COVID-19 GUIDELINES FOR AERO INDIA-21 - FEBRUARY 3-7, 2021 AIRFORCE STATION YELAHANKA, BENGALURU, INDIA - Aero India 2021
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COVID-19
GUIDELINES FOR
AERO INDIA-21
FEBRUARY 3-7, 2021
AIRFORCE STATION
YELAHANKA, BENGALURU, INDIA
1
PREFACE
The COVID-19 pandemic has put an impasse on Business in its erstwhile format and
few Aerospace & Defence (A&D) exhibitions have been witnessed in the year 2020.
Aero India-21 heralds the new year viz 2021 and adapts itself to the new normal and
aims to provide the much needed platform for Decision Makers and A&D Businesses
from around the world to forge new partnerships and strengthen existing ones.
India’s resolve for self-reliance has gained momentum with a series of policies
announced during 2020 with the aim to Make in India and Make for the World. Aero
India has already carved a niche for itself and is Asia’s Largest Aerospace exhibitions.
From a modest beginning in 1996, the silver jubilee of the Aeroshow has been well
received with 96% space sold within weeks of announcement. The event thus
signifies new beginnings and appears to coincide with the availability of a vaccine.
The event will connect experts, sectors, and industries and promote A&D businesses
between world manufacturers most of whom are eager to be a part of the event.
The most important factor has been to ensure that the event adapts to the health &
safety guidelines and provides the right environment for people to meet. The
document aims to present the overall planning and schematic of Aero India-21
adapted to the International standards of reopening businesses through exhibitions.
A conscientious approach has already been put in place whilst drawing up the floor
plans for the event and two Halls have been omitted and Open area display has been
de-cluttered to provide adequate free-flow for participants. The overarching canvas
of the event and participants experience is aimed to be delivered through this
document.
2
HOW
TO USE
THIS
GUIDE
The Good Practice Information is Divided into 6 Main Chapters
PERSONNEL SAFETY
PHYSICAL DISTANCING
HEALTH AND SAFETY MEASURES
CROWD CONTROL
TRAVEL GUIDELINES
GENERIC GUIDELINES3
1 GOOD PRACTICES:
PERSONNEL AND PEROSONAL
SAFETY
1.1 Risk Analysis
Health safety risk analysis to control COVID-19 infection and strive towards a controlled
environment is consistently evolving. The decision to schedule Aero India 21 is based on a rigorous
risk-assessment exercise, tailored to the event. The synergies between the Government of India
and the State Government viz Government of Karnataka are instrumental in ensuring the
commitment of the conduct of the event in a Safe and Secure environment.
Health and Safety specialist for Aero India-21
o Services at Aero India-21 are to abide by the protocols defined for risk mitigation of
COVID-19 transmission.
o A Task Force Group has been monitoring the overall event planning and activities
thereof starting from the Overall Layout, Floor plans and will continuously oversee the
activities during the Build Phase as also during the event and strike down phase.
o Specialist will be assigned to orient the ground personnel for ensuring their safety as
also the safety of others. Policy of No Mask No Entry has already been implemented.
Inclusion of Work from Home personnel in COVID-19 assessment
o Support team working from home will be assessed based on the environment they are
living in to ensure that in the event of their presence at the venue for short durations,
they do not come from containment zones.
Setting up of Analysis Team for Self-Assessment and Peer Assessment
o Introduce mapping process that analyses the total sequence of movement and activities
at the venue. This shall help analysis team to find safety risks and come up with good
solutions. This methodology will help in identifying any new risk that arises in any area
and also how one risk carries through the other areas. A mitigation strategy would be
adapted based on the Analysis Team recommendation.
o 5 pathways of mapping that would be used for analysis
Customer Movement Tracking
Organizer Movement Tracking
Exhibitor Movement Tracking
Employee Movement Tracking
Contractor Movement Tracking
4
Health and Safety specialist will monitor new developments in related industries
o Monitoring new developments in other industries will help create awareness and tackle
any new developments with learnings of other organisations. New models to manage
Covid-19 are being created every day and thus it will be essential that these new
developments are tracked and built-in the risk mitigation strategy.
Usage of technology to track, assess and limit risk
o It is important to assess risk throughout operations and measures as applying certain
types of controls can yield new or other challenges. Measures such as thermal scanners
to scan body temperature, footsteps counter to avoid crowding inside halls are being
introduced, UV scanning for baggage, No mask No entry policy etc.
1.2 Managing Use of Prevention Material
Stringent measures for management aspects around purchasing, storing, distribution and use
of prevention materials
o Various aspects such as trusted partners, certification of Health and Safety specialist,
quality checks, inventory control, safety regime for materials, following standard
issuance protocol, following standard protocol for the distribution of material is taken
into consideration to ensure efficient distribution management.
Timely procurement of PPE and other Safety & Prevention material
o Procure the Safety equipment in sufficient numbers to mitigate any shortfall of material
during the event.
Suppliers to ensure their own Safety
o A document is made for the suppliers who maintain storage facilities which includes a
checklist for warehouse operations is listed.
5
2 GOOD PRACTICES:
PHYSICAL DISTANCING
Good practices on enabling physical – also widely known as social distancing is
outlined in the following sections.
Physical Distancing Plan
o The plan ensures in decreasing density through institutionalized crowd control,
staggered entry and decongestion strategy. Some of the initiatives that are being
considered for introduction are utilizing mobile app for access, geo location for clocking
in/out, stagger break times for support personnel and introducing additional space in
the food courts, increased inter-spacing in the seating areas at Inaugural event, Seminar
Halls, Waiting Lounges etc., installation of plexglass shields/dividers, increase set-up and
dismantle time to reduce the number of labor at the venue, foot marks for queues, slots
being allotted to all vendors to manage movement.
Defining proper team
o Enforcement and incident reaction teams to be formulated to ensure that the physical
distancing norms are monitored and guest are guided at all times.
2.1 Barriers and Floor Marking
Markings/Distancing stickers/Flags will be placed for queue management, access through the
main access gates, registration counters, entry to all halls, food courts, chalets, access to
toilets, at exits, meeting rooms, Media and Convention Centre.
Solid barriers such as partitions, desks, wall elements, table dividers to be used at strategic
locations such as meeting rooms, B2B lounges, stage seating, reception areas in chalets
Light weight material is being used for the ease of cleaning with abrasive chemicals.
Long lasting material will be used to ensure visibility throughout the event days.
One-way routing scheme will be encouraged to the extent possible for outdoor movement.
The overall visitor presence would be guiding.
Extensive signage for consciousness amongst attendees as also to re-inforce the movement
scheme and markings.
6
Examples of floor stickers installed at the venue to ensure social/physical distancing among people standing in queue and entry of halls.
2.2 Transparent Partitions
Visitors and support staff interaction at areas such as information desks, badge distribution or
material/information handout desks, security booths, Chalets etc. will have transparent
partitions to reduce the transmission risk from one to many or many to one.
Partitions will come in mobile/ non-mobile, solid to flexible, and standard to custom made to
ensure that the partition can withstand thorough, frequent cleaning. Fire-resistant plastic to
be used to prevent creating or adding to, a fire hazard.
Examples of glass partitions in reception and meeting rooms.
2.3 Distancing Booths, Aisles for Circulation
This section covers the points to be considered for organizers, builders, attendees when it comes to
area booths. Some key tenants for Aero India 21 are as follows: -
All Health and Safety measures will be imposed from buildup stage. Use of time slots will play
an essential part in maximizing distancing.
Linear arrangements and interspacing of 6 Sqm between smaller booths has been done to
prevent crowding in the Halls especially on the aisles
7
Exhibition hours has been extended upto 18:00hrs to ensure dispersion of visitors.
In each booth presence of only 2 personnel is allowed.
One visitor at each time shall be permitted at the smaller booths.
In the larger booths visitors will be permitted maintaining a distance of 3 feet between each
other.
Foot counting mats to be placed outside each hall to ensure crowd control
Booth to be designed with surfaces that can be easily cleaned
Avoid handling of displays. Heavy screens to be used to showcase products and information.
Booth technology touchpoints to be placed well apart
Instructions on routes/movements to be given clearly outside each hall.
Visitor counting mechanism for each display hall will be provisioned.
Visual representation of booths.
Layout of hall showing distance between small booths.
2.4 Conference Style Layouts
Seating for Seminars and conferences being held at the venue will have a gap of 3 feet
between adjacent chairs.
Seating capacity for each hall will be defined accordingly and digital mediums will also be put
in place to ensure maximum participation at the seminars.
Seating instructions and guidelines to be put up on plasmas outside each hall. Hall capacity
and seats availability will be displayed on the screen provided outside of the Seminar Halls.
8
Visual representation and layout for seating in conference center.
2.4 Inaugural / Grand Stand Seating
Every alternate seats will be blocked in the Inaugural / Grand stand to ensure physical
distancing between dignitaries/invitees at the inaugural event and other events thereof.
