Exhibitor FAQ about Corona
By far the best CMS Berlin
When CMS Berlin opens its halls with program and trade fair on 21 September 2021, Messe Berlin and the entire CMS Berlin team will ensure that the event is optimally staged and that the regulations in force at that time are complied with. That is certain!
Messe Berlin has developed a comprehensive safety and hygiene concept , based on agreements with the responsible health authority.
The concept is based on the following principles:
Hygiene, distance and contact tracing.
We appeal to the personal responsibility of everyone to observe the recognized rules of distance and a "no handshake policy".
How does Messe Berlin protect exhibitors, stand builders and service providers from potential infection with the corona virus?
The safety and health of our exhibitors, partners and visitors is our top priority. Messe Berlin has therefore developed a comprehensive hygiene and safety concept based on consultations with the responsible health department. This concept is based on the following principles: hygiene, distance and contact tracking.
Is contact follow-up required?
Contact details and presence times of exhibitors, service providers, employees and trade visitors will be recorded by Messe Berlin prior to the entire event, including setup and dismantling, i.e. specifically: first and last name, telephone number, full address or email address.
Please note that all persons (exhibitors, stand personnel, service providers, ...) have to register online before start of construction and and bring a printed copy of their access authorization with them.
Registration on site will not be possible! An identity check is carried out when entering the exhibition grounds, i.e. the name on the access authorization / admission ticket must match a proof of identity (ID). Otherwise it won´t be possible to enter the exhibition grounds.
Attendance times will also be recorded when entering or leaving the exhibition grounds. However, they only will be available for the responsible health department if requested by the authorities. The data will be processed in accordance with data protection requirements and deleted four weeks after leaving the venue.
What should be considered in terms of hygiene when setup and dismantling?
A hygiene concept must be developed for setup and dismantling, internal and external employees must be instructed accordingly. In addition, a person responsible should be named who will take care and act as a contact person.
A staggered way of working is also helpful during setup and dismantling, in which all trades work one after the other to reduce the number of contacts. Ideally they should work in small, permanent teams. Sufficient disinfectant, gloves and masks should also be available.
What should be considered when building a stand?
The technical guidelines of Messe Berlin GmbH continue to apply unchanged.
Certainly many exhibitors will use existing exhibition stands, but these can also be adapted to the changed requirements with simple measures. Here are a few tips for the exhibition stand:
- Plan your stand generously (open space) that the minimum distance of 1.50 m will be guaranteed at all times for activities on the stand. Avoid unnecessary bottlenecks
- If possible, consider the minimum distance from the hall aisles for reception counters and exhibit presentations
- Arrange exhibits and presentation areas (e.g. LED walls) on the stand in a way that the minimum distance between visitors can be maintained and accumulations are avoided
- Two-storey stands should have wide stairs or stairs with one-way traffic (if necessary, tape or mark the floor)
- Closed rooms at the top are not recommended. Rooms in which visitor traffic takes place should be designed so that there is sufficient air exchange. At least complete ventilation should be guaranteed
- Adequately dimensioned lounging and visiting areas should be planned
- Make seating areas and meeting rooms spacious
- Hygienic barriers are to be installed if the minimum distance of 1.50 m cannot be maintained
- Hand disinfectants as well as disposable mouth and nose masks must be made available on the exhibition stand
- Physical contact points such as counters, tables and doorknobs should be avoided whenever possible. Room dividers, on the other hand, are helpful to maintain distances
- Smooth wipeable surfaces are easier to clean
How does Messe Berlin protect exhibitors and visitors from potential infection with the corona virus?
The safety and health of our exhibitors, partners and visitors is our top priority. Therefore Messe Berlin has developed a comprehensive hygiene and safety concept based on cooperation with the responsible health department. This concept is based on the following principles: hygiene, distance and contact tracking.
What specific measures are being taken to ensure that CMS Berlin runs safely and successfully?
- Compliance with strict and increased cleaning cycles for communal facilities and contact areas
- All sanitary facilities will increasingly subjected to surface disinfection, and the soap dispensers will also constantly refilled and disinfected
- The operational control of the modern ventilation systems ensures that the halls are always well ventilated
- Permanent, active information before and during the fair about measures to be taken to prevent infection by everyone
- High density of hand washing and hand disinfection options at entrances, information stands and catering points
- Observance of the recognized distance rules and appeal to personal responsibility
- Prioritization of a "no handshake policy"
In addition to the responsibility of Messe Berlin, everyone involved in events is also responsible for implementing the hygiene and safety measures.
For information, these regulations and other general principles of conduct are announced in advance online and on site on notice boards and through hall announcements. The rules can be safely implemented thanks to the house rules that apply to everyone present.
