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).
Following the announcement on 5 May 2023 by the WHO of the end of the Covid-19 Global Health Emergency, visitors to Pro Global Media's real-world events will no longer be obliged to undergo Covid testing on arrival.
However, we ask all delegates to take sensible precautions prior to and at the meeting, as follows.
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 they test positive for Covid.
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.
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.
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.
The organisers consider these measures to be sufficient to ensure the health and safety of all attendees.
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.
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.
The obligation to undergo Covid testing on arrival at the venue was rescinded on 24 May 2023.
This policy was first announced on 26 February 2020, and was last updated on 24 May 2023 at 15.42 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
