Operation of scientific/professional and other conferences
PART A. GENERAL RULES OF OPERATION
Scientific / professional and other conferences are held in a hybrid way, ie, there is a mandatory:
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Physical presence of a limited and predetermined number of participants at the conference
venue, obeying all health rules described in Part B of the present andSimultaneous live streaming for the other registered participants.
In the event that, for epidemiological reasons, the State imposes a ban on conferences withphysical presence, the conference is not postponed/canceled, but is carried out as virtual in itsentirety.
The Organizer has the choice to initially organize a fully virtual event, via the Internet, with nophysical presence.
In the case of international conferences, physical presence of foreign delegates is allowed inaccordance with travel instructions.
Attendees will be able to participate in sessions on a first come, first served basis, up to thespecified capacity of each room upon observing health protocols. Upon max capacity, entrance
will then be denied. A dedicated TV screen will be available outside of the halls, for any personswishing to observe presentations.
Attendees’ entrance to conference halls is monitored by electronic scanning of their conference
badge. Only chairs/speakers of the meeting, authorized attendees and the technical staff areallowed to be present in the hall.
Registration documents, issued badges, the scientific program of the conference, and awarded
certificates are sent out electronically (via e-mail, SMS, social media).
Commercial exhibition stands may be present, provided they do not have seats, are served by
one employee, and do not hand out printed or other material to the delegates. Electronicpresentation of commercial messages on screens is recommended.
Buffet breaks for coffee/light lunches are allowed, provided they follow the mode of operation
as per the health regulations of Annex I (part 11.11 no. 1881/29.05.2020 Decision of theMinisters of Economics, Health and Tourism [B’ 2084]). In each case, meals are suggested to beserved in boxed, individual packaging.
Masks are mandatory for staff (employees, technicians, security), and optional (butrecommended) for attendees.

PART B. CONGRESS OPERATION DESIGN
B.1. CONGRESS PREPARATION
B.1.1. Entry permit to technical staff for construction work
The conference room is blocked and completely controlled for the duration of preparation anddismantling of stages, and accessed only by authorized persons with a relevant entry pass/badge.
B.1.2. Number of people per room / rolling working hours
Social distancing measures are to be taken during the preparation of the Conference, set by theauthorities. This may rise the need for rolling hours in construction and technician staff, especially in thecase of special and complex preparation, to avoid congestion.

B.1.3. Control within the premises of the conference centers
Inspections and checks take place throughout the preparation of the conference, in order to ensurecompliance with all measures of hygiene, and safety and compliance with social distancing measures.
Regular checks are performed (via badge scanning) in order to ensure entry of only authorizedindividuals to the conference premises.
B.1.4. Individual hygiene measures
Use of masks and adherence to basic measures of avoiding transmission of the coronavirus/COVID-19
are mandatory for all crews and technical staff.
B.1.5. Input control – maintaining distanceDuring both the operating period of each conference and preparation and dismantling stages, theconference center’s main entrances will operate in order to monitor entry of all persons via barcode
scanning.
B.1.6. Cleaning/disinfection of common areas and WC during preparation
Shared WC areas are disinfected regularly during conference preparation, with particular emphasis on
washbasins, knobs and surfaces that are frequently touched. Conference rooms are constantly
ventilated, keeping all doors wide open as long as possible during conference preparation. Trash bins
will be placed inside and outside the conference room for waste such as disposable plastic cups.
Garbage collection is carried out at regular intervals by cleaning staff, which strictly adheres to all terms
on hygiene and safety defined by the authorities, such as the use of a mask and gloves.
Detailed information is found on the National Public Health Organization (NPHO) website: “Instructionsfor environmental cleaning and disinfection of non-sanitary units that may have been exposed to theSARS-CoV-2 (COVID-19) virus”, 14 May 2020 https://eody.gov.gr/wp-content/uploads/2020/05/covid19apolimansi-14-05-20.pdf
B.1.7. Contacting the organizing secretariat or the person in charge of the conference center
Communication of attendees with the secretariat/organizers of the conference and conference center
services takes place by phone or electronically, for any issue that arises during setup, operation anddismantling of the conference in order to reduce the needs of delegates / speakers to meet withservices of the event, such as accounting, the conference secretariat, parking, services etc. Badges forpartners and construction companies/technical staff will be received by each person upon arrival at theconference center and only after having sent the organizers all necessary data within the indicated timelimits. All speakers and delegates receive their badges electronically.

