Events in the 		
New Normal 		Our Global Health& Safety Strategy
3RD EDITION | JANUARY 2022

COLLABORATION AND ENGAGEMENTOur global exhibition and events industry continues to be affectedby the global COVID-19 pandemic. Its effects, and the challenges
they present, are likely to remain with us for the foreseeable future.
This is the Third Edition of RX’s Global Health & Safety
Strategy, keeping pace with the evolving pandemic, current
research and the changes in thinking and practice that haveallowed us to run events once more.
Although restrictions on gatherings anddomestic and international travel continue tofluctuate, events have now resumed across
many countries and we have been able toimplement the measures that we had plannedin response to COVID-19.
Trade exhibitions remain a
far cry from ‘mass gathering’
events. They are still well-orderedmarketplaces for conducting
business across a wide range
of industries and interests. RX,
and the exhibitions industry
in general, is able to affectconditions, settings and specificsituations in order to significantly
reduce COVID-19 risks at our
events, including our business toconsumer (or B2C) shows.

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The health and safety of our colleagues,
partners and customers remains ournumber one priority. Our global strategy
and enhanced 5-Point Health and Safety
Plan continue to evolve by focusing on:
1.

Collaboration and engagement2.

Risk management

3.

Planning

4. Communication
5.

Safeguarding measures

Our global strategy, concept ofoperations and 5-Point Plan draw
on scientific evidence and guidancefrom domestic and international
authorities (including the WHO), tradeand industry associations and our own
commissioned subject matter experts.
In all cases we remain compliant withcountry-level operating standards
and the conditions being imposedon us by relevant authorities. Where
necessary, we are also improving on
those standards as part of our COVID-19
safety strategy.

Our 5-Point Safety Plan sets out toreduce the potential risks of COVID-19
by complementing and building on
safeguarding measures already in place
within the exhibition and event setting.
By planning and responding in thisway, we continue to demonstrate just
how seriously we take COVID-19 andthe health risks it presents. We are fullycommitted to protecting the health of
all those who attend our events.
Our global strategy, concept ofoperations and management plans not
only directly respond to COVID-19, butbetter prepare us to respond to similarrisks in the future.

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COLLABORATION AND ENGAGEMENT
Collaborating with the relevant authorities, subject-matter
experts, global trade and industry associations, partners
and customers, is a critical component of our approach to
COVID-19 safety.

Of course, this collaboration will differ
from country to country, but ourbusiness leaders are actively engaged
in industry level consultations to ensurethat we comply with local requirements
and are able to react quickly to changes
or updates in regulations. We haveworked with relevant authorities,
venues and key contractors to test our
COVID-19 plans and safeguards. In
several countries, our senior operatingteams have also played an active role indeveloping national industry COVID-19
operating standards.

As our businesses have reopened across the world, we’ve seen this intense levelof face to face collaboration continue throughout the show cycle, with public healthofficials often attending events as observers. Learnings from these live events areshared across business units to ensure continual improvements in our 		operating systems.
We have worked closely with the National Center for Disaster Preparedness at
Columbia University’s Earth Institute to better understand the COVID-19 risks in a
trade exhibition or event setting, create fit for purpose show-setting, hygiene andmedical safeguards and provide global public health surveillance across thosecountries in which we operate.
We continue to pursue and invest in innovative digital solutions for our customers
which also help to combat and manage the disruptive effects of COVID-19 andprovide additional opportunities for our customers to connect.

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RISK MANAGEMENT

It is vital that we continue tounderstand, respond to and manage
the risks associated with COVID-19.
Our COVID-19 safety hinges on being risk-informedat three levels:
1. Horizon scanning and community based surveillance to better understand:•

Where any country is on the COVID-19 epidemiological curve in terms 		
of infection rates•

The local public health and healthcare systems as well as state sponsored publichealth protocols such as testing, quarantining etc.