VIP sofa seats will also follow the norms of physical distancing of 03 feet between two VIPs.
Separators may be used for the dais seating.
Visual representation and layout for seating during inaugural.
9
3 GOOD PRACTICES:
HEALTH AND SAFETY MEASURES
The following sections outlines a series of widely applicable health and safety
controls that have been issued by various government bodies in India which are
being implemented at Aero India 21.
3.1 Access Control and Health Screening
All the entry points to have thermal scanners to check body temperature
No mask No Entry principle will be strictly enforced
Special lane access for differently abled
3.2 Pre-Registration
Visitors can register prior to the event through the Mobile app or the website.
E- Badges will be issued to ensure contactless entry
Physical badges will be provided on request
Onsite registration will be done using the QR code scanning and self-registration kiosk being
planned to ensure minimum contact.
During registration time slots for entry of vendors and organizers will be mentioned which will
ensure staggered movement.
3.3 Information Document
Information document with the rules and guidelines will be uploaded on the website
General instructions will be given along with the E-Badge/E-Ticket.
All support staff to be given training with regard to the movement plan to ensure smooth flow
of traffic.
3.4 Setting Up modular booths
Multiple entry booths to be set up for baggage scanning and body temperature checks.
10Model Baggage scanner with UV sanitizing
Visual representation of contactless kiosk at registration
Visual representation of thermal scanner installations at entry points.
113.5 COVID-19 Signage
COVID 19 protocol posters and signages to be placed all around the venue.
These will be played as video messages, posters at strategic locations and audio messages.
123.6 Negative Health Screening Test Management
Isolation room will be set up for the people showing symptoms of the novel corona virus
that will act as a holding area till the respective authorities can take the patient to a
quarantine center.
Protocol for isolating suspected persons: -
o Direct the person to the isolation room
o Assure the person by informing the person on the steps to follow
o Settle and hydrate the individual
o Perform COVID-19 checks at the isolation room
o Informing the local health authorities for relocating to a proper facility
o Traceability of the personnel towards contact tracing and monitoring of individuals
o Informing Family members or Contacted individuals in case of them being carriers
Visual representation of isolation room
Flow chart of movement of individual for thermal screening
133.7 General Cleaning, Sanitation and Disinfection
Frequent sanitization at high touch point areas such as food courts, chairs, counters, toilets,
golf carts, trash bins, convention center, lounges etc. to be done on regular intervals.
Proper graphic representation of cleaning and sanitization procedures to be given in all areas
related to conservancy.
All staff assigned to conservancy areas will wear PPE kits at all times
Touchless Hygienic technology to be used in conservancy areas
o Sensor based toilets
o App based tracking of cleanliness routine of toilets
o Sensor based soap dispenser
o Establishment of waiting area outside the toilets to avoid crowding inside
o Deployment of bacteria and virus killing material
Trusted and certified sanitization partners will be appointed for Aero India 21
Providing hand sanitizing and hand washing stations
Enabling no/minimal contact policy with measures such as contactless access, footpull for
doors, inter-spacing, crowd control and monitoring etc.
3.8 Air Ventilation and Filtration
Proper Ventilation of spaces and prevention of virus circulation through filters.
Speed control mechanism being adopted to ensure maintenance of temperature
Toilet ventilation to be on 24/7
Air handling units will be switched for recirculation of 100% outdoor air
Leakage monitoring systems are put in place
Increase in air ventilation systems
Proper Air circulation to ensure dispersion of any bacterial/viral load.
Appropriate quality filters to be deployed in all AC units
143.9 Waste disposal
Assigned vehicles for waste removal/collection at regular intervals from all areas
Route for waste disposal vehicle movement to ensure minimum people contact.
Waste disposal vehicles will dump the waste at government specified locations.
Separate bins for toxic waste and discarded masks/PPE kits.
All staff to wear PPE kits at all times.
3.10 Food & Beverages and Banqueting Services
Food courts will be frequently sanitized duly taking care that the food remains clear of
sanitization spray.
No chair covers to be used to ensure ease of cleaning.
Food storage areas to be sanitized and access to be restricted.
Disposable cutlery and food serving options are being considered.
Packed foods to be served wherever possible.
In case of buffet the servers can only touch the serving ladles and food. Plates will be handled
by the individuals.
Adequate distance between the table and the person to be maintained in buffet systems.
