IAAPA Expo 2020 | Health and Safety Guidelines
Health and Safety is Our Top Priority
IAAPA is focused on providing a safe and healthy environment for attendees, exhibitors, and our team. IAAPA is working closely with our partners at the Orange County Convention Center and Orlando Health to develop and implement a comprehensive plan focused on a safe and successful IAAPA Expo 2020. IAAPA is also following the latest guidance and recommendations for large groups and meetings from the US Centers for Disease Control and Prevention.
The planning process will continue to be enhanced and updated leading up to IAAPA Expo. Important steps include:
- Enhanced Cleaning and Disinfectant Procedures
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The Orange County Convention Center (OCCC) is an involved partner with IAAPA. As part of their efforts to continue to provide safe experiences for events, the OCCC has received the GBAC STAR™ Accreditation from the Global Biorisk Advisory Council® for its coronavirus cleaning and prevention efforts.
The OCCC’s enhanced cleaning and disinfectant procedures adheres to US Centers for Disease Control and Prevention (CDC) and World Health Organization (WHO) guidance. OCCC staff have increased the frequency of cleaning and disinfecting bathrooms and commonly touched objects such as hand railings and door handles. The OCCC’s current guidelines are here: www.occc.net/guidelines. You can find OCCC Operational Procedures here.
- Orlando Health – Medical Concierge Program
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IAAPA has partnered with Orlando Health, one of Central Florida’s most recognized health care systems. Orlando Health professionals will be onsite at IAAPA Expo 2020 to provide personalized medical services through a medical concierge program. IAAPA attendees will have access to 24/7 medical care through Orlando Health’s Virtual Visit program, which connects guests directly to a physician through their phone, tablet, or computer.
- Temperature Screening
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Anyone entering the OCCC will need to have their temperature screened before entering. Upon receiving a first screening, individuals with a temperature of 100.4 degrees or less, will receive a wristband which must be worn all day while at the OCCC.
Individuals displaying a temperature higher than 100.4 will be taken to a private area for a secondary temperature screening. If the temperature is still higher than 100.4 and/or the individual answers positive to the health screening questions, the individual will not be allowed to enter the OCCC. IAAPA will arrange for a refund of any paid registration fees within 30 days post-show.
- Face Masks / Face Coverings
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All individuals age 2 and up will be required to wear a face mask or face covering while in the OCCC, riding Expo transportation, and taking part in off-site Expo-related events. Complimentary masks will be available for those that need one. “Mask-free” zones will be available in designated locations of the OCCC.
- Physical Distancing
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IIndividuals should leave at least 6 feet (2M) of empty space to the person closest to them. To help ensure Expo attendees can adhere to physical distancing, IAAPA has added:
- Signage and visuals throughout the OCCC encouraging and promoting physical distancing.
- Designating separate entrances and exits when possible.
- One-way traffic flow when possible.
- Capacity limitations at education sessions.
- Floor markings in areas such as registration, restrooms, etc. designating incremental physical distancing.
- Coordinating with the OCCC for elevator and confined space capacities and usage.
- Adding physical barriers such as sneeze guards.
- Crowd Density / Flow and Density
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IAAPA Expo will following physical distancing requirements based on a 6-foot radius (approximately 2M) space separating individuals and physical distancing space per person of approximately 28 sq. ft. (2.6SQM). This guideline will be followed whenever possible in all areas including the trade show floor, registration area, lobby areas, education sessions, special events, and meeting rooms.
- Education Sessions / Meeting Space
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Meeting rooms and education space will be configured to maintain physical distancing guidelines whenever possible. IAAPA is working with the OCCC to provide regular cleaning and sanitation procedures of meeting space including cleaning of microphones between each use.
- Reduced Contact at Registration
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IAAPA is working with our registration provider, Experient, to provide a safe environment including:
- Encouraging online pre-registration prior to IAAPA Expo.
- Providing physical distance at the counters and the line queues.
- Touchless badge pick-up using confirmation QR code on a mobile device or printed confirmation.
- Cleaning protocols for touch screens
- Hand Sanitizers
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Touchless hand sanitizer stations will be located throughout the OCCC including restrooms, concourses, food and beverage areas, meeting rooms, registration areas, and the trade show floor.
- Hand Washing
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Frequent hand washing with soap and water for a minimum of 20 seconds every 60 minutes is encouraged to help combat the spread of germs. The OCCC has 728 sinks available to help encourage frequent handwashing.
