionally with the sleeve at elbow height if there is no tissue. Used tissue should be discarded immediately after use in the bin.
3.7. Regularly wash workers' hands with soap and water for at least 20 seconds. Carefully dry your hands with disposable paper towels which will be disposed of in the rubbish bin. Hand washing must be done after contact with respiratory secretions and after using the toilet. Please note that gloves are not a substitute for hand washing.
3.8. People with symptoms of a respiratory infection should not come to work until the symptoms are over.
3.9. Staff should wear a mask, following the instructions below:
3.9.1. The mask must be suitable
3.9.2. Apply properly on the face to cover both the mouth and nose.
3.9.3. It should be changed frequently so that over time it does not become a source of germs (staphylococcus, etc.) (especially during wetting). After removing the mask, perform hand hygiene.
3.10. Training of staff of the organizer of the Exhibition on the proper use and disposal of personal equipment, hand cleaning according to the health protocol of the Ministry of Health.
Temperature control using a thermometer at each entrance and access point. If any person has any of the following symptoms or has been in contact with a person (s) who have had / if the following symptoms have been diagnosed with COVID-19 then he should not come to work.
Fever> 37.3o
Cough or Difficulty breathing
Myalgias
Hardship
Taste / Anosmia
It is recommended that all individuals and employees be examined at home before proceeding to work. If they experience any of the above symptoms, they should stay home for self-monitoring and contacting their personal physician.
The breaks of the organizer's staff and the exhibitors should be done in stable, small groups as much as possible to avoid gathering between them. Strict adherence to hand hygiene when entering and exiting the dining area / break areas and after using the toilet.
The organizer of the Exhibition takes care of the common areas of the Exhibition. It is the responsibility of the exhibitors to clean and disinfect each exhibit at regular intervals based on the protocols of the Ministry of Health.
The staff of the exhibitors should have a card with the name of each one during the whole set-up of the Exhibition. The space will be completely controlled and no one will be allowed to enter who does not have the card with his name clearly worded.
The Security Company and the Head of the Exhibition Area carry out inspections at the kiosks throughout the erection period in order to ensure the observance and implementation of all hygiene and safety measures as well as distancing.
In any case, the site managers will keep a file where data will be kept with the names of all staff and the days they were at work. x. maintainers, engineers, etc.)
4. ASSOCIATES
4.1. Informing associates and suppliers about the operating conditions of the exhibition as well as the conditions of preparation, operation and dismantling of the exhibition.
4.2. Information on the observance of basic measures to prevent the transmission of the virus - diligent and regular hand washing, avoidance of handshakes, keeping distance, avoidance of hand contact with eyes, nose and mouth.
4.3. Commitment that there is no history, symptom or incident of themselves or their relatives.
4.4. Check critical parameters when entering such as thermometry and respiratory problems.
5. EXHIBITORS
5.1. Strong recommendation to exhibitors to choose a Kiosk stereotype in order to reduce the kiosk assembly time.
5.3. All Exhibitors staff should bear a card with their name on it.
5.4. Definition of maximum number of people per stand based on sq.m.
From 0sq.m. - up to 20 sq.m. - 3 people
From 20 sq.m. - up to 100 sq.m. - 3 people + 1 person per 10 sq.m.
Over 100 sq.m. - 12 people + 1 person per 15 sq.m. for an area of more than 100 sq.m.
Gatherings, openings and events inside the exhibition halls are not allowed.
6. VISITORS
6.1. Registration of all visitors before entering the site with contact details for tracking purposes.
6.2. Visitors must apply hand hygiene when entering and leaving the exhibition space and when entering and exiting the various exhibition halls that will be located inside the exhibition space.
6.3. Entry is allowed only from the designated areas selected by the organizer.
6.4. Entrance to the Exhibition space with thermometry by security personnel. In case a visitor develops a fever, he is not allowed to enter. There will be face masks for guests at the entrance.
6.5. Signs with instructions for precautionary measures.
6.6. Check for keeping distances between visitors.
6.7. Registrations will have an increased number of registration desks.
6.8. During the registrations the distance measures will be observed according to the protocol.
6.9. Frequent announcements during the operation of the exhibition for precautionary measures.
6.10. There will be hand sanitizer at the exit of the exhibition.
6.11. Visitors over the age of 12 must wear a mask throughout their stay at the show
7. RENTALS
7.1. Proper cleaning and disinfection of all products before delivery to the site.
7.2. The receipts will be made from trucks that have been previously disinfected before leaving the equipment rental company, to the event site.
Source: Sigmalive