•

Domestic and international compliances, travel restrictions and controls

2. Show-level risk management:•

We’ve developed and rolled-out a global approach to show-level risk assessmentand operational planning, which covers the risks of person-to-person and surfaceto-person COVID-19 transmission within specific show settings•

Our Operations and Event Management teams lead dynamic risk assessments
to ensure that our safeguarding measures are fit for purpose, compliant, 		cost effective and not over-engineered•

Once complete, risk assessments are subject to review and sign-off by senior
Operations and Event Management personnel. Our Global Risk and Complianceteam supports this process, engaging with each of our Business Units to ensure
consistency and alignment across our global business.

3. COVID-19 case risk management:•

Our global protocols allow us to respond rapidly to unexpected situations ofpotential concern and to work alongside relevant authorities in support of trace
and track efforts.

Our aim is to recognise, respond to and manage COVID-19 risks
to our customers, partners and stakeholders.

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PLANNING

Built around our global conceptof operations and the principleof additionality, we plancollaboratively with venue owners,
partners and the relevant
authorities to deliver a safe andsecure setting and experiencefor our customers, who include
exhibitors, visitors and all event
stakeholders. We remain alert to
the COVID-19 risk levels we face,allowing us to adjust our response
where local circumstances dictate.
Mapped across all five phases of the show-cycle: pre-show, build-up, in-show,
break-down and post-show, our COVID-19 management plans at each event
centre on:•

Situational awareness, continual readiness, empirical evidence and up-todate thinking•

Local compliance requirements•

Governance: our own roles, responsibilities, authorities and accountabilities aswell as those of our partners•

COVID-19 safeguarding measures relating to the specific risks involved with
event activities•

Operational plans reactive to foreseeable challenges, working constraints andnecessary investment•

Policies, protocols and standard operating procedures•

Resourcing•

The cooperation and behaviours of customers

Like our risk assessment protocols, all our plans are reviewed and signed-off aheadof each scheduled event.

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COMMUNICATION

Communication is critical to our COVID-19
safety strategy and response. Our event
communication plans aim to:•Inform our partners, stakeholders and customers tobuild confidence in our ability to deliver safe settings,
conditions and experiences•

Allay and answer concerns and anxieties•

Instruct and thereby influence behaviours

Focused on proactive and reactive communication and messaging, those plans take
into account:•

The target audience and accessibility•

Timing relative to the pre-show, in-show and post-show phases•

Constantly changing situations

We also make use of multimedia channels and technologies, including websites andmobile apps, social media, press briefings and announcements, as well as in-show
announcements and signage.

Our pre-showcommunications will focus on:• (Pre)registration and 		• Reinforcing messages onsite

admission policies• Local public health directions,advice and guidance• The range of safeguarding

measures that our partners
and customers can expect 		
at the event

around hygiene and medical
safeguards• Directions on accessing in-show• On-the-day safety requirements

and recommendations

Whilst our in-show communications
will typically extend to:

and local medical support• A wide range of public

information signage• Current public health, hospitality

information and travel updates• The behaviours we expect 		

of our customers

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SAFEGUARDING MEASURESOur global COVID-19 safety strategy, concept of operations and5-Point Plan ensure compliant and proportionate delivery ofcontrol measures in 3 main areas:•

Show-setting•

Hygiene•Medical measuresthrough which we aim to:•Manage and mitigate the COVID-19 risks to our customers•

Build confidence, allay anxieties and concerns and offer
our customers peace of mind•

Maintain the customer experience at the highest
possible level•

Continually review and respond to emerging challenges•

Satisfy the need for local compliance

Whilst it may notalways be necessary,or even prudent, toemploy the full rangeof our safeguarding
measures, we havea robust frameworkof tools which areadaptable to local
standards andregulations.