B.2. CONFERENCE OPERATION
B.2.1. Entry / Monitoring / Rooms•••

Registrations, badges, conference programs, and awarded certificates will be sent toparticipants electronically (via email, SMS, social media).
The conference secretariat, located in a prominent and comfortable space, will have a plexiglass
barrier in front to avoid droplet transfer.
Conference secretariat staff must wear a mask.

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There will be antiseptic gel/fluid placed in front of each person of the secretariat staff.
The entrance of attendees and speakers is done with the observance of all basic measures toprevent the transmission of the coronavirus/COVID-19 in order to ensure the health and safetyof all those entering the conference.
Inside each room, there is a staff member who controls the observance of protection measuresby attendees, including staff of the conference hotel/catering/audiovisual service, as well as thenumber of available seats to avoid overcrowding.
At the chairpersons’ panel, chairs are placed at a sufficient distance between them, and there
are antiseptics for all moderators/chairpersons. Bottled water will exist on the chairpersons’panel, and will be changed upon chairpersons’ changing.
Conference room staff or the catering service are responsible for changing water and utensils.
Desktop table microphones are cleaned by audiovisual company staff supporting theconference, after each session. The same follows for any lapel/cordless microphones that areused.
On the podium, microphones and controls used for speaker presentations are cleaned after theend of each presentation by the audiovisual company, which supports the conference on thebasis of the security/protection procedures that govern them. Also individual water bottles on
the podium shall change along with the change of Speaker. Conference room staff or thecatering service are responsible for changing water and utensils.
Room staff will distribute the microphone during duration of Q&A, and will clean themicrophone after each question.
This same procedure is to be observed in all the parallel rooms of the conference.
There is an explicit instruction for people with respiratory symptoms not to participate.
Important information should be posted on posters in prominent places, referring to:o People with respiratory symptoms not entering the conference venue.
o Temperature of all staff and attendees will be monitored daily upon entry to the venue.
o Hand hygieneo Respiratory hygiene
o Keeping distanceso Proper use of a mask
Prohibition of entry to those who are not registered participants or conference support staff
Avoid using printed forms
Creation of a conference app so that there is nothing in printed form (informative material,scientific program, tickets, etc.). Alternatively, depending on the choice of the respectiveorganizer, Alternatively, depending on the choice of the respective organizer, there may be a QR
code at the entrances with all important information, or to be sent to the participants' mobile
phones when they enter the conference.
Procedures for delivery of slides or video or other, from the speakers in the preview desk:o It is encouraged to send speeches to the secretariat electronically.
o The same procedures apply, of cleaning and adhering to all measures for the safety of thespeakers, upon delivery of slides to reception and their presentations to those in charge ofaudiovisual support.
o The secretariat of the preview desk has a plexiglass barrier on the front to avoid droplet
transfer.
o The staff of the preview desks must wear a mask and have antiseptics.
In front of each member of the secretariat staff, there will be antiseptic liquid.

B.2.2. Reception and operating staff protection measures•••

Protection of workers with dividers, where possible, and personal protective equipment.
Antiseptics and masks for the public.
Antiseptics, masks for entry monitoring and cash register staff.