- Alternative Greetings
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Meeting and greeting are a core part of IAAPA Expo. To help reduce the potential spread of germs, the CDC advises against handshaking, hugging or touching others in order to maintain 6 feet (2M) social distance. Suggested alternative greetings include say hello, wave to the person, give a nod, mime a fist bump, or smile. Attendees are discouraged from sharing printed business cards and exhibitors should consider touchless devices such as lead retrieval options.
- Avoid Touching the Face
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To help prevent the spread of germs, individuals should avoid touching their face, eyes, nose and mouth. During IAAPA Expo, shared equipment such as headphones or microphones will be sanitized before and after each use.
- Cough & Sneeze Etiquette
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Individuals should follow proper coughing and sneezing protocols advised by US Centers for Disease Control and Prevention (CDC) and World Health Organization (WHO). Please use tissues, or an elbow or shoulder if no tissue is available, followed by thorough handwashing or sanitizing after. Tissues should be promptly discarded in a waste receptacle.
- First Aid and Medical Support
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IAAPA has partnered with a local provider to have medical personnel in several first aid locations at the OCCC including roving paramedics. Each first aid location will be prepared to assist anyone who is unwell, including anyone displaying COVID-19 symptoms
- Symptomatic Individuals
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Any individual displaying symptoms of acute respiratory illness upon arrival at the OCCC, or who becomes sick during the day, should be advised to visit an on-site First Aid station to be screened by the in-house medical personnel. Based on the evaluation, the individual may be sent away from the OCCC or to a local medical facility for further examination and testing.
- Exhibit Booths
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Exhibit booth design and layout should incorporate established best practice guidelines including:
- Booth density to ensure social distancing (divide your square footage by 28 to determine the capacity).
- Establish one-way traffic flow with marked entrances and exits when possible.
- Transparent dividers in areas where people will be in close contact.
- Using touchless alternatives to traditional engagement, collateral material and giveaways.
- Incorporate signage promoting health and safety practices.
- Regular cleaning of spaces and surfaces throughout the day, as well as before and after each day of the show.
- Have hand-sanitizer available for staff and visitors.
- Incorporating protocol for products that require touching or individual use by following IAAPA’s COVID-19 Reopening Guidelines: Considerations for the Global Attractions Industry.
- Social Events
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IAAPA is working with all our venues on the following:
- Limit attendance or seating/reception capacity to allow for social distancing.
- Use multiple entrances and exits and discourage crowded waiting areas.
- Block off rows or sections of seating in order to space people at least 6 feet apart.
- Eliminate lines or queues if possible or encourage people to stay at least 6 feet apart by providing signs or other visual cues.
- Prioritize outdoor activities where social distancing can be maintained as much as possible
- Food: Concessions
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Centerplate, the exclusive catering provider at the OCCC, has adapted traditional services and offerings to include: individually packed meals, modified catering services, specialized packaging and adapted menus. New safety measures include Freedom Pay, point of sale barriers, wrapped silverware, and single-use condiments. Centerplate’s full guidelines can be viewed here.
- Transportation
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IAAPA’s shuttle buses will implement several safety standards throughout Expo, including daily health screening of drivers. Face masks will be required to ride a bus. Bus handrails and high touch areas will be wiped after each route, and hand sanitizer will be available upon loading the bus. Bathrooms on the buses will not be available.
- Hotels
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IAAPA is working with onPeak, the official housing company and hotel partners on their COVID19 response plans, operating procedures and new policies on hotel safety and cleanliness. Policies include physical distancing signage in hotel public spaces, contactless check-in experience, additional grab-and-go food options, increased room service options and housekeeping refresh services by request only. Policies will vary by hotel and can be found by hotel brand here.
- Suppliers/Vendors/Venue Personnel Screening
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All suppliers and vendors working at IAAPA Expo 2020 will follow the same protocols as show attendees, exhibitors and IAAPA staff. Specific guidelines by company include:
- Ongoing Communication and Awareness Measures
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IAAPA will share the Health and Safety Guidelines regularly through:
- IAAPA.org website
- Social media channels (Facebook, Twitter, LinkedIn)
- Exhibitor Services Guide
- Event Signage On-site
- Public Address System On-site
- IAAPA Expos mobile app
- Pre-show messaging
- Health & Safety greeters on-site to remind guests to comply with guidelines
- Additional Resources
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Centers for Disease Control and Prevention
Centers for Diseases Control and Prevention/Travel
Reopening Guidance: Considerations for the Attractions Industry
- Registration Refunds
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Attendees who are not able to attend due to illness will have their registration fee refunded, less a $25 processing fee. Attendees should consider these guidelines carefully before deciding to register and attend IAAPA Expo. Anyone with symptoms such as fever or feelings of being sick should not attend IAAPA Expo. This includes anyone who has been in close contact with a person known to have COVID-19.