Pro Global Media organises a number of specialised niche events each year, which are of great use to participants from around the world.
The health and safety of our exhibitors, visitors and staff is our number one priority.
Our approach to the Coronavirus situation is based on the published advice of globally-recognised health experts, and increasingly on industry best-practice.
In order to ensure that the events continue to benefit the maximum number of participants in a safe and hygienic setting, Pro Global Media has formulated the following policy with regards to the ongoing Coronavirus situation, using information from the WHO (2), CDC (US Centres for Disease Control and Prevention) (3) and European arm of the WHO (4).
Prior to the meeting
Delegates are required not to attend the event:
- if they feel unwell with flu-like symptoms, a continuous cough, loss of taste or smell, or high fever;
- if they have any respiratory disease (such as a cough or cold);
- if they have been in close contact with anyone with flu-like symptoms or respiratory illness in the last seven days.
If you are unable to attend the event under the above circumstances, you should claim on your own travel insurance policy. A refund of conference fees is not available (please refer to the ‘Cancellation policy’ of each individual event). However, your conference fee will be rolled-over to the next edition of the event. Proof of your positive test status and date will be required.
We are sorry for any inconvenience.
If you and your company wish to participate without attending in person, Pro Global Media will still welcome you in the following ways (charges may apply):
- Propose a presentation by video-recording; (contact the conference convenor, Dr Robert McCaffrey, This email address is being protected from spambots. You need JavaScript enabled to view it.)
- Have your presentation included on the official event memory stick as a PDF; (contact the conference convenor, Dr Robert McCaffrey, This email address is being protected from spambots. You need JavaScript enabled to view it.)
- Availability of conference materials (proceedings book, presentations) by post-event download; (contact Mrs Amanda Crow, This email address is being protected from spambots. You need JavaScript enabled to view it.)
- Sponsorship and commercial opportunities (pens, writing pad, delegate badges, lanyards, delegate bags, giveaways, advertising in the conference proceedings volume etc); (contact Paul Brown, commercial director, This email address is being protected from spambots. You need JavaScript enabled to view it.)
- Event branding (banners, flags, roll-ups etc); (contact Paul Brown, commercial director, This email address is being protected from spambots. You need JavaScript enabled to view it.)
- Print and online advertising; (contact Paul Brown, commercial director, This email address is being protected from spambots. You need JavaScript enabled to view it.)
- Appropriate editorial inclusion in Pro Global Media’s magazines, emails, newsletters and social media. (contact the editor, Dr Peter Edwards, This email address is being protected from spambots. You need JavaScript enabled to view it.).
At the meeting
Please adhere to the usual and well-known basic rules of hygiene:
- If you feel unwell with a fever, cough, headache, loss of taste or smell, then self-isolate;
- Maintain a distance of at least 1m from other delegates;
- Catch a cough or sneeze in a handkerchief, tissue or in the crook of your elbow (not in your hand!);
- Wash your hands frequently with soap and water for at least 20 seconds or use an alcohol-based hand sanitiser that contains at least 60% - 95% alcohol immediately after coughing, sneezing or blowing your nose. Soap and water should be used if hands are visibly dirty;
- Do not touch your mouth, nose or eyes with your hands, etc;
- When inside and when not eating or drinking, you are encouraged to wear a mask, for your own health and the health of others (5);
- Additionally, we may use an alternative non-handshake greeting, such as a nod, wave, salute, bow, elbow bump, virtual fist-bump or namaste (6, 7).
Meetings will conform to the coronavirus regulations of the country that they are held in, and will also be adapted to the protocols of the individual event venue. These may include the following:
- Increased physical separation during meals;
- Wearing a mask or face covering;
- Elimination of buffet options (or obligation to wear a mask and/or gloves while serving);
- Restrictions on or non-availability of the use of some venue services (for example, gym, pool etc);
- One-way movement systems in hotel/venue;
- Temperature checks;
- Symptom questionnaires;
- Other coronavirus measure may be in place for delegate health and safety.
Covid Vaccination and Testing Obligations for Registration and Attendance at Pro Global Media's real-world events
With the widespread prevalence of vaccination, delegates are no-longer required to show proof of vaccination to attend Pro Global Media's real-world events. Delegates are recommended to be fully-vaccinated all the same.
Attendees will be obliged to take a lateral flow test (cost included in the registration fee) upon arrival at the venue.
Attendees will be given a lateral flow test kit at the conference venue (separately from conference registration). The test is a nasal-only test. Attendees will self-test. Full instructions are in the kit. View this video to see how to use the test.
To use the test kit:
The test kit includes a test tube holder, a disposable swab, an extraction buffer tube and a test cassette.
Remove the cap of the extraction buffer tube and put it into the test tube holder.
Insert the nasal swab into one nostril as far as 2.5cm. Swirl the swab five times and then repeat in the other nostril with the same swab.
Insert the swab into the extraction buffer tube and swirl it for at least 30 seconds. Squeeze the side of the tube at least five times. Squeeze the tube and remove the swab. Screw the cap on tightly and mix thoroughly by swirling or flicking the bottom of the tube. Place the test cassette on a clean flat surface. For a good result it is highly recommended to perform the test immediately after specimen collection or within one hour at most after the specimen collection. Add four drops of specimen into the specimen well in the test cassette.
Keeping it level, present the cassette back to the testing station after 15 to 30 minutes - not later.
If no line or only the T (test) line shows up, then your test is invalid and you will be required to take another test.
