Reduce the Risk of Exposure
Online Pre-registration Encouraged
It is suggested that the organizer adopt online pre-registration for electronic badge exchange on site to reduce contact. If a machine is required for on-site registration, dedicated staff should regularly disinfect any touch points.
Electronic Payment or Online Credit Card Payment Should Be Prioritized over Cash Transactions
Electronic payment and online credit card payment are suggested to replace cash transactions to reduce the risk of exposure with cash changing hands. Some examples of electronic payment tools include Line pay, Taiwan Pay, Easy Wallet, and JKOPAY.
Online Q&A Session
It is suggested to share an online link to the Q&A question form with participants prior to the meeting. Typing in questions online can reduce the risks of transmission through droplets while talking.
QR Code for Downloading Presentation Should be Prioritized over the Printed Format
To minimize handling objects, it is suggested that the organizer replace printed materials (such as conference and program guides) with digital versions, as well as providing QR codes or other online formats for participants.
Remote Simultaneous Interpretation Using Mobile Devices
If there are participants from abroad, real-time audio of the interpreters can be sent to their mobile devices or have the text projected on screens to reduce the risk of infection from handling objects.
Regular Disinfection of Specific Public Areas
The venue operator or organizer should regularly disinfect frequently touched surfaces at the venue, such as elevators, escalators, doors, handles, faucets, handrails, and the like.
Avoid Reusing Interpretation Receivers and Microphones
Dedicated staff should be arranged to pass and disinfect microphones during the event to avoid cross-infection. In addition, writing instruments provided to participants must be disinfected after each use.
Epidemic Prevention Supplies
Sufficient Epidemic Prevention Supplies and Recycling Containers
To facilitate hand hygiene for participants, the venue operator or the organizer should make alcohol or other disinfectants available in public areas at the venue. The supplies should be regularly replenished to make sure participants can disinfect their hands at any time. The organizer must provide the personal protective equipment that is needed, such as masks, disposable gloves, and disinfectants to assist visitors with meeting health and safety standards.
A sufficient number of enclosed waste recycling containers should be available at the venue. Epidemic prevention staff are suggested to keep an eye on the containers and ask people to dispose of waste that poses risk of infection, such as masks and tissues, in designated spots or outside the venue. These measures prevent infection that could be caused by participants disposing of objects with the risk of infection at the venue, such as masks.
Set up Communication Channels for All Parties Involved
Epidemic prevention requires cooperation from all parties involved. It is suggested that the exhibition organizer work with various competent authorities (such as representatives of the county or city government’s epidemic prevention department where the meeting is held, representatives of the Ministry of Health and Welfare and the CECC, representatives of the epidemic prevention team of the venue, and representatives of medical institutions in the neighborhood) to set up communication channels to facilitate reporting, staying up-to-date with, and responding to the situation.
Set up Contingency Measures and Epidemic Prevention Teams
It is suggested that the organizer and the venue operator each set up an epidemic prevention team dedicated to epidemic prevention tasks, as well as requesting other staff to cooperate. In addition, members on the epidemic prevention team should conduct drills for contingency measures prior to the event to ensure appropriate response in the event of an emergency.
Organizer Suggested to Have Substitute Support Staff Prepared in Event of Emergency
Emergency: Participant Suspected to Have Contracted a Severe Infectious Disease
Epidemic prevention teams of the organizer and venue operator should immediately isolate the participant based on the contingency plan and standard operating procedures (SOP) in place. The local health authority should be notified to arrange hospitalization for the suspected case. The format of the event, number of participants and the epidemic situation should be taken into consideration. If necessary, the public gathering can be adjusted, postponed, or cancelled to avoid cluster infection or spread of the epidemic pending discussions with the local health authority.
SOP and Practice Drills for Emergency Readiness
The event organizer is suggested to work with the venue operator to formulate contingency measures, including an SOP for emergency isolation, reporting, and hospitalization in the event of infection. The organizer should clearly define the responsibilities and scope of authority to avoid disagreement or gaps in the operational approaches of different parties, which could lead to an infection control breach. It is suggested that the epidemic prevention team carry out multiple education and training sessions in advance for temporary epidemic prevention staff on site (such as staff at the entrances and exits and those responsible for promoting epidemic prevention measures), ensuring that they understand the principles and standard operating procedures.
Escort Suspected Case to Isolation Room
It is suggested that the event organizer and the venue operator prepare a temporary isolation room, dedicated routes for entering and leaving, as well as protective equipment (such as masks, gloves, and hand sanitizers) in the event a participant shows symptoms and requires emergency isolation and reporting. In addition, to reduce the risk of infection, it is suggested that the routes for people entering and leaving the isolation room be planned based on the principle that the infected have the least contact with others.
Prepare Sufficient Medical Supplies and Personal Protective Equipment
Staff in the isolation room must wear personal protective equipment (PPE) while escorting participants or staff who are unwell to the isolation room. An appropriate physical distance must be maintained while confirming their personal details. In case of symptoms, the CECC should be immediately notified, or a medical institution nearby must be consulted and proceed as instructed.
Medical Staff On Call
It is suggested that the event organizer allocate an appropriate number of medical professionals in line with the scale of the event in case of an emergency.
Contact the Nearest Medical Institution
The contact system of the local health authority should be set up in advance to confirm the procedures when help is needed in the event of an emergency.