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Exhibit safely.

Recommendations and regulations for exhibitors

[Status: September 2021 | last changes made 1 September 2021 - Change overview at the bottom of this page]

Please note that as an exhibitor you have a special responsibility towards your staff and stand visitors at the fair.

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

Together with Messe Frankfurt, we have been busy for the past year creating the conditions for a successful trade fair under pandemic conditions, see Participate safely. Frankfurter Buchmesse safe & secure.

As an exhibitor, you are required to implement and carefully adhere to the relevant safety and hygiene regulations on your stand. We would therefore advise you to include these regulations in your planning at an early stage.

Outlined below are the current guidelines and recommendations based on the relevant regulations of the State of Hesse (in particular the "Coronavirus Protection Ordinance") and on 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. This website will be updated at regular intervals.

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. Miscellaneous

1. Stand construction

Your stand design must take into account all current safety and hygiene regulations:

Minimum distance of 1.5 m between all individuals

  • Plan your stand generously enough to ensure that social distancing is being adhered to by everybody at the stand; avoid construction bottlenecks.
  • In meeting areas in particular please make sure there is enough space between seats, e.g. by using larger or multiple tables.
  • If this is not an option or if the minimum distance during personal contact cannot be upheld in certain areas (e.g. at info counters), please use suitable structural measures (e.g. acrylic partition panes) to compensate for this.
  • If exhibits, counters, displays, screens, etc are to be positioned close to the aisle within your stand please make sure that any crowding within the aisle is being avoided and that the required social distancing is maintained.

Sufficient air circulation

  • Meeting rooms must be designed open and without ceiling cover.
  • If you have a two-tiered stand then the lower areas must be designed as open as possible to allow sufficient air circulation.

Managing stand traffic

  • Only so many people are permitted on the stand at the same time that the minimum distances are maintained at all times.
  • Make sure that directions on the stand are clearly marked, especially entrances and exists. Crowding is to be avoided at all costs.
  • Spaces around free-standing exhibits should have clear distancing markings to provide orientation for visitors.
  • 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 regulations of the German SARS-CoV-2 Occupational Health and Safety Ordinance apply especially during set-up and dismantling; see 5. Hygiene concept and occupational health and safety.
  • 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:  Neither Frankfurter Buchmesse nor Messe Frankfurt have the authority to pass approval for your stand regarding social distancing and hygiene measures. Those are entirely the responsibility of each exhibitor as the operator of their stand. Where required, we will be happy to offer individual advice sessions for exhibitors and their stand designers ahead of the fair.
  • For system stands please note: The tables and counters that you can order directly from us as part of furniture packages or via “Furniture & Extras” are not large enough to provide the required minimum distance of 1.5 m between people at a meeting. We would therefore ask you to either use several tables for meeting, or to use a protective screen. You can book acrylic protective screens and rental furniture through the order form stand equipment and furnishings from Messe Frankfurt Medien und Service GmbH (Deadline for booking: 28/9/2021).
  • For system stands we will fulfil all other health requirements in terms of stand construction; however, the responsibility for compliance with all requirements on the stand during the fair itself remains with the exhibitors and stand owners.

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. 
  • 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.
  • All events at your stand must be registered with us.  In addition to your entry in the Calendar of Events, please register all events planned at your stand (book signings, readings, presentations, etc.) with us. This will enable the security staff to anticipate visitor flows and crowds and take appropriate measures quickly if necessary. You will find a form for reporting your event here shortly.

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 also see the hygiene recommendations of the Robert Koch Institut (RKI), www.rki.de/EN.
  • Hand disinfectant is to be made readily available to both staff and visitors. Suitable products can be ordered from the Ille Papier-Service GmbH (see "Cleaning and hygiene supplies” at www.buchmesse.de/service-contractors).
  • Highly frequented contact surfaces such as counters, tables, showcases, and display items are to be cleaned at a regular basis / after each new use.
  • Please use protective gloves if items (e.g. exhibits) are being passed between people.
  • If you sell books or other goods at your stand please do so cash-free where possible.
  • There are clear rules about wearing a medical face mask at the fair, see Participate safely. Frankfurter Buchmesse - safe & secure. Those rules will also be applicable at your stand.
  • Point out the distance and hygiene regulations with appropriate signage at the stand. For this purpose, you are welcome to use the template from the standard signage on the exhibition grounds, which we provide here for download.