The intensity of the colour in the test line may vary with the concentration level of the Covid virus antigen present in the specimen, but any shade of colour in the test line region will be interpreted as positive.
Upon successful completion of the test and a negative result, you will be given a Tyvek wristband. Go to conference registration to complete the registration procedure.
The organisers consider these measures to be sufficient to ensure the health and safety of all attendees.
However, attendees will also be able to use an additional personal 'traffic light' system to show how they prefer to interact with other attendees - being signified by a sticker on the delegate badge as follows:
Green = no special social distancing required, maskless interaction and hand-shakes okay;
Amber = 1.5m-distancing required, masked interaction preferred, fist- or elbow-bump;
Red = 2m social distancing required, masked interaction required, only no-contact greetings (such as wave or bow).
The venue will be actively ventilated (please bring a sweater or jacket). Mask use inside the venue will be optional (see above), appropriate distancing will be recommended, and delegates will be reminded to wash or sanitise their hands frequently.
These measures are
• to reduce to a low level the possibility of contracting coronavirus at the event (testing regime);
• to allow delegates to take additional measures if they prefer or are required to do so ('traffic light' badging);
• in order to allow delegates to interact as freely as possible;
• and in order to give all delegates reassurance that the same requirements apply to everyone.
Please note that theses obligations have been formulated following extensive worldwide polling on possible measures, and are not optional.
If you test positive for coronavirus at the meeting:
- You will be obliged to adhere to all Covid regulations of the host country, possibly including going into isolation, at your own expense;
- You will not be able to attend the meeting or remainder of the meeting.
You are strongly advised to test yourself before setting out to attend the meeting (if travel rules do not already stipulate that you have to do this).
Attendee COVID-19 Release & Hold Harmless Agreement
- I will comply with all orders, directives, and guidelines while attending or participating in any Event organised by Pro Global Media Ltd, or any venue hosting an Event, including, without limitation, requirements related to hand sanitation, social distancing, and use of face coverings.
- I agree not to attend any Event if I am experiencing symptoms associated with COVD-19 (such as cough, shortness of breath, fever, or loss of sense of smell or taste), have a confirmed or suspected case of COVID-19, or have come in contact in the last 14 days with a person who has been confirmed or suspected of having COVID-19.
- I am aware of the highly contagious nature of COVID-19 and the risk that I may be exposed to or contract COVID-19 or other infectious diseases as a result of attending an Event.
- I understand and acknowledge that such exposure or infection may result in serious illness, personal injury, permanent disability, or death.
- I acknowledge that risks of exposure to COVID-19 may result from or be compounded by the actions, omissions, or negligence of others, including Pro Global Media Ltd, the venue hosting an Event, and their respective agents, employees, and contractors.
- I acknowledge that I am attending one or more Events with knowledge of the risks associated with COVID-19 and the danger of exposure attendance may pose. I hereby accept and assume all risks of personal injury, illness, disability, and death resulting from COVID-19 arising from attending or participating in the Event(s), whether caused by the negligence of Pro Global Media Ltd, a Partner Association, the venue hosting an event, their respective agents, employees, or contractors, or otherwise.
- I hereby expressly waive and release any and all claims, now known or hereafter known, against Pro Global Media Ltd, and its respective officers, directors, employees, agents, affiliates, members, successors, and assigns (collectively, "Releasees"), on account of injury, illness, disability, or death, arising out of or attributable to my attendance at or participation in any Event and exposure to or contraction of COVID-19, whether arising out of the negligence of any Releasee, the venue hosting an Event or such venue’s agents or employees, or otherwise. I covenant not to make or bring any such claim against any Releasee, and forever release and discharge each Releasee from liability under, and will hold the Releasees harmless against, such claims.
Please note that delegates are obliged to comply with the health and safety measures put in place to safeguard themselves and others: The organisers and venue management retain the right to deny entry to anyone who refuses to comply with these safety measuresand any others required by local or national statutes.
The organisers retain the right to update these measures as required. The measures will be updated as the pandemic evolves.
Conclusion
Businesses need forums in which to meet contacts, network, get up-to-date with developments and to do business, on an on-going basis. Conferences and exhibitions are a very effective means of achieving a great deal in a short amount of time and with a high return on investment. By adopting the above policies, Pro Global Media will pragmatically balance the benefits of attendance.
We thank you for your understanding.
This policy will be updated on an ongoing basis, as required. (The obligation to show proof of vaccination during registration and the requirement for Covid testing on each day of the conference were rescinded on 21 April 2022).
This policy was first announced on 26 February 2020, and was last updated on 23 August 2022 at 11.37am GMT.
References
1 https://www.who.int/emergencies/diseases/novel-coronavirus-2019/situation-reports/
2 https://www.who.int/emergencies/diseases/novel-coronavirus-2019
3 https://www.cdc.gov/coronavirus/2019-nCoV/summary.html
4 http://www.euro.who.int/en/health-topics/health-emergencies/coronavirus-covid-19
5 https://www.who.int/emergencies/diseases/novel-coronavirus-2019/advice-for-public/when-and-how-to-use-masks
6 https://www.youtube.com/watch?v=-ucmoVPrKto
7 https://doi.org/10.1016/j.ajic.2014.04.011
8 https://www.cdc.gov/coronavirus/2019-ncov/science/science-briefs/fully-vaccinated-people.html
9 https://www.who.int/emergencies/diseases/novel-coronavirus-2019/covid-19-vaccines
