for Exhibition Organizers

For exhibition organizers

Guideline Checklist

1. Checklist for All Parties: Exhibitors, Visitors, and Others
Inform all parties that wearing masks is required throughout the entire exhibition period, from move-in tomove-out.
Mealtimes should be staggard to avoid crowding; avoid sitting face-to-face.
Inform all parties that everyone entering the site will have their temperature taken and will be asked about
their physical condition and that, depending on results, they may be refused entry.
Inform all parties that they should download a contact tracing app.
Announce on website that all parties are requested to observe these Guidelines.

2. Checklist for Organizers and Supporting Companies
A manual detailing how to deal with a suspected outbreak should be prepared and shared with the venue
and support companies.
Prepare a supply of masks for distribution to anyone entering the venue who has lost or forgotten theirmask.
Install acrylic panels or other barriers on the reception counter and other areas where there is face-to-faceinteraction.
Install ﬂoor markings at one-meter intervals at the reception counter, restrooms and other areas wherecrowding can be expected.
Arrange for staﬀ to to have their temperature taken at all entrances to the venue using thermographyequipment or contactless thermometers.
Use cashless payment systems wherever possible. Arrange for trays for handling cash or credit cards.
Alcohol-based hand sanitizer dispensers should be placed at all entrances and throughout the venue.
Arrange for the following signage to be installed throughout the venue:
Wear a mask“on” mode)

Sanitize your hands

Avoid crowding

Activate contact tracing app (keep QR code or Bluetooth inNo food or beverages outside of designated areas

No loud talking/measure temperatures (at venue entrances only)
Identify high-frequency contact areas and arrange for these to be sanitized.
Arrange for staﬀ to check for loud talking and crowding and remind all parties to avoid doing so.

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Refrain from holding or limit attendees to events where there is a contagion risk, such as opening
ceremonies or parties, etc.
Lounges and rest areas should be arranged so as to avoid face-to-face interaction. If face-to-faceinteraction is expected, acrylic panels or other barriers should be installed.
If food or beverages are served, follow the measures set out in the guidelines set out.
Arrange to have masks, tissues and other trash disposed of according to the guidelines set out.
Avoid stand designs, decorations, and other constructions that are diﬃcult to install or remove so as to

3. Checklist for items to be conﬁrmed with the Venue

For exhibition organizers

reduce the amount of on-site manual labour.

Conﬁrm and coordinate with venue management and local authorities regarding rules and procedures for
dealing with infection control at exhibitions.
Conﬁrm with venue management any limits on the number of persons allowed inside the venue.
Conﬁrm with venue management whether equipment for taking temperature and measuring numbers of
persons is provided by the venue and can be used by the Organizer.
Conﬁrm with venue management the level of ventilation control that is possible

4. Checklist for Items to be Communicated to Exhibitors
Distribute the latest guidelines to exhibitors and inform them they should following those guidelines when
preparing their participation in the exhibition.
Instruct exhibitors to create a list of their own staﬀ and the staﬀ of their subcontractors who will attend
their booth each day of the exhibition.
Instruct exhibitors to maintain a list of customers visiting their booth (list company name, name of person,and date/time).
Instruct exhibitors to prevent crowding occurring on their booth to avoid lengthy meetings withcustomers.

5. Checklist Regarding Visitor Management
Use a pre-registration system for visitors, or maintain a register of all visitors who attend the exhibition.
These records should be kept for at least three weeks.
Request that visitors stagger the time of their visits so as to avoid crowding.

If you have questions about the Guideline Checklist, please contact us at the following:

Japan Exhibition Association
TEL：03−3518−2640

E-mail：info@nittenkyo.ne.jp
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