Measures Against Novel Coronavirus Infection at Trade Shows Organized by Japan Management Association

Introduction

The Japan Management Association (JMA) has established, and is operating, measures against infection to preserve the safety of everyone participating in our events. These measures are based on the “Guidelines to Prevent the Spread of Covid-19 Infection in the Trade Show Industry” by the Japan Exhibition Association, the “Union des Foires Internationales Guidelines” by the Union des Foires Internationales (UFI), and the “Policies to Prevent Novel Coronavirus Infection at Trade Shows” by each trade show venue owners. Based on the results of the trade show which we organized at Intex Osaka in July this year, we will operate the following trade shows in close liaison with related bodies such as government agencies with jurisdiction, local authorities, and trade show venue owners. August 21, 2020
Japan Management Association
Trade Show Secretariat

Infection Countermeasures *Details and operation methods are subject to change by each trade shows.

1. Ensuring the Safety of All Participants

(1) Thorough management of entry to venues, to suppress infection risks
- - We take the names and contacts of all participants (exhibitors, visitors, other persons concerned, etc.) and use the information to contact health centers as necessary.
- - If a maximum number of entrants has been stipulated, we manage the number of visitors for each day and each time period, and control them with pre-registration and counts of people entering and leaving.
(2) Temperature screening of visitors, exhibitors, and others by thermography, etc.
(3) All participants are given notice in advance to refrain from attendance in the following situations:
- A) Fever
- B) Cough, sore throat, shortness of breath, and other symptoms
- C) When their health is being monitored by a health center etc.
- D) When they have traveled overseas in the previous two weeks (included cases of contact with people who have returned to Japan within that period)
- E) Other cases of poor physical condition (including abnormal sense of taste and smell, strong feelings of fatigue or malaise, etc.)
(4) Thorough enforcement of mask wearing by exhibitors, visitors, and others, and distribution of masks to people who are not wearing them
(5) Placement of sanitizer and other infection prevention items in venues

2. Preserving Social Distancing

(1) Placement of markers for waiting positions, in trade show venues and associated facilities, to maintain distances
(2) Provision of adequate distances between booths, and between booth aisles
(3) Provision of adequate aisle widths (at least 3m) within venues
(4) Installation of acrylic panels at staff placement locations (counters etc.)
(5) Provision of distance between seats in lounges
(6) Installation of acrylic panels at speaker lecterns
(7) Layout adjustments in seminar venues (layout to avoid close proximity)

3. Promoting Health and Safety Measures

(1) Distribution of vinyl gloves to operation staff, and recommendation to exhibitors to wear gloves
(2) Provision of an isolated room for those refused admission due to temperature screening results
(3) Placement of nurses, and prior checking of emergency carrying arrangements
(4) Provision of guidelines on contact between exhibitors and visitors (prohibition of hand shaking, consideration of specialized spaces to allow safe interaction between exhibitors and visitors, recommendation of provision of printed matter in electronic form, recommendation to keep records of behavior and of discussion counterparts, etc.)
(5) Encouragement to exhibitors to clean and sterilize booth interiors and exhibited products etc.
(6) Consideration of ventilation in trade show venues, and in related facilities such as seminar venues
(7) Thorough processing for frequently-produced waste products (sorting to separate masks, face shields, rubber gloves, and other waste from general garbage)
(8) Disinfection of seminar seats and microphones, thorough cleaning and disinfection patrols of lounges and other areas touched by many people, and of toilets and other shared facilities
(9) Preparation of joint measures between venue owners and partner companies
(10) Minimization of the shared use of microphones, and frequent disinfection. Use of portable megaphones to avoid the use of raised voices for guidance and announcements

4. Execution of Measures to Relieve Crowding

(1) Visitor movement route planning and control (access routes, queues, entrances and exits, etc.)
(2) Reduction of contact by using online visitor registration (in general, registration will be made online in advance, and procedures at registration counters on the day will be avoided as much as possible)
(3) Recommendation to place reasonable numbers of full-time staff in exhibit booths (to preserving adequate social distancing)
(4) Recommendation to simplify decorations in exhibit booths and elsewhere (to shorten time for moving materials into and out of the venue)
(5) Recommendation to design booths to avoid “three Cs, closed spaces, crowded places and close-contact settings”
(6) Recommendation to use reasonable numbers of construction staff when moving materials into and out of the venue
(7) As a general rule, all registrations for seminars in venues will be made in advance (to preserving adequate social distancing)
(8) As a general rule, all reception and social gathering during shows are canceled
(9) Restriction of numbers of people in food service areas within exhibition halls

5. Education and Calls for Infection Prevention Measures

(1) Presentation of hygiene measures and systems
(2) Formulation of medical support measures (handling and transportation of patient, handling of medical waste, etc.)
(3) Training in advance, in readiness for emergency response
(4) Confirmation in advance of contacts with venue owners
(5) Preparation of on-site organization charts and Q&A manuals about novel coronavirus-related measures
(6) Information sharing in advance with trade show venue owners
(7) Gathering and sharing the latest information about the novel coronavirus, from the government, local authorities, trade show venues, etc.
(8) Monitoring and handling of crowding within venues
(9) Knowledge and thorough practice of the installation and operation of a contact tracing app (COCOA) etc.