Quick Guide for a Safe Exhibition – Exhibitors

PLEASE NOTE! This is a living document and items may be adjusted, removed and/or added over time. See the date of the document update below.

• The Swedish overall pandemic fight rests on three foundations (1) Make it possible to keep social distance, (2) Have good hand hygiene and (3) Stay at home in case of disease symptoms. Use these foundations as a starting point when planning for your participation.

• Stockholmsmässan is one of the venues behind a concept called Let's meet safely. The concept has been developed to ensure that the exhibition industry is able to offer safe meeting places and safe meeting formats. Let's meet safely sets the parameters and provides the basic rules for Covid-safe meetings between exhibitors and visitors. The Let's meet safely concept will remain in place for the foreseeable future, regardless of any lifting by the authorities of regulations or instructions linked to the ongoing pandemic – all to ensure safety and peace of mind of participants, which is always our main focus.

• Exhibitions are currently regulated by Sweden's Ordinance (2021:8) on Special Restrictions to Prevent the Spread of Covid-19 Disease. This gives the Swedish Police Authority the right to shut down an event that is not in compliance with any regulations imposed by Covid-19 legislation.

• There is currently (September 16, 2021) no participant limit for exhibitions.

• When a participant limit for an exhibition exists, this will include exhibitors as well as visitors to the venue. This means that if exhibitors staff their stands with the least possible number of people/exhibitors, this will maximize the number of visitors/customers who will be allowed in, potentially helping to enhance the exhibitors' ROI.

• As an exhibitor, it is your responsibility to design and staff your stand in compliance with the restrictions and recommendations in force.

• Please carefully follow the moving in and dismantling instructions issued by the organizer before and during the exhibition.

• As an exhibitor, it is your responsibility to inform e.g. stand builders and other suppliers of the rules and recommendations that apply, and that affect their work and attitude.

• If possible, let your invited customers/visitors know in advance about the measures you have taken and external circumstances that apply to their visit.

• The basic rule and the most important message for you as an exhibitor is to avoid crowding, and to maintain social distancing between people in and around your stand. With this in mind, please design your stand to make this possible.

• As a general rule, it should always be possible for people to keep social distance in your stand. An organizer may impose specific staffing rules, based on a particular exhibition's unique conditions – in such cases, these rules will take precedence. If the exhibitor wishes an exemption from current staffing rules, this will require the express approval of the organizer.

• Avoid any activities in the stand that might cause queues or crowding.

• One tip is to clearly specify how many people are allowed in your stand at any one time, in order to maintain social distancing.

• There should be a plan for managing any greater flow of visitors to the stand, to avoid any chance of crowding inside and around the stand.

• Moving the problem of crowding in the stand to crowding in the aisle outside the stand is prohibited.

• One model that may work for many exhibitors is to book fixed appointments in the stand.

• Bear in mind that food and beverage management at the exhibition may be somewhat different than it has been in the past, due to the recommendations and instructions in force.

• Consider that the following may send a positive signal of taking responsibility for visitors/clients: offering hand sanitizer, masks, plexiglass screens for 1-2-1 meetings, displaying distancing signs/stickers and/or taking other Covid safety measures in your stand.

• A person with disease symptoms should stay at home. Therefore, plan in advance for any urgent need for back-up regarding the staffing of your stand.

• Any exhibitor who fails to follow the guidelines and instructions issued by the organizer and/or the authorities may be rejected from the exhibition.

//Stockholmsmässan

Updated September 16, 2021