4. Hygiene rules and work safety

Hygiene and safety concept for your stand

You have a duty of care for your staff, as outlined in Germany’s Occupational Health and Safety Act (in particular the SARS-CoV-2 Occupational Health and Safety Ordinance).

In this context, apart from the hygiene and safety rules described above, the following rules and regulations will apply at the fair:

  • You must designate a contact person from your company as responsible for hygiene issues and leave their contact details at the stand.
  • 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. A storage period of 4 weeks applies.
  • Ensure that persons with symptoms that may indicate COVID-19 do not enter the exhibition grounds or leave immediately. 
  • Determine in advance how suspected cases and acute cases will be handled. 
  • 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. Please use the checklist as a template for drawing up your hygiene concept. As a template for you, we have listed the measures to be taken in a checklist. Depending on the conditions at your stand, you can add further points. 

Personnel from service companies (stand construction, etc.) 

  • Stand construction companies and other companies that send personnel to your exhibition stand must also be obliged by you to adhere to the necessary specifications.   For this purpose, please have the attached letter signed by all the companies you have commissioned and keep it in a safe place. It will serve as proof that you have fulfilled your obligation to provide information.
  • Also forward the following information and documents to your service providers: 

    / Recommendations and guidelines for exhibitors on Health and safety at your stand 

    / Hygiene and safety concept for your exhibition stand 

    / Set-up and dismantling passes and/or 

    / Exhibitor tickets or (trade) visitor tickets for access during the trade fair days. 

    Exception: Service companies listed on Service contractors for your stand have already undertaken to comply with the rules and to document the persons employed. They also already have corresponding access tickets. These companies only need to be informed by you of the rules that apply specifically at your stand. 

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 offered and distributed at the exhibition stand may only be consumed at the stand.
  • For consumption, the guest must take a fixed place. The distance to the nearest person must be 1.5 m or an appropriate protective device must be installed. 
  • Areas where food or drinks are consumed, in particular, must be cleaned as per the requirements.
  • Food and drinks should be offered pre-portioned and sealed.
  • Open food must be served by trained catering staff.
  • At counters where open food is served a partition panel is also required.
  • Drinks are best served in closed containers or served in glasses/cups by service staff.
  • Face masks (OP, KN 95 or FFP2 masks) and compliance with distance and hygiene rules are required for staff serving food and drinks.
  • Self-service is not permitted.
  • Third-party caterers are only permitted as service providers in special exceptional cases. Please register your third-party caterer at the following e-mail address: hygiene-standsupport@buchmesse.de. Third-party caterers must observe and implement the hygiene measures of the Corona Protection Ordinance of the State of Hesse and the HACCP guideline. Please note that you may be held liable in the event of non-compliance by the third-party caterer. If you commission a third-party caterer, you will indemnify the organizer against all claims arising from a violation of these legal regulations.
  • We have compiled detailed answers to your questions in a FAQ Catering and gastronomy, which you will soon find here for download. 

6. Miscellaneous

  • The contact details of all participants are recorded via the peronalised online ticketing. Current regulations do not stipulate that the contact details of stand visitors need to be recorded.
  • Like all other people accessing the fair site, exhibitors will be required to present documentation of either a successful recovery from a COVID infection, full vaccination, or an official negative test result, in accordance with §3 of the Coronavirus Protection Ordinance of the State of Hesse. For details see Hygiene & distancing – participate safely.
  • 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.bundesgesundheitsministerium.de/coronavirus-infos-reisende/einreise-sms-sprachen.html

 

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 16 September 2021

3. Hygiene measures at the stand

Addition:

Point out the distance and hygiene regulations with appropriate signage at the stand. For this purpose, you are welcome to use the template from the standard signage on the exhibition grounds, which we provide here for download.

Changed on 13 September 2021

5. Catering at the stand

Additions:

  • For consumption, the guest must take a fixed place. The distance to the nearest person must be 1.5 m or an appropriate protective device must be installed. 
  • ...
  • We have compiled detailed answers to your questions in a FAQ Catering and gastronomy, which you will soon find here for download. 

