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FEBRUARY 3-7, 2021

AIRFORCE STATION

YELAHANKA, BENGALURU, INDIA

COVID-19

GUIDELINES FOR

AERO INDIA-21

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PREFACE

The COVID-19 pandemic has put an impasse on Business in its erstwhile format and

few Aerospace & Defence (A&D) exhibitions have been witnessed in the year 2020.

Aero India-21 heralds the new year viz 2021 and adapts itself to the new normal and

aims to provide the much needed platform for Decision Makers and A&D Businesses

from around the world to forge new partnerships and strengthen existing ones.

India’s resolve for self-reliance has gained momentum with a series of policies

announced during 2020 with the aim to Make in India and Make for the World. Aero

India has already carved a niche for itself and is Asia’s Largest Aerospace exhibitions.

From a modest beginning in 1996, the silver jubilee of the Aeroshow has been well

received with 96% space sold within weeks of announcement. The event thus

signifies new beginnings and appears to coincide with the availability of a vaccine.

The event will connect experts, sectors, and industries and promote A&D businesses

between world manufacturers most of whom are eager to be a part of the event.

The most important factor has been to ensure that the event adapts to the health &

safety guidelines and provides the right environment for people to meet. The

document aims to present the overall planning and schematic of Aero India-21

adapted to the International standards of reopening businesses through exhibitions.

A conscientious approach has already been put in place whilst drawing up the floor

plans for the event and two Halls have been omitted and Open area display has been

de-cluttered to provide adequate free-flow for participants. The overarching canvas

of the event and participants experience is aimed to be delivered through this

document.

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The Good Practice Information is Divided into 6 Main Chapters

HOW

TO USE

THIS

GUIDE

PERSONNEL SAFETY

PHYSICAL DISTANCING

HEALTH AND SAFETY MEASURES

CROWD CONTROL

TRAVEL GUIDELINES

GENERIC GUIDELINES

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1.1 Risk Analysis

Health safety risk analysis to control COVID-19 infection and strive towards a controlled

environment is consistently evolving. The decision to schedule Aero India 21 is based on a rigorous risk-assessment exercise, tailored to the event. The synergies between the Government of India

and the State Government viz Government of Karnataka are instrumental in ensuring the

commitment of the conduct of the event in a Safe and Secure environment.

Health and Safety specialist for Aero India-21

o Services at Aero India-21 are to abide by the protocols defined for risk mitigation of

COVID-19 transmission.

o A Task Force Group has been monitoring the overall event planning and activities

thereof starting from the Overall Layout, Floor plans and will continuously oversee the

activities during the Build Phase as also during the event and strike down phase.

o Specialist will be assigned to orient the ground personnel for ensuring their safety as

also the safety of others. Policy of No Mask No Entry has already been implemented.

Inclusion of Work from Home personnel in COVID-19 assessment

o Support team working from home will be assessed based on the environment they are

living in to ensure that in the event of their presence at the venue for short durations,

they do not come from containment zones.

Setting up of Analysis Team for Self-Assessment and Peer Assessment

o Introduce mapping process that analyses the total sequence of movement and activities

at the venue. This shall help analysis team to find safety risks and come up with good

solutions. This methodology will help in identifying any new risk that arises in any area

and also how one risk carries through the other areas. A mitigation strategy would be

adapted based on the Analysis Team recommendation.

o 5 pathways of mapping that would be used for analysis

Customer Movement Tracking

Organizer Movement Tracking

Exhibitor Movement Tracking

Employee Movement Tracking

Contractor Movement Tracking

1 GOOD PRACTICES: PERSONNEL AND PEROSONAL SAFETY

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Health and Safety specialist will monitor new developments in related industries

o Monitoring new developments in other industries will help create awareness and tackle

any new developments with learnings of other organisations. New models to manage

Covid-19 are being created every day and thus it will be essential that these new

developments are tracked and built-in the risk mitigation strategy.

Usage of technology to track, assess and limit risk

o It is important to assess risk throughout operations and measures as applying certain

types of controls can yield new or other challenges. Measures such as thermal scanners

to scan body temperature, footsteps counter to avoid crowding inside halls are being

introduced, UV scanning for baggage, No mask No entry policy etc.

1.2 Managing Use of Prevention Material

Stringent measures for management aspects around purchasing, storing, distribution and use

of prevention materials o Various aspects such as trusted partners, certification of Health and Safety specialist,

quality checks, inventory control, safety regime for materials, following standard

issuance protocol, following standard protocol for the distribution of material is taken

into consideration to ensure efficient distribution management.