SHOW-SETTING MEASURESFirst and foremost, we will comply with directions given by the relevant local authorities.
In addition, we draw on other show-setting measures that are likely to include:•

Increasing the show’s overall footprint•

Decreasing the density of customers•

Increasing the available space in areas assigned for queuing, the consumption offood or beverages or audience seating•

Extending opening hours, whilst staggering admissions and departure times•

Managing registrations, group bookings and walk-up admission numbers•

Influencing customers’ behaviour, using a range of crowd management andcrowd dynamic measures to reduce crowding, remove bottlenecks and maintainfree-flowing movement including:•

Designated entrances and exits•

Ingress and egress controls•‘Keep-your-distance’ anddirectional signage•

Deployment of barriers andpartitioning•

One-way footfall•

Enhanced floor management,
stewarding and marshalling

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SAFEGUARDING MEASURESWe work closely with our venues to reduce the risks of person-to-person transmission,
recognising the importance of controlling, as far as reasonably practicable, theenvironment within the venue itself, including:•

Ventilation, air flow, air quality and purification•

Ambient temperature, air conditioning and humidity

HYGIENE MEASURES

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HYGIENE MEASURESIn partnership with our venues, we insist on andimplement rigorous hygiene safeguards designed tohelp prevent person-to-person respiratory transmission
and surface-to-person transmission through contact
with contaminated surfaces.
Each show adapts its strengthened hygiene controls tosuit its own circumstances and meet the expectations of
its customers. Our safeguards align themselves to theconditions and standards set by the relevant authorities
and are likely to include:
1. Personal hygiene•

Encouraging all customers to make regular use of
our readily available sanitising stations throughout
the event and venue•

Contactless registration, check-in and payments•

Encouraging all customers to be mindful of
everyone’s personal space and to avoid physicalcontact such as handshaking•

Asking exhibitors to consider alternatives 		to giveaway products, marketing materials 			and product demonstrations•

Ensuring access to appropriate welfare facilities

2. Cleaning, sanitisation and disinfection:•

Servicing of air conditioning and air filtration systems
by the venues•

Strengthening cleaning regimes, paying special
attention to high-touch surfaces in line with local
and domestic standards•

Facilitating appropriate waste management protocols

Events in the New Normal | Our Global Health & Safety Strategy

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Whilst medical safeguards are dictated by the relevant authorities, we have put inplace further measures that can be deployed if necessary. These would include:•(Pre)registration and admission policies advising on who should and shouldn’t
attend shows (high-risk and at-risk individuals)•

Clear communication on the requirements for wearing face coverings at the show•

Protective measures such as acrylic screening•

Appropriate medical services, facilities and medical response protocols•

Surveillance activities including:−Trace-&-track data collection of customer details though the show cycle−

Strict adherence to global data protection, data privacy standards and protocols−

Depending on local regulations and/or guidance, pre-admittance screening
activities will also include: COVID-19 status checks, such as evidence ofvaccinations or test results−

Non-invasive thermal screening−

Health (self)declarations and waivers−

COVID-19 testing facilities (at certain shows)Management controls, in collaboration with relevant local authorities 			and services, will also include:•

Outpatient care, handling and welfare•

COVID-19 case risk assessment and outbreak investigation•

Statutory reporting and supporting trace-&-track efforts 				by relevant authorities

Our global COVID-19 protocols allow us and ourpartners to respond to incidents, from dealing withmedia reports through to medical emergencies.

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“FINALLY
Health and safety is at the forefront of all
our planning, recognising that responding
effectively to COVID-19 risks remains ashared responsibility. Our guidelines reflect
the essential role that the exhibitions andevents industry continues to play in helping
to protect the health and safety of ourcustomers and all participants.

However, no industry can overcome this ongoing challenge alone.
Our staff, suppliers, venues, partners and customers also have a
responsibility as we continue to adopt new practices, respect otherpeople’s rights and follow science-based guidelines.

”

By working together, we continue to tackle this challenge, bringing
our customers together and getting businesses growing again.

Hugh Jones
Chief Executive Officer

If you would like to discuss any of the elements in our framework, or require further information
on detailed protocols for specific locations, please contact:
Emma Dengate
Global Health & Safety Manager
emma.dengate@rxglobal.com

RX is in the business of building businesses for individuals, communities and organisations. We elevate thepower of face to face events by combining data and digital products to help customers learn about markets,
source products and complete transactions at over 400 events in 22 countries across 43 industry sectors. RX
is passionate about making a positive impact on society and is fully committed to creating an inclusive work
environment for all our people. RX is part of RELX, a global provider of information-based analytics and decision
tools for professional and business customers. www.rxglobal.com