AWE USA 2021 Health and Safety Guidelines

 
As we prepare to meet in person this November 9-11, 2021 (we can’t wait to see you!) AWE has developed the following Health & Safety Guidelines. Following the guidelines will help ensure the health and safety of each and every AWE participant, which includes everyone involved with AWE: sponsors, exhibitors, attendees, speakers, colleagues, volunteers & vendor partners alike.

Please familiarize yourself with these guidelines & know what to expect at AWE USA 2021.

Infrared Thermal Imaging Temperature Screening before entering the Venue each day

HOW?

Each day, prior to entering the Santa Clara Convention Center, all participants (including employees, vendors, etc.) will be temperature screened. If any defined symptoms of COVID-19 are detected, including fever, participants will immediately proceed to the quarantine bay where local, medical authorities will be stationed and begin the proper protocol. Visitors who have passed the temperature screening will be indicated with a colored wristband. Any participants who are unwell will be prohibited from entering the event.

WHY?

Following the guidance of world and country agencies, infrared thermal imaging screening can be available at the entrance(s) of all events. Fever is a common symptom of COVID-19, typically appearing 2 - 14 days after exposure. Thermal imaging screenings are able to determine surface skin temperature which is then used to estimate the temperature at a reference body site. These additional measures offered continue to display the commitment and top prioritization of health and safety while enabling successful interactions among our participants.

Face Coverings Required for all participants at all times

HOW?

Face mask/covering must be worn completely over the mouth and nose of participants at all times at AWE. (Complimentary face coverings will be provided by AWE if needed.)

WHY?

In accordance with world and country and local health organizations' guidance, AWE will require a facemask to be worn by each person entering the event space. The mask is intended to prevent the spread of all germs.

Crowd Density Standard (CDS)

HOW?

AWE will allow for the Crowd Density Standard in accordance with local, regulatory guidance. By controlling the density, appropriate physical distancing can occur. This could include but is not limited to: floor markers to help maintain social distancing especially high density areas such as registration, restrooms, elevators, compliance with local guidelines regarding meeting room capacities (minimizing the number of seats in each meeting room) & socially distanced seating for food consumption.

WHY?

AWE will follow the Crowd Density Standard illustrating our commitment to prioritizing health and safety first while enabling successful interactions among our participants.

Exhibit Hall Floor Planning

HOW?

AWE will follow one way “traffic flow” inside the exhibits. Aisle widths may be modified (widened) as well based on venue and decorator (GES) guidance for November events.

WHY?

By having clearly marked “one way” aisles, AWE can prevent bottlenecks in addition to cross walking, keeping CDS guidelines at all times.

No tchotchke/giveaways permitted

HOW?

Exhibitors, sponsors and AWE organizers will not distribute “giveaways” to participants in favor of digital giveaways. 

WHY?

By eliminating physical takeaways (like bags, logo imprinted items, etc.) AWE is minimizing touch points and the spread of germs.

Booth/Stand Cleaning

HOW?

Exhibitors will be expected to disinfect their respective booths and exhibits regularly using their own cleaning materials throughout the event. As described above, the use of sampling and distributing physical, promotional materials is prohibited in favor of all materials being shared digitally. The cleaning standards include ALL demo equipment equipment such as headsets, eyewear, etc. which must be disinfected by exhibitors after each use prior to the next use.

WHY?

With instructions and guidelines of how to regularly disinfect their booths and exhibits, our exhibitors can contribute to our full plan of micro and macro cleaning efforts. The elimination of physical materials in favor of sharing promotional items physically can also contribute to sustainability efforts in addition to minimizing risk and contact between people.

Food & Beverage Services

HOW?

AWE will work with food & beverage service providers in offering food in pre-packaged and/or in closed containers. Seating areas will be arranged to follow the CDS, and payment by credit card will be required. (No cash transactions.)

WHY?

AWE’s commitment to health and safety expands to food and beverage where every effort is being made to minimize risk. By eliminating buffets and open service options, a stricter control for food safety can be provided. Combined with seating arrangements following the CDS, food and beverage can be enjoyed at a higher level of service for our audiences.

Increased hand sanitizer stations at Hyatt & Santa Clara Convention Center

HOW?

Hand sanitizer stations placed throughout both venues and replenished regularly.

WHY?

In addition to washing your hands regularly and thoroughly, world and country health organizations recommend alcohol-based hand sanitizers to prevent the spread of infections and decrease the risk of getting sick. AWE is committed to making hand sanitizer stations readily available throughout our event spaces, particularly at key locations.

Increased cleaning protocols at Hyatt & Santa Clara Convention Center (SCCC)

HOW?

SCCC: Rigorous cleaning schedule for all public areas (escalators, elevators, restrooms, etc.) and sanitizing of meeting rooms between sessions.

Hyatt Hotel: Rigorous cleaning schedule with medical grade cleaning products on surfaces in our public areas every 30 minutes and sanitizing of meeting rooms between sessions. Upgraded cleaning protocols for guest rooms and suites as well.

WHY?

AWE’s partnering venues will provide a visible, enhanced cleaning regime. Cleaners are equipped with PPE with an increased focus on key touchpoints, including restrooms, food and beverage areas, and help points.

Increased Communication via Show Website, Apps, & SMS

HOW?

AWE will continue to clearly communicate the guidelines for the AWE USA 2021 event through all channels, with the specific details available on the show website and app and immediate or urgent messages sent via SMS.

WHY?

Communication is a critical success factor in this program achieving its objective to build confidence for all people who participate in and visit AWE events. AWE’s Health & Safety Guidelines will be communicated through all channels, with the specific details available on the show website and app and urgent news via SMS.


March 2021

Primary Sources
Society of Independent Show Organizers
Industry-All-Secure-Standard-051420.pdf (siso.org)

International Association of Exhibitions & Events
https://www.iaee.com/covid-19-resources/