Prevention Measures

Venue Ventilation

The organizer is required to check the adequacy of ventilation, which can reduce the risk of contagion spread, especially for outdoor events. For indoor events, organizers are suggested to work with venue management to jointly monitor the ventilation system and carbon dioxide concentration, as well as implement ventilating and disinfecting on a daily basis. In addition, to enhance ventilation, the ventilation system is suggested to run at its highest setting and windows and safety doors should remain open.

Advice for Indoor Events:
  • A

    Open-loop control of the ventilation system is suggested to be used in indoor spaces that lack windows; if closed-loop control of the ventilation system is used, HEPA (high-efficiency particulate air) filters are highly recommended to be used with the system.

  • B

    Keep gates and widows open as long as possible for the sake of ventilation; otherwise, gates and windows should be opened at least two times per hour if not open all the time.

  • C

    The WHO recommends a rate of 6 to 12 times of air exchange per hour. To keep the venue ventilated with windows and safety doors, open the windows for a few minutes every 30 minutes.


Number of Participants and Capacity

Evaluate the expected number of participants and the capacity of the venue to see whether there is enough space to maintain social distancing (it is recommended to keep the distance of 1.5 meters indoors and 1 meter outdoors) and limit the number of participants accordingly.

In addition, the event venue floor plan, entrance signage, emergency exits, and sanitary facilities must be clearly indicated. All participants must be taken into consideration, including the organizers, partners, and participants. A distinction should be made between public and non-public spaces with the venue divided into different zones, including routes for participants to enter the venue and routes for the staff of partners to enter and exit the venue. Besides taking into consideration whether there is enough space to maintain safe social distancing, it helps the organizers to adopt corresponding epidemic prevention measures for each venue.

Hybrid meetings facilitate control over the number of participants who are physically present. In addition, the format allows for interaction with virtual participants. During a discussion for example, even if the host and participants do not share the same space, the organizer can communicate with virtual participants via video conferencing to maintain good interactive results.

Room Layout: Hybrid Meeting

Venue Crowd Control with No Standing Capacity. Participants Can Join via Livestreaming

The organizer should plan the maximum number of people safely allowed in the venue in advance, and it is suggested that no capacity for standing participants is made available to maintain social distancing. The organizer can make livestreaming available for those who cannot enter.

The Number of People Inside the Booth Should Not Exceed the Recommended Capacity

Pedestrian Routes Within Venues and Risk Assessment

Each venue shall have its own independent entrance and exit. Pedestrian routes for both visitors and exhibitors inside and outside the venue should be planned in advance to enable staff to maintain social distancing, with one-way direction flow to avoid crowd clustering. Alternative pedestrian routes for immediate evacuation are suggested as well in case the venue is too crowded.

Multi-venue events should be avoided. Any multi-venue event should arrange private transport for the participants to reduce the risk of infection.

Floor Map Indicating Venue Pedestrian Routes