Is contact follow-up required?
The contact details and presence times of exhibitors, service providers, employees and trade visitors will be recorded by Messe Berlin prior to the entire event, including setup and dismantling, i.e. specifically: first and last name, telephone number, full postal address or email address.
Please note that all persons (exhibitors, stand personnel, service providers, ...) have to register online before start of set up and have to bring the printed copy of their access authorization with them. This also applies to all trade visitors. Registrations and the purchase of tickets won´t be possible on site. An identity check will carried out when entering the exhibition grounds, i.e. the name on the access authorization / entry card must match the proof of identity (ID). Otherwise it won´t be possible to enter the premises.
Attendance times will also be recorded when entering or leaving the measuring site. However, they will only be available for the responsible health department if requested by the authorities. The data will processed in accordance with data protection requirements and deleted four weeks after leaving the venue.
As an exhibitor, you are responsible for managing a contact list of those present at your stand and for making it available to the health authorities to identify contact persons of Covid-19 infected persons. This also applies to employees, suppliers, service providers, external companies and self-employed employees who are involved in stand construction. All data must be stored for four weeks in compliance with the introduction of the European General Data Protection Regulation (GDPR) and then deleted.
Can I offer catering at my stand?
Catering at the exhibition stand will be allowed, provided that the applicable SARS-CoV-2 infection protection ordinance of the state of Berlin is complied with. In addition, the DEHOGA recommendations (in German only) and the BGN publication "Supplement to the risk assessment for the hospitality industry" (in German only) must be observed.
Furthermore, decentralized issuing points must be planned in order to counteract an excessive density of people. If this is not spatially possible, only table service is permitted.
A minimum distance of 1.50 m between the tables must be ensured for seating. Groups of up to six people can sit at a table less than 1.50 m apart. Self-service stations are only allowed if the minimum distance is observed.
Classic drinks receptions and stand parties (events at the stand) are not permitted to protect against infection at CMS Berlin 2021.
As an exhibitor, what can I do to provide the best possible protection for visitors and participants at the exhibition stand?
Structural measures at the exhibition stand that make it easier to keep the clearances, wearing a mouth and nose cover and regular disinfection - as an exhibitor you can contribute to the protection of the participants with numerous measures. Many of this can be implemented with relatively simple means and without major costs.
A hygiene concept should be developed for the duration of the trade fair and the stand personnel should be instructed accordingly. In addition, a person responsible should be named who will monitor compliance and act as a contact person.
However, your own behavior is also particularly important: Pay attention to your distance, regular intensive hand washing, smiling instead of shaking hands - measures that most of us should have taken for granted in the past few months.
How does Messe Berlin ensure that the minimum distance of 1.50 m is maintained?
As part of our general hygiene and safety concept, we have developed extensive measures to enable compliance with the distance rules. This includes, for example, separate entrances and exits, reduced seating in front of stages and appropriately dimensioned passage widths.
Who is responsible for maintaining the distances at the exhibition stand? What should I watch out for as an exhibitor?
The exhibitor is responsible for maintaining the minimum distance at the stand. In addition, every exhibitor must observe the requirements of the safety and hygiene regulations of CMS Berlin.
To make this easier, we recommend coordinating the stand construction and furniture accordingly (see recommendation for stand construction). For example, no tight seating in meeting rooms, floor markings and plexiglas protective walls at the information counter. In addition, the entire stand personnel should be trained accordingly and deployed as "locationally stable" as possible.
Arranging appointments in advance is also helpful in order to better distribute the flow of visitors. You are welcome to use the tools we provide, such as the VMP (Virtual Market Place®), which is included in your media package.
What about hygiene? What regulations is Messe Berlin taking in this respect?
Part of the event-related hygiene and safety concept is a specific cleaning and hygiene plan. As part of this, in addition to the regular cleaning and disinfection of toilet facilities, door handles and handrails, mobile stations for hand disinfection can be found at the entrances to the site, as well as in the toilet facilities themselves.
In addition, we advise participants on appropriate hand hygiene and compliance with the cough and sneeze label.
How can I guarantee the best possible hygiene at my stand? What support does Messe Berlin offer here?
You can book stand cleaning as usual after registering as an exhibitor. Additional cleaning services (e.g. disinfection) can also be ordered according to your individual requirements on the basis of an additional cost offer. This includes the regular cleaning of the surfaces of the tables and counters, equipment such as writing materials or microphones, which should be disinfected immediately after each use.
We also expressly recommend that you keep sufficient hand disinfectant at the stand for stand personnel and visitors.
In addition, you as the exhibitor should name a responsible employee who will act as a contact person for compliance with the hygiene and distance rules.
