The Event Management Conference
Adapting to the New Normal
23 APRIL / 2021
A key platform for sharing experience and discussing new approaches to organizing events in the new reality
Moscow, VDNH, Pavilion 55
Moscow,
VDNH, Pavilion 55
Become a partner / exhibitor
If you are interested in becoming a partner/exhibitor at the conference, please do not hesitate to write to partners@forumoffline.ru or complete a contact form, and we will get back to you shortly.
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PROGRAMME ARCHITECTURE
23 APRIL / 2021
PROGRAMME
23 APRIL / 2021
10:00–11:30
Regional Experience: Best Practices in Organizing Events with Restrictions in Place
Held with the support of the Russian Convention Bureau.
Restrictions put in place to counter the COVID-19 pandemic have had an impact on the events calendar throughout Russia. Many local and international events have been cancelled or postponed, while others have changed their format. Over the past year, organizers and convention bureaus have amassed unparalleled experience in organizing events in uncertain circumstances. This session will include presentations of some of the best case studies.

Topics for discussion:
Regional experience of holding events with restrictions in place
Best practices for moving events online and holding hybrid events
Mistakes and pitfalls which could have been avoided
Recommendations on tools which could be employed for organizing events after restrictions are lifted

Moderator:
Darya Ostrovskaya, Board member, Russian Convention Bureau and UFI; General Director, R&C Market Research Company

Speakers:
Guzal Burnaeva, CEO, Convention Bureau of the Republic of Tatarstan, TIDA
Arkady Kiselev, Deputy General Director of the Investment Promotion Agency of Sverdlovsk Region; Head of the Ural Congress Bureau
Pavel Muzychenko, Head of Bashkiria Congress Bureau
Sergey Ryzhov, CEO, MICE Market
Sergey Selivanov, First Deputy Director General, EXPOCENTRE AO
12:00–13:30
Plenary session. The New Normal: Holding Events after the Easing of COVID-19 Restrictions
The events industry was among the worst-hit from the COVID-19 pandemic in 2020. Throughout the world, thousands of events were cancelled or postponed. With the support of the Roscongress Foundation, the exhibition research centre R&C conducted a study with key professional associations. According to their findings, the events industry in Russia alone sustained losses of more than RUB 110 billion. However, as mass vaccination programmes get off the ground, and companies begin to adapt to the new reality, events are gradually starting to take place once more. That said, restrictions continue to be in place, and have a major bearing on how events must be organized. The St. Petersburg International Economic Forum will be one of the first major international events to take place in Russia in this new reality.

Topics for discussion:
Holding events with COVID-19 restrictions in place. The experience of Russian and international organizers.
Conditions for holding international events: transport logistics for participants and visitors, visa restrictions, and sanitary and epidemiological requirements.
The outlook for the events industry in a post-pandemic world: online or offline?
Vaccination as a solution to holding safe events.
Is the new normal a permanent phenomenon? Expert predictions on the easing of restrictions and event formats in the new reality.

Moderator:
Alexander Stuglev, CEO and Chairman, Roscongress Foundation; Chairman of the Management Board, Russian Convention Bureau

Speakers:
Aloysius Arlando, President of SACEOS (Singapore Association of Convention and Exhibition Organisers and Suppliers), Chief Executive, Venues, SingEx-Sphere Holdings Pte. Ltd.
Eugen Alles, Managing Director, Messe Frankfurt RUS
Leonid Marmer, General Director, Amadeus Russia
Rajeeb Debray, Director Medical and Scientific Affairs, Abbott, Europe
Sergey Shogurov, General Director, VDNH
Аlexander Bessarabov, Head of the Office for Entry of Foreigners, Consular Department, Ministry of Foreign Affairs of the Russian Federation
Representative of Expo 2020 Dubai
14:30–16:00
Modern Technologies at Events: A User Manual
No event is held today without the use of technology. From the moment they enter an event venue, participants and visitors interact with modern equipment, artificial intelligence, and various other forms of technology. These not only improve the participation experience, but generate vast quantities of information, which the organizer can use to make their events safer and better.
In light of the COVID-19 pandemic, ensuring safety and effectively employing technology to these ends are key to holding events in 2021. A wide range of protocols and regulations have been developed, without which it would be impossible to hold events. Safety has become an integral part of any event, and modern technology can be employed to minimize the spread of infection.
While technology has been developed to help ensure offline events are held safely, a multimedia approach to holding events has also taken shape. Indeed, such an approach has already firmly established itself, including at events held at the very highest level.
This session will focus on how events have changed in 2021, what role technology has to play at events, and how to ensure safety without compromising on quality or audience numbers.

Topics for discussion:
Holding safe events. The experience of organizing events in Russia and other countries.
Modern technologies for event organizers:

Registration, access control, people flow and crowd management (main trends and an overview of current technology)
Protecting the health of participants and visitors (overview of technology in thermometry, disinfection, etc.)
Broadcasts and access to information (overview of trends and technology related to organizing online and hybrid events)

Moderator:
Andrey Miroshkin, CEO, Groteck

Speakers:
Elena Ublieva, CEO, Russian Union of Exhibitions and Fairs (RUEF)
Oleg Khodko, Development Director, SUM 1
Andrey Miroshkin, CEO, Groteck
Manukovskaya Evgeniya, CEO, Eхpomap
Maksim Sukharev, President, Soczaschita
Irina Styazhkina, Marketing Manager Core Diagnostics, Abbot
16:30–18:00
Consequences in the Fight for Health and Prosperity: A Critical Perspective on Sustainable Development
The events of 2020 have transformed everyone’s lives. On top of this, the year 2030 — when the UN’s Sustainable Development Goals are supposed to be met — is rapidly approaching. These two factors will play a defining role in the coming years. Experts have pinpointed key issues to be environmental recovery, reducing carbon emissions, and digitalizing the economy to the greatest extent possible.
Companies operating in the events industry have long discussed these issues, and are gradually making changes in line with sustainable development goals. Nevertheless, events have never fully complied with sustainability standards pertaining to environmental impact and resource consumption.
Now, as offline events begin to be organized once more and organizers review how they operate, this could be the perfect moment for them to properly introduce green standards.
Participants at this session will review the steps currently being taken by organizers and clients in this area. They will consider what events will look like in the future, strategies for reducing their environmental impact, and requirements for contractors. In drawing their conclusions, they will also seek to determine why green is the new black in the events industry.

Topics for discussion:
The sustainable development of destinations and the creation of sustainable events: trends in the post-COVID era.
Steps to creating sustainable events: approaches to constructing, furnishing and equipping; and waste separation and processing.
Modern criteria for selecting contractors for events which comply with SDGs.

Moderator:
Svetlana Gerasimova, Head of the School of CSR and Sustainable Development, Moscow International Higher Business School MIRBIS; Programme Director, Strategy and Practice of Sustