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Health and safety at your stand

Recommendations and regulations for exhibitors

[Status: June 2021 | last changes made 9 June 2021 - Change overview at the bottom of this page]

Please be aware that as an exhibitor you have a legal responsibility towards your staff and stand visitors, for the duration of the fair.

We have therefore put together the following recommendations and guidelines for you. They are a binding part of the Terms & Conditions of Participation at Frankfurter Buchmesse 2021.

Since the start of the pandemic we and Messe Frankfurt have been working on a concept to create optimal conditions for a successful fair, despite the current circumstances. Numerous measures are planned and will be continuously adjusted in line with ongoing developments and in coordination with the relevant authorities. You can find an overview of our plans as they progress at buchmesse.de/en/safety-2021

As an exhibitor, you are obliged to implement and strictly adhere to the relevant safety and hygiene regulations at your stand. It is therefore advisable that you incorporate these measurements at an early stage of your stand planning.

Outlined below are the current guidelines and recommendations based on the relevant regulations of the State of Hesse (in particular the "Corona Contact and Operating Restrictions Ordinance") and the requirements of the health authorities of the City of Frankfurt am Main.

This is to give you advance notification on the most important factors to consider for your stand planning. Please bear in mind that some of the regulations might be modified by October. You can check the current status at any time on this website.

Quick access by category:

1. Stand construction

2. Book sales and stand events

3. Hygiene measures at the stand

4. Hygiene rules and work protection

5. Catering at the stand

6. Other

1. Stand construction

Your stand construction concept must comply with all protection and hygiene regulations that will be in place at the time:

Minimum distance of 1.5 m between all individuals

  • Plan your stand generously enough to ensure that the required social distancing can be maintained at your stand at all times. Avoid unnecessary constriction.
  • Especially during meetings please make sure there is adequate spacing between seats, e.g. by using larger or several tables.
  • If this is not possible or if the minimum distance during personal contact cannot be guaranteed in certain areas (e.g. at info counters), please compensate for this with suitable structural measures (e.g. acrylic glass pane).
  • If exhibits, counters, displays, screens, etc within your stand are to be placed close to the aisle, a build-up of people in the aisle should be avoided so that the required social distancing is maintained.

Sufficient air circulation

  • Meeting rooms must be designed with completely open ceilings.
  • If you have upper floors, the area immediately below should be open so that sufficient air circulation can be guaranteed.

Managing visitor traffic at your stand

  • The number of people at your stand – staff and visitors – needs to be restricted in such way that the required social distancing rules can be adhered to at all times.
  • Where applicable, entrances and exits to the stand need to be signposted and monitored. This does not apply to smaller stands with a clear layout.
  • Open spaces around free-standing exhibits should have clear distancing markings to provide orientation for visitors.
  • Large stands will require a clearly marked one-way traffic system to manage visitor flow.
  • Upper floors must have staircases of sufficient width to accommodate opposing streams of visitors. Alternatively, one-way traffic must be arranged with separate staircases.

Planning, approval, set-up

  • Make sure to inform your stand construction company at an early stage about the hygiene and distancing rules that need to be implemented on your stand.
  • The social distancing and hygiene rules may lead to delays during set-up and dismantling. Please therefore make sure you and your stand builders allow enough time for stand construction and set-up.
  • Please note! For your stand plan approval neither Frankfurter Buchmesse nor Messe Frankfurt will be taking into account which measurements you have taken regarding the hygiene and social distancing regulations. Those are entirely the responsibility of each exhibitor as the operator of their stand. We will be happy to offer individual advice sessions for exhibitors and their custom-built stand designers.
  • For system stands, all hygiene requirements will have been taken into account already in the planning phase and during construction. However, the responsibility for compliance with all requirements at the stand during the fair itself remains with you as the exhibitor.

We have prepared a summary of the most important points for safe stand construction for you:

The document linked below provides you as an exhibitor and, where applicable, your stand constructor with an overview of the most important health and hygiene rules relevant for the planning and design of your stand.

2. Book sales and stand events

  • Book sales to the general public will be possible from Friday until Sunday this year.
  • Please ensure that all related activities are carried out within the stand area and while observing social distancing. Please ensure that no crowds form at the stand or in the aisles.
  • For people waiting for appointments we recommend you let them queue in the aisle, along your stand boundary. Please make sure the aisle area thus used is kept as narrow as possible and that social distancing rules are being observed. The remaining aisle should be kept clear, and neighbouring stands should not be obstructed.
  • Lectures and presentations can be held at the stand if the relevant safety and hygiene rules can be maintained. Clear directions for participants and seat allocation will be required. As in previous fairs please make sure you register every event which is open to the public in the Calendar of Events. For closed events please make sure you inform your designated sales manager in advance.
  • Product demonstrations are not to be held at the edge of the stand to avoid crowding in the hall aisles.
  • Unfortunately, stand parties or similar activities are currently not permitted, as the applicable hygiene regulations cannot be upheld.

3. Hygiene measures at the stand

  • Please ensure that general hygiene rules are observed at your stand, e.g. refrain from shaking hands and other physical contact. Please observe the hygiene recommendations of the Robert Koch Institute (RKI), www.rki.de/EN.
  • Disinfectant is to be made readily available to both your staff and visitors. Relevant products, including dispensers, can be ordered from the Messe Frankfurt Stand Equipment Team (see "Cleaning, protection screens, and hygiene supplies” at www.buchmesse.de/service-contractors).
  • Highly frequented contact surfaces such as counters, tables, showcases, displays, and exhibits are to be cleaned at a regular basis / after each new use.
  • If you are handing out and taking back items (e.g. exhibits), please use gloves when doing so. When handling books, the current standard procedure in the German book trade serves as a guide.
  • If you sell books or other goods at the stall, you should do this cash-free where possible.
  • There will be clear rules about wearing a face mask at the fair. Those rules will also be applicable at your stand.

4. Hygiene rules and work protection

With regard to the staff you employ, you have a duty as outlined in Germany’s Occupational Health and Safety Act. In this context, the following requirements apply:

  • You must designate a contact person from your company as responsible for hygiene issues and leave their contact details at the stand.
  • Record all measures taken at the stand in writing, in German or English. This hygiene concept must be presented on request, otherwise your participation at the fair may be prohibited by the authorities. We will provide you with guidelines on this topic, including a checklist as a template, well in advance of the event.
  • Please ensure that all staff working at the stand are instructed in the applicable hygiene and safety rules. This also includes the staff of co-exhibiting publishers, stand construction companies, and other service providers.
  • Document the daily attendance of your staff so that you can present them to the responsible authorities upon request. For hired personnel from service providers listed on https://www.buchmesse.de/en/service/service-contractors, the service companies themselves will be responsible for this documentation.
  • It will be the exhibitor’s responsibility to inform external service companies (stand constructors, etc.) about the hygiene regulations (incl. occupational health and safety) and the requirements of staff documentation.

5. Catering at the stand

Catering services are subject to the strict regulations stipulated in the Corona Protection Ordinance of the State of Hesse and the HACCP guideline. Accente Gastronomie Service GmbH ensure compliance with these regulations. Therefore please always contact them with your catering requests.

The following principles must be observed:

  • Food and beverages should be offered pre-portioned and sealed.
  • Open food must be served by trained catering staff.
  • For open dishes, an appropriate acrylic glass protective screen is required.
  • Beverages are best served in closed containers or served in glasses/cups by service staff.
  • Self-service is not permitted unless the food is individually packaged.
  • Face masks (OP, KN 95 or FFP2 mask) and compliance with distance and hygiene rules are required.

6. Other

Depending on the pandemic situation in Germany and in your country of origin, different regulations may apply for entering and leaving Germany.

You can find up-to-date information on the website of the German Federal Government: https://www.bmi.bund.de/SharedDocs/faqs/EN/topics/civil-protection/coronavirus/coronavirus-faqs.html#doc13797140bodyText3

Do you have any questions or suggestions? Contact us.

Rest assured that we will do everything in our power to ensure the safety of our exhibitors, visitors, and partners. Free to contact us with any questions or suggestions.

Updates at a glance

Please find a summary overview of the changes below.

Changed on 9/June/2021

2. Book sales and stand events

Addition:

  • For people waiting for appointments we recommend you let them queue in the aisle, along your stand boundary. Please make sure the aisle area thus used is kept as narrow as possible and that social distancing rules are being observed. The remaining aisle should be kept clear, and neighbouring stands should not be obstructed.

5. Catering at the stand

Addition (marked bold):

Catering services are subject to the strict regulations stipulated in the Corona Protection Ordinance of the State of Hesse and the HACCP guideline. Accente Gastronomie Service GmbH ensure compliance with these regulations. Therefore please always contact them with your catering requests.