Do I have to wear a mouth and nose cover at the event?
It is mandatory to wear a face mask during the event on all traffic areas (entrances, hall aisles, etc.).That also applies in situations in which the distance of 1.50 m cannot be maintained.
How safe is the air conditioning system? Couldn't it be possible that viruses are distributed in the hall?
Messe Berlin's air conditioning system is operated exclusively in outside air mode without a recirculation component. This means that the air is not simply circulated, but exchanged.
Messe Berlin's HVAC systems ensure that the ventilation systems in all rooms and halls are optimally controlled during events. This ensures sufficient air exchange rates / drying with the highest possible supply air proportion (depending on the outside weather / temperature).
The risk of aerosol virus transmission can thus be reduced to a minimum, according to current virological assessment.
The outdoor area around the halls will be included more than usual, e.g. for catering areas / outdoor networking etc.
How many people can be on my stand at the same time?
There is no defined number, but rather the exhibitor is responsible for ensuring that a minimum distance of 1.50 m is maintained throughout.
If minimum distances cannot be implemented in individual cases or in individual areas, increased hygiene conditions and hygiene measures apply, e.g. the installation of spit protection devices on counters and service counters, as well as the obligation to wear a mouth and nose cover.
If an employee suddenly doesn't feel well, where can I get help?
At all events, Messe Berlin guarantees immediate medical care by trained staff and appropriate on-site facilities. Please refer to the hall plan of the respective event for the exact location of the medical station.
If symptoms such as cough or fever occur before visiting the trade fair, we advise all participants, exhibitors, employees and service providers not to enter the exhibition grounds and to consult a doctor immediately.
In case of an emergency on the exhibition grounds:
First aid from a doctor by telephone: +49 30 3038-2222
In case of an emergency outside the exhibition center:
- Berlin hotline in case of suspicion of Covid-19: +49 30 90 28 28 28 8 (8:00 a.m. to 8:00 p.m.)
- Hotline "Medical on-call service": +49 116 117
- only call the ambulance in an emergency: 112
- Doctors on site in Berlin (most speak English)
Remember: Before visiting a medical support center, call and inform them about the suspicion of Covid-19.
What happens if we register a stand for CMS Berlin 2021, but later decide not to participate due to the impact of Corona?
You can cancel your participation after you have registered your stand as long as you have not received an an order confirmation and the down payment invoice. We will not send this confirmation before June 30, 2021.
Cancellation fees are only due after that date. (Before the order confirmation you will receive a placement proposal).
What happens if the organizer cancels CMS Berlin 2021 due to Corona? Will the deposit be refunded, carried over to the next event or is it lost?
In this case, no stand rent, co-exhibitor and AUMA fees will be charged / or the invoices for these services will be cancelled. Any amounts already paid for these services will be refunded or, if desired, credited for the next edition of CMS Berlin. Please refer to our General Terms of Business for Trade Fairs and Exhibitions organized by Messe Berlin GmbH .
What happens if the CMS Berlin 2021 takes place but we have to cancel the event due to Corona and the resulting changes in our company policy, but have already received the confirmation of order and the down payment invoice?
As soon as you have received the confirmation of order and the down payment invoice (which we will not send before June 30, 2021) our cancellation policy will come into effect. If you wish to cancel your participation after this date, you must inform us as soon as you have made this decision. This will give us the opportunity to find another company for your stand space.
If we find another exhibitor for your stand space (new, not by repositioning!), we as organizer will only charge you 25 percent of the total amount due - as compensation for the additional costs. If we cannot find another exhibitor for your stand space, you are obliged to pay the stand rental in full.
If the effects of Corona pandemic persist, when can we expect a cancellation?
We are confident that CMS Berlin will take place in 2021. We are in permanent exchange with the responsible authorities and pass this information on to our exhibitors and trade fair visitors in a timely manner. In cooperation with the authorities, we are making every effort to assess the situation realistically and to communicate any cancellation of the trade fair in good time to avoid additional costs.
What happens if we have received our confirmation of order and the down payment invoice but we cancel our participation in CMS Berlin 2021 due to Corona and the associated entry requirements because entry to Germany and/or return to our country of origin is impossible or made difficult by travel restrictions?
If the cancellation is due to officially ordered travel restrictions and prohibitions in the country of origin or in Germany and make entry impossible or unreasonable for the exhibitor, the exhibitor will not be charged or the stand rent will be refunded.
Unacceptability shall be assumed if the return to the country of origin would be impossible or would require quarantine after return or if entry to Germany would require quarantine. The travel restrictions and bans in the country of origin must be proven to Messe Berlin by appropriate documentation.