Covid-19 Risk Mitigation Plan - JULY 2020 - IBTM Events
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Covid-19 Risk Mitigation Plan
JULY 2020
Risk. Reinsurance. Human Resources.
Fira Barcelona specializes in the organization of exhibitions and congresses. With a portfolio of 80 exhibitions, nearly 40.000 exhibitors and 3,5 million visitors.
with its 2 venues:
Montjuïc
155.000m2
Gran Via
200.000m2
has the largest exhibition area in Spain
Covid19 – Plan to Restore Activity
Beginning in April the 16th, Fira de Barcelona undertakes a project to ensure that its events and venues are from now Covid Proof. The objective is
to define and establish the necessary actions so that the activity can be resumed as soon as possible with the maximum security measures for its
clients, visitors and exhibitors.
The Project
Determine specific security criteria for 1. Report of priorities on the de-escalation, establishing To be able to resume safely the activity of Fira de
professionals who participate in B2B Fairs and specific criteria for holding fair events against other types Barcelona in the shortest possible time.
Events, different from other activities or sectors of mass of mass gatherings (concerts, demonstrations, sports
gatherings. Based on: events, etc.), taking into account the measures established Comply with the maximum protection and security
by the authorities and the “good practices ” applied by for: exhibitors, visitors, assemblers, suppliers,
1. Analysis of Covid19 contagion risks in all event other venues. employees and partners of Fira de Barcelona.
activities.
2. Identification and implementation of prevention 2. Risk Map: Analysis of the exposure of Fira de To be able to contribute from Fira de Barcelona to
and mitigation measures, in order to carry out its Barcelona's activity against the risks of Covid19: the economic recovery of Barcelona, Catalonia and
activity safely. Spain, and of all the economic and social sectors in its
Always complying with the indications of health
• Identification and analysis of risks environment.
agencies and authorities, government administrations • Identification and development of necessary
and good practices. prevention and mitigation measures
• Definition and establishment of controls and
managers.
• Defining reports and collecting information
3. Action plan: necessary actions and follow-up thereof to
guarantee the holding of events and their development in
compliance with the instructions of the authorities, and
maximum safety for people.
4. All this will be carried out within a maximum period of 2
months.
360º strategy 3 Perspectives – 3 experts:
Business, Risk Management, Medical
P HAS E 1 . B E NC HM AR K By Spanish Law, trade shows are a Commercial Activity. How B2B trade shows compare with malls from a Covid19 risk perspective?
P HAS E 1 . B E NC HM AR K
Feria B2B
Congreso
Feria B2C
Fase 0
Fase 1
Fase 2
Fin Desescalada
AON ESPAÑ A | RISK SOLUT I O N S | CONFI D E N CI A L
Ge n e r a l Fr a m e w o r k C OVI D 1 9
WHO
UFI
Reference documents EMECA
ICTE
Legal recommendations from
government
Medical evolution of the
pandemic
. Worldwide
. Country Level
. Regional Level
Risk 1. Prepared for the worst case
Commitee to General Contingency Plan
2. Flexible
reevaluate prepared to tackle the evolving
3. Convenient & easy to adopt for
risks situation
exhibitors & visitors
AON ESPAÑ A | RISK SOLUT I O N S | CONFI D E N CI A L
1 . P r o c e s s id e n tific a tio n + r is k in te r a c tio n s
PROCESOS / SERVICIOS
60 processes/services cover the fully user experience at Fira Barcelona
Transport from/to the venue Parking, Metro, Bus, Taxi, etc
Venue access Ticket offices, control accesses, ticket scanning etc.
Journey within the venue Elevators, escalators, Pavilion transfers, etc
Restaurants, catering points, buffets, vending machines,
Food & Beverage
etc.
Customer Services Information points, cloack rooms, etc.
Walkways, rest áreas, toilets, meeting romos, first aid,
Other Services
etc.
Medical risks
Covid19 transmisión through:
• Person – person
• Person – object
AON ESPAÑ A | RISK SOLUT I O N S | CONFI D E N CI A L
2 . E x a m p le o f r is k e va lu a tio n
For each process, an accurate risk of interactions have been done. After that, every interaction has been evaluated from a risk/medical perspective, the level
of interaction, the exposure time and the severity. Obtaining at the end a clear and complete map of risks.
Ejemplo Máster Análisis
de riesgos – Parking
AON ESPAÑ A | RISK SOLUT I O N S | CONFI D E N CI A LR is k M itig a tio n S tr a te g ie s
MIT IGATION ST RATEGIES
MAINTAIN any current interaction if it’s safe.
ELIMINATE any interaction whenever possible.
DIGITALIZE the interaction if possible.
SEPARATE: maintain a physical distance or use physical
means of separation.
SCREEN, identifying and managing potential positives.
PROTECT people by means of hygienic measures and
personal protective equipment.
INFORM the measures and the need for compliance.
SUPERVISE compliance with the above points.