154 GOOD PRACTICES:
CROWD CONTROL
4.1 Access Routes
Traffic Management plan will be circulated in print media well ahead of the event
Key focus areas for access routes management are:
o Parking areas
o Registration
o Exhibition halls movement
o Outdoor display movement
o VIP movement
o Queue Management
o Inaugural and Live demo area movement
Floor plans for each to be displayed around the venue
Each access route will be monitored closely by Health and Safety specialist team to ensure
that no lapses ensue and in case of omission, a proactive solution is implemented.
Tracking technology to be used by means of foot counter mats, facial recognitions, QR
scanning, CCTV to track the presence of people.
Floor markings to be present to control the distance in queues.
QR CODE SCANNING
CCTV CAPTURE FOR COUNTING THE NUMBER OF
PEOPLE INSIDE THE HALL.
MOVEMENT PLAN FOR REGISTRATION COUNTERS
165 GOOD PRACTICES:
TRAVEL GUIDELINES
5.1 International Travelers
All travelers should submit self-declaration form preferably on the online portal within 72
hours prior the scheduled travel or physically after arrival at the respective health counters.
An Undertaking is to be submitted on the online portal or on the civil aviation website.
Travelers may also seek exemption from quarantine they shall apply to the online portal at
least 72 hours before boarding and submit a report of the test that has been conducted within
72 hours prior to undertaking the journey. The test report should be uploaded on the portal
for consideration. Each passenger shall also submit a declaration with respect to authenticity
of the report.
In case of travelers coming from countries having the second wave of Covid-19, they have to
undergo a test when they land as well and submit their travel history.
All travelers to have confirmed return flight ticket which should not be more than 14 days
later from the date of travel.
Place of stay/hotel reservation copy to be submitted.
A valid Visa is to be produced.
Business or short visit travelers who are coming for short duration of 48 Hours (counted from
date of arrival) then he/she is exempted from Covid-19 test & quarantine.
5.2 Domestic Travelers
All passengers to follow safety protocols issued by the airline. All passengers to board and
travel in the flight wearing Safety kits provided at the airport.
No quarantine for the domestic travelers.
In case of failing the body temperature screening test, a repeat thermal screening will be
undertaken to verify the initial observation and thereafter the individual will be referred to
the nearest Isolation /quarantine facility for detailed assessment.
Travelers to download Arogya setu app and present their status as an enabler for verification.
All to submit a self-declaration form stating their body temperature while travelling and also
their travel history.
176 GOOD PRACTICES:
GENERIC GUIDELINES
The self-assessment through Aarogya Setu Mobile App is recommended for all the entrants.
All the entrants should be instructed not to have a close contact with anyone if they are
experiencing any symptoms related to the virus.
Wearing mask at all times is mandatory. If an individual does not adhere to this, they will not
be permitted inside the venue or may be requested to leave the venue.
Covered dustbins are essential in all stalls and everywhere at the venue.
Physical distancing guidelines are to be strictly followed and Visitors are to abide by the floor
markers.
All vendors, participants are to engage through the contactless interface being introduced at
Aero India 21. Pre-registration is being encouraged.
The visitors will not enter the venue if the body temperature is not normal.
Sanitization of all stalls is to be done/ensured by owners at regular intervals.
Sanitizer stand is to be placed at all stalls, and will be available at entry and exit points of halls.
Self-declaration forms to be filled by all exhibitors, service providers, organizers and any other
third party vendors.
All conservancy staff will be adequately briefed to ensure highest hygiene standards.
Do’s and Don’ts of COVID Protocol will be displayed using various mediums at the venue.
Practice frequent hand washing with soap (for at least 40-60 seconds) even when hands are not
visibly dirty. Use of alcohol-based hand sanitizers (for at least 20 seconds) is recommended.
Respiratory etiquettes are to be strictly followed. This involves strict practice of covering one’s
mouth and nose at Exhibitions Ecosystem by Fair Organizers, Venue Providers, Business
Visitors/Delegates, Exhibitors, Service Providers etc. while coughing/sneezing with a tissue
/handkerchief/flexed elbow and properly disposing off the used tissues.
18REFERENCES
Standard operating procedure for re-opening of trade exhibitions issued by ITPO
Government of Karnataka protocols for conducting Aero-India 21 at Bengaluru
UFI Good practice guidance for re-opening business events
UFI Industry all secure standards
Please Note: The instant version will be updated in-line with the Government of India
and Government of Karnataka (the host state) guidelines. Please ensure to refer to the
latest guidelines closer to the event and prior travel to India.
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