Changed on 1 September 2021

2. Book sales and stand events

Addition:

All events at your stand must be registered with us. 
In addition to your entry in the Calendar of Events, please register all events planned at your stand (book signings, readings, presentations, etc.) with us. This will enable the security staff to anticipate visitor flows and crowds and take appropriate measures quickly if necessary. You will find a form for reporting your event here shortly.  

4. Hygiene rules and work protection

Additions:

Hygiene and safety concept for your stand

You have a duty of care for your staff, as outlined in Germany’s Occupational Health and Safety Act (in particular the SARS-CoV-2 Occupational Health and Safety Ordinance).

In this context, apart from the hygiene and safety rules described above, the following rules and regulations will apply at the fair:

  • You must designate a contact person from your company as responsible for hygiene issues and leave their contact details at the stand.
  • 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. A storage period of 4 weeks applies.
  • Ensure that persons with symptoms that may indicate COVID-19 do not enter the exhibition grounds or leave immediately. 
  • Determine in advance how suspected cases and acute cases will be handled. 
  • 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. Please use the checklist as a template for drawing up your hygiene concept. As a template for you, we have listed the measures to be taken in a checklist. Depending on the conditions at your stand, you can add further points. 

Personnel from service companies (stand construction, etc.) 

  • Stand construction companies and other companies that send personnel to your exhibition stand must also be obliged by you to adhere to the necessary specifications.  
    For this purpose, please have the attached letter signed by all the companies you have commissioned and keep it in a safe place. It will serve as proof that you have fulfilled your obligation to provide information.
  • Also forward the following information and documents to your service providers: 

    / Recommendations and guidelines for exhibitors at buchmesse.de/en/corona-requirements 

    / Hygiene and safety concept for your exhibition stand 

    / Set-up and dismantling passes and/or 

    / Exhibitor tickets or (trade) visitor tickets for access during the trade fair days. 

    Exception: Service companies listed on buchmesse.de/en/service/service-contractors have already undertaken to comply with the rules and to document the persons employed. They also already have corresponding access tickets. These companies only need to be informed by you of the rules that apply specifically at your stand. 

Changed on 25 August 2021

5. Catering at the stand

Addition:

  • Third-party caterers are only permitted as service providers in special exceptional cases. Please register your third-party caterer at the following e-mail address: hygiene-standsupport@buchmesse.de. Third-party caterers must observe and implement the hygiene measures of the Corona Protection Ordinance of the State of Hesse and the HACCP guideline. Please note that you may be held liable in the event of non-compliance by the third-party caterer. If you commission a third-party caterer, you will indemnify the organizer against all claims arising from a violation of these legal regulations.

Changed on 28/July/2021

1. Stand construction

Managing stand traffic

Addition:

  • Make sure that directions on the stand are clearly marked, especially entrances and exists. Crowding is to be avoided at all costs.

Removed text:

  • 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.
  • Larger stands will require a clearly marked one-way traffic system to manage visitor flow.

Planning, approval, set-up

Additions:

  • The regulations of the German SARS-CoV-2 Occupational Health and Safety Ordinance apply especially during set-up and dismantling; see 5. Hygiene concept and occupational health and safety.

[…]

  • For system stands please note: The tables and counters that you can order directly from us as part of furniture packages or via “Furniture & Extras” are not large enough to provide the required minimum distance of 1.5 m between people at a meeting.
    We would therefore ask you to either use several tables for meeting, or to use a protective screen. You can book acrylic protective screens and rental furniture through the order form stand equipment and furnishings from Messe Frankfurt Medien und Service GmbH (Deadline for booking: 28/9/2021).

5. Catering at the stand 

Addition:

  • Food and beverages offered and distributed at the exhibition stand may only be consumed at the stand.
  • Areas where food or drinks are consumed, in particular, must be cleaned as per the requirements.

6. Miscellaneous

Addition:

  • The contact details of all participants are recorded via the peronalised online ticketing. Current regulations do not stipulate that the contact details of stand visitors need to be recorded.
  • Like all other people accessing the fair site, exhibitors will be required to present documentation of either a successful recovery from a COVID infection, full vaccination, or an official negative test result, in accordance with §3 of the Coronavirus Protection Ordinance of the State of Hesse. For details see Hygiene & distancing – participate safely.

 

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.