Timely procurement of PPE and other Safety & Prevention material o Procure the Safety equipment in sufficient numbers to mitigate any shortfall of material

during the event.

Suppliers to ensure their own Safety o A document is made for the suppliers who maintain storage facilities which includes a

checklist for warehouse operations is listed.

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Good practices on enabling physical – also widely known as social distancing is

outlined in the following sections.

Physical Distancing Plan

o The plan ensures in decreasing density through institutionalized crowd control,

staggered entry and decongestion strategy. Some of the initiatives that are being

considered for introduction are utilizing mobile app for access, geo location for clocking

in/out, stagger break times for support personnel and introducing additional space in

the food courts, increased inter-spacing in the seating areas at Inaugural event, Seminar

Halls, Waiting Lounges etc., installation of plexglass shields/dividers, increase set-up and

dismantle time to reduce the number of labor at the venue, foot marks for queues, slots

being allotted to all vendors to manage movement.

Defining proper team

o Enforcement and incident reaction teams to be formulated to ensure that the physical

distancing norms are monitored and guest are guided at all times.

2.1 Barriers and Floor Marking

Markings/Distancing stickers/Flags will be placed for queue management, access through the

main access gates, registration counters, entry to all halls, food courts, chalets, access to

toilets, at exits, meeting rooms, Media and Convention Centre.

Solid barriers such as partitions, desks, wall elements, table dividers to be used at strategic

locations such as meeting rooms, B2B lounges, stage seating, reception areas in chalets Light weight material is being used for the ease of cleaning with abrasive chemicals.

Long lasting material will be used to ensure visibility throughout the event days.

One-way routing scheme will be encouraged to the extent possible for outdoor movement.

The overall visitor presence would be guiding.

Extensive signage for consciousness amongst attendees as also to re-inforce the movement

scheme and markings.

GOOD PRACTICES :

PHYSICAL DISTANCING

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2.2 Transparent Partitions

Visitors and support staff interaction at areas such as information desks, badge distribution or

material/information handout desks, security booths, Chalets etc. will have transparent

partitions to reduce the transmission risk from one to many or many to one.

Partitions will come in mobile/ non-mobile, solid to flexible, and standard to custom made to

ensure that the partition can withstand thorough, frequent cleaning. Fire-resistant plastic to

be used to prevent creating or adding to, a fire hazard.

2.3 Distancing Booths, Aisles for Circulation

This section covers the points to be considered for organizers, builders, attendees when it comes to

area booths. Some key tenants for Aero India 21 are as follows: -

All Health and Safety measures will be imposed from buildup stage. Use of time slots will play

an essential part in maximizing distancing.

Linear arrangements and interspacing of 6 Sqm between smaller booths has been done to

prevent crowding in the Halls especially on the aisles

Examples of floor stickers installed at the venue to ensure social/physical distancing among people standing in queue and entry of halls.

Examples of glass partitions in reception and meeting rooms.

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Exhibition hours has been extended upto 18:00hrs to ensure dispersion of visitors.

In each booth presence of only 2 personnel is allowed.

One visitor at each time shall be permitted at the smaller booths.

In the larger booths visitors will be permitted maintaining a distance of 3 feet between each

other.

Foot counting mats to be placed outside each hall to ensure crowd control

Booth to be designed with surfaces that can be easily cleaned

Avoid handling of displays. Heavy screens to be used to showcase products and information.

Booth technology touchpoints to be placed well apart

Instructions on routes/movements to be given clearly outside each hall.

Visitor counting mechanism for each display hall will be provisioned.

2.4 Conference Style Layouts

Seating for Seminars and conferences being held at the venue will have a gap of 3 feet

between adjacent chairs.

Seating capacity for each hall will be defined accordingly and digital mediums will also be put

in place to ensure maximum participation at the seminars.

Seating instructions and guidelines to be put up on plasmas outside each hall. Hall capacity

and seats availability will be displayed on the screen provided outside of the Seminar Halls.

Visual representation of booths.

Layout of hall showing distance between small booths.

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2.4 Inaugural / Grand Stand Seating

Every alternate seats will be blocked in the Inaugural / Grand stand to ensure physical

distancing between dignitaries/invitees at the inaugural event and other events thereof.

VIP sofa seats will also follow the norms of physical distancing of 03 feet between two VIPs.

Separators may be used for the dais seating.

Visual representation and layout for seating in conference center.

Visual representation and layout for seating during inaugural.

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The following sections outlines a series of widely applicable health and safety

controls that have been issued by various government bodies in India which are

being implemented at Aero India 21.

3.1 Access Control and Health Screening

All the entry points to have thermal scanners to check body temperature

No mask No Entry principle will be strictly enforced

Special lane access for differently abled

3.2 Pre-Registration

Visitors can register prior to the event through the Mobile app or the website.

E- Badges will be issued to ensure contactless entry

Physical badges will be provided on request

Onsite registration will be done using the QR code scanning and self-registration kiosk being

planned to ensure minimum contact.

During registration time slots for entry of vendors and organizers will be mentioned which will

ensure staggered movement.

3.3 Information Document

Information document with the rules and guidelines will be uploaded on the website

General instructions will be given along with the E-Badge/E-Ticket.

All support staff to be given training with regard to the movement plan to ensure smooth flow

of traffic.

3.4 Setting Up modular booths

Multiple entry booths to be set up for baggage scanning and body temperature checks.

GOOD PRACTICES:

HEALTH AND SAFETY MEASURES

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Model Baggage scanner with UV sanitizing

Visual representation of contactless kiosk at registration

Visual representation of thermal scanner installations at entry points.

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3.5 COVID-19 Signage

COVID 19 protocol posters and signages to be placed all around the venue.

These will be played as video messages, posters at strategic locations and audio messages.

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3.6 Negative Health Screening Test Management

Isolation room will be set up for the people showing symptoms of the novel corona virus

that will act as a holding area till the respective authorities can take the patient to a

quarantine center.

Protocol for isolating suspected persons: -

o Direct the person to the isolation room

o Assure the person by informing the person on the steps to follow

o Settle and hydrate the individual

o Perform COVID-19 checks at the isolation room

o Informing the local health authorities for relocating to a proper facility

o Traceability of the personnel towards contact tracing and monitoring of individuals

o Informing Family members or Contacted individuals in case of them being carriers

Visual representation of isolation room

Flow chart of movement of individual for thermal screening

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3.7 General Cleaning, Sanitation and Disinfection

Frequent sanitization at high touch point areas such as food courts, chairs, counters, toilets,

golf carts, trash bins, convention center, lounges etc. to be done on regular intervals.

Proper graphic representation of cleaning and sanitization procedures to be given in all areas

related to conservancy.

All staff assigned to conservancy areas will wear PPE kits at all times

Touchless Hygienic technology to be used in conservancy areas

o Sensor based toilets

o App based tracking of cleanliness routine of toilets

o Sensor based soap dispenser

o Establishment of waiting area outside the toilets to avoid crowding inside

o Deployment of bacteria and virus killing material

Trusted and certified sanitization partners will be appointed for Aero India 21

Providing hand sanitizing and hand washing stations

Enabling no/minimal contact policy with measures such as contactless access, footpull for

doors, inter-spacing, crowd control and monitoring etc.

3.8 Air Ventilation and Filtration

Proper Ventilation of spaces and prevention of virus circulation through filters.

Speed control mechanism being adopted to ensure maintenance of temperature

Toilet ventilation to be on 24/7

Air handling units will be switched for recirculation of 100% outdoor air

Leakage monitoring systems are put in place

Increase in air ventilation systems

Proper Air circulation to ensure dispersion of any bacterial/viral load.

Appropriate quality filters to be deployed in all AC units

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3.9 Waste disposal

Assigned vehicles for waste removal/collection at regular intervals from all areas

Route for waste disposal vehicle movement to ensure minimum people contact.

Waste disposal vehicles will dump the waste at government specified locations.

Separate bins for toxic waste and discarded masks/PPE kits.

All staff to wear PPE kits at all times.

3.10 Food & Beverages and Banqueting Services

Food courts will be frequently sanitized duly taking care that the food remains clear of

sanitization spray.

No chair covers to be used to ensure ease of cleaning.

Food storage areas to be sanitized and access to be restricted.

Disposable cutlery and food serving options are being considered.

Packed foods to be served wherever possible.

In case of buffet the servers can only touch the serving ladles and food. Plates will be handled

by the individuals.

Adequate distance between the table and the person to be maintained in buffet systems.