AON ESPAÑ A | RISK SOLUT I O N S | CONFI D E N CI A LGroups of mea s ur es
#
More tan 60 processes/services reveiwed Estrategia
Cate Categoría de contramedidas
principal
goría
ELIMINAR 1 ELIMINAR/REDUCIR COLAS
ELIMINAR 2 ELIMINAR PROCESO
ELIMINAR 3 ELIMINAR STAFF
ELIMINAR 4 ELIMINAR REUNIONES
ELIMINAR 5 ELIMINAR ENTREGABLES
940 countermeasures identified
ELIMINAR 6 ELIMINACIÓN DE INSTALACIONES TEMPORALES
ELIMINAR 7 ELIMINACIÓN DE INSTALACIONES FIJAS
PROTEGER 34 RENOVACIÓN DE AIRE
PROTEGER 35 LIMPIEZA / DESINFECCIÓN COMIDA
PROTEGER 36 LIMPIEZA / DESINFECCIÓN ESPACIOS
PROTEGER 37 LIMPIEZA / DESINFECCIÓN OBJETOS PERSONALES
PROTEGER 38 LIMPIEZA / DESINFECCIÓN SUPERFICIES
Groupped in 59 different categories PROTEGER 39 USO DE MASCARILLA
PROTEGER 40 SUMINISTRO DE MASCARILLAS
PROTEGER 41 SUMINISTRO DE GUANTES Y OTROS EQUIPOS DE PROTECCIÓN
PROTEGER 42 USO DE GUANTES Y OTROS EQUIPOS DE PROTECCIÓN
PROTEGER 43 SUMINISTRO DE GEL
PROTEGER 44 RESTAURACIÓN: (REORGANIZACIÓN Y MEDIDAS DE PROTECCIÓN)
Each of them linked to each of the 8 mitigation
strategies
AON ESPAÑ A | RISK SOLUT I O N S | CONFI D E N CI A LR is k m itig a tio n p r o je c ts
Screen
Maintain Screen • Positive handling and detection protocol
• Modify security protocols
Maintain/Eliminate
• Design and operation guide for exhibitors, Protect
organisers, and visitors. • Use of PPE
Eliminate • F&B mitigation strategies Protect • Hand sanitizing
• Supervision of use of face mask
• Cleaning/hygiene
• Air renovation
Digitalize Digitalitze Inform Comunicar
• Digitalize interactions human-object • On site information
• Digitalize interactions human-human • Additional Fixed/venue signage
• Review/modify exhibitors information pre-show
Separate Supervise Supervise
Separate • People flows and capacities • Update technical regulations
• Physical distance • Update contracts
• Transparent screens • Define audit proceduresAC TI ON P LAN
General Plan of Countermeasures
20 Implementaton Projects for Operations & Operations & Operations &
preparing the venue against Covid19
+ Design Guide for
VISITORS + Design Guide for
EXHIBITORS + design Guide for
ORGANISERS
Contingency Plan for each show
called for september
AON ESPAÑ A | RISK SOLUT I O N S | CONFI D E N CI A LDe s ig n & Op e r a tio n a l g u id e lin e s - Or g a n is e r s AON ESPAÑ A | RISK SOLUT I O N S | CONFI D E N CI A L
De s ig n & Op e r a tio n a l g u id e lin e s - E x h ib ito r s AON ESPAÑ A | RISK SOLUT I O N S | CONFI D E N CI A L
Covid-19 Risk mitigation plan Attendee experience
1. Exhibitors build their exhibition spaces following the Design and opeation guide, in
Maintain
order to create spaces of interaction and sale, while maintaining high standards of
comfort.
Eliminate 2. The venue discourages the distribution of deliverable materials to exhibitors and
visitors (such as lanyards, documents, brochures, welcome packs, etc.), and its
distribution is restricted
3. Events promote online registration and access using mobile apps, that can potentially
Digitalize assing arrival entry times to the venue.
4. Events where the physical activities are complemented with digital activities, to
improve the user experience and increase the impact ot the event outside the venue.
5. Events with cash-less payment capabilities througout all the payment points of the
venue, including its ir restaurants and payment points, and promoting the online order
of services to help reduce the need to visit the exhibitor services desks.6. A venue with reinforced accesses, to enable quick and no-queue access, with additional signage to
Separate ensure that physical distance is kept at all times.
7. A venue where antendee flows are managed in an orderly manner, establishing clear senses of
direction, where the predominant crossings will be monitored through artificial intelligence to
ensure that physical distance is kept.
8. A venue where all spaces have been re-designed to guarantee that physical distance is kept, using
floor capacity automatic control, that supervises its compliance in common and congress áreas,
and in all exhibitor spaces.
9. A venue equipped with see-through screens for all customer service points, including restaurant
payment points.
10.A venue with the capability of individual temperature screening in all access points throughout the
Screen venue.
11.A venue where all commercial contacts can be traced and delivered to the health authorities to
follow up contacts in case of a potential positive detection.
12.A venue with reinforced medical service points, with isolation zones and medical personeel duly
equipped and formed.Protect 13.A venue where all attendees shall wear protective mask, except in those specific areas where
by its design, physical distance can be kept.
14.An event with hand sanitizers widely available throughout the venue.
15.A venue where all common areas and high frequency contact points will have reinforced
cleaning, or will be replaced by touch-less interactions.
16.A venue ensuring a well maintained and ventilated air-conditiong system, using anti-bacterial
filters and UV-C air disinfection in diaphanous areas.
17.A venue leader in F&B services, with reinforced health & hygiene controls, and delivering all
food in individual portions throughout the venue.
Inform 18.A venue with reinforced signage, public announce messages and on-site information to
ensure that all covid-19 prevention practices are being kept.
19.A venue where all personnel have been trained in covid-19 risks, and the mitigation
countermasures in place.
Supervise 20.A venue with a permanent supervision system, to ensure that all contermeasures are
applied and an Emergency Operations Committee that frequently reviews the Risk and take
appropiate actions.Covid-19 Risk Mitigation Plan
JULY 2020
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