B.2.3. Participant hygiene and safety measures
Alcohol-based antiseptic pumps shall be placed in prominent places, which are regularly checked forrefills, throughout the conference center
B.2.4. Room design
The maximum number of people allowed in the room is set at 50% of the total seating capacity of theroom. Every other seat remains empty. The seats that are allowed to be used are clearly marked.
Standing attendance is not allowed.
B.2.5. Shared spaces
For shared spaces, the following are provided:•••

Alcohol-based antiseptic for the public.
Installation of alcohol-based antiseptic pumps, indoors and outdoors.
Daily cleaning / disinfection of the premises daily after the closing of the Conference, which
remains closed until the next use

Separate meeting spaces are created for business (B2B) meetings, if necessary, where social distancing
rules are followed and all necessary precautionary measures are taken (eg, use of a mask), to avoid
overcrowding in the stands.
B.2.6. Conference Organizer OfficeThis will be located within the Conference Center for the service of the speakers and the administrativeneeds of the event. This is not mandatory in case of conferences held in hotels.
B.2.7. Office of the Head of the Conference CenterThis will be located inside the Conference Center and is at the disposal of the Organizer to serve
technical and emergency needs. Digital media communication is recommended. This is not mandatory incase of conferences held in hotels.
B.2.8. Cleaning - Disinfection of conference room and WC•••

Placement of alcohol-based antiseptic pumps, which are regularly checked for refills, throughout
the conference center in prominent places.
Use of the toilet following safety specifications
o Closing the water basin and then flushingo Automatic chlorine release system, simultaneously upon flushingo Washbasins with liquid soap pumpso Hand towels
o Foot-pedal trash cano Observance of social distancing measures (at WC entrances)
Cleaning and disinfection of all spaces after the use of the conference venue•Detailed information can be found on the NPHO website "Instructions for environmental
cleaning and disinfection of non-sanitary units that may have been exposed to the SARS-CoV-2
virus (COVID-19)", of 14 May 2020. https://eody.gov.gr/wp-content/uploads/2020/05/covid19apolimansi-14-05-20.pdf

B.2.9. Ventilation/Air conditioning••

Operation of air conditioning of the premises is based on the instructions of the healthauthorities. (More information: "Taking measures to ensure public health from viral and otherinfections when using air conditioners", 24/04/20, https://eody.gov.gr/wpcontent/uploads/2020/05/klimatistika -covid19.pdf)
All doors of the rooms in operation as well as external doors should remain open, so that thespaces are naturally ventilated.

B.2.10. Canteens / Dining areas / Catering inside the conference center
The mode of operation of the canteens internally and externally should follow the instructions of theState and the principles of the respective protocol of catering operation. Especially for catering areas
within conference hotels, Decision no. 1881/29.05.2020 of the Ministers of Economics, Health, andTourism (B’2084) should be followed.
B.2.11. Staff
The head of the conference center/ conference hotel site shall undertake control of application of all
respective rules by conference participants, perform ad hoc checks on persons inside the conference
center, in order to ensure entry and participation at the conference of only those who actually haverelevant authorization. Staff must comply with all necessary measures and rules set by the Authorities inorder to serve the needs of the Conference during its operation.
B.2.12. Signage / Announcements
Electronic signage within the Conference Center/hotel hall, signs, large banners, maps and Internet
posts in Greek and English (at least), should exist for information of visitors and participants within theCenter.
B.2.13. Elevators
Elevator use is allowed only for the disabled and for the transport of cargo, observing all hygiene andsafety measures.

B.3. EXHIBITION/CONFERENCE DISMANTLING
B.3.1. Construction/Technical Staff
The same terms of hygiene and safety apply to construction companies and technical staff involved inthe preparation, operation and dismantling of an exhibition.
B.4. MANAGEMENT OF COVID-19 CASES AT A CONFERENCE CENTER
B.4.1. Design of a designated isolation area

A specially designed space is created near the entrance of the Conference Center as an area to isolate
suspicious cases. This is not mandatory for conference hotels.
Finally, it is state that in par.1 art.1 of no.D1a 40381/27.06.2020 joint Ministerial Decision (B’ 2601), themention of ratio of allowed persons per sq.m. for business exhibition spaces with a Business Activity
Code of 82.30, refers to the number of visitors to these spaces, as they are described.

Signed by,
Minister of Development & Investments aSpyridon-Adonis Georgiadis

Minister of Tourism
Haris Theoharis