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4.1 Access Routes

Traffic Management plan will be circulated in print media well ahead of the event

Key focus areas for access routes management are:

o Parking areas

o Registration

o Exhibition halls movement

o Outdoor display movement

o VIP movement

o Queue Management

o Inaugural and Live demo area movement

Floor plans for each to be displayed around the venue

Each access route will be monitored closely by Health and Safety specialist team to ensure

that no lapses ensue and in case of omission, a proactive solution is implemented.

Tracking technology to be used by means of foot counter mats, facial recognitions, QR

scanning, CCTV to track the presence of people.

Floor markings to be present to control the distance in queues.

GOOD PRACTICES: CROWD CONTROL

CCTV CAPTURE FOR COUNTING THE NUMBER OF

PEOPLE INSIDE THE HALL.

MOVEMENT PLAN FOR REGISTRATION COUNTERS

QR CODE SCANNING

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5.1 International Travelers

All travelers should submit self-declaration form preferably on the online portal within 72

hours prior the scheduled travel or physically after arrival at the respective health counters.

An Undertaking is to be submitted on the online portal or on the civil aviation website.

Travelers may also seek exemption from quarantine they shall apply to the online portal at

least 72 hours before boarding and submit a report of the test that has been conducted within

72 hours prior to undertaking the journey. The test report should be uploaded on the portal

for consideration. Each passenger shall also submit a declaration with respect to authenticity

of the report.

In case of travelers coming from countries having the second wave of Covid-19, they have to

undergo a test when they land as well and submit their travel history.

All travelers to have confirmed return flight ticket which should not be more than 14 days

later from the date of travel.

Place of stay/hotel reservation copy to be submitted.

A valid Visa is to be produced.

Business or short visit travelers who are coming for short duration of 48 Hours (counted from

date of arrival) then he/she is exempted from Covid-19 test & quarantine.

5.2 Domestic Travelers

All passengers to follow safety protocols issued by the airline. All passengers to board and

travel in the flight wearing Safety kits provided at the airport.

No quarantine for the domestic travelers.

In case of failing the body temperature screening test, a repeat thermal screening will be

undertaken to verify the initial observation and thereafter the individual will be referred to

the nearest Isolation /quarantine facility for detailed assessment.

Travelers to download Arogya setu app and present their status as an enabler for verification.

All to submit a self-declaration form stating their body temperature while travelling and also

their travel history.

GOOD PRACTICES: TRAVEL GUIDELINES

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The self-assessment through Aarogya Setu Mobile App is recommended for all the entrants. All the entrants should be instructed not to have a close contact with anyone if they are

experiencing any symptoms related to the virus. Wearing mask at all times is mandatory. If an individual does not adhere to this, they will not

be permitted inside the venue or may be requested to leave the venue.

Covered dustbins are essential in all stalls and everywhere at the venue.

Physical distancing guidelines are to be strictly followed and Visitors are to abide by the floor

markers.

All vendors, participants are to engage through the contactless interface being introduced at

Aero India 21. Pre-registration is being encouraged.

The visitors will not enter the venue if the body temperature is not normal.

Sanitization of all stalls is to be done/ensured by owners at regular intervals.

Sanitizer stand is to be placed at all stalls, and will be available at entry and exit points of halls.

Self-declaration forms to be filled by all exhibitors, service providers, organizers and any other

third party vendors.

All conservancy staff will be adequately briefed to ensure highest hygiene standards.

Do’s and Don’ts of COVID Protocol will be displayed using various mediums at the venue.

Practice frequent hand washing with soap (for at least 40-60 seconds) even when hands are not

visibly dirty. Use of alcohol-based hand sanitizers (for at least 20 seconds) is recommended.

Respiratory etiquettes are to be strictly followed. This involves strict practice of covering one’s

mouth and nose at Exhibitions Ecosystem by Fair Organizers, Venue Providers, Business

Visitors/Delegates, Exhibitors, Service Providers etc. while coughing/sneezing with a tissue

/handkerchief/flexed elbow and properly disposing off the used tissues.

GENERIC GUIDELINES

GOOD PRACTICES:

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Standard operating procedure for re-opening of trade exhibitions issued by ITPO

Government of Karnataka protocols for conducting Aero-India 21 at Bengaluru

UFI Good practice guidance for re-opening business events

UFI Industry all secure standards

Please Note: The instant version will be updated in-line with the Government of India

and Government of Karnataka (the host state) guidelines. Please ensure to refer to the

latest guidelines closer to the event and prior travel to India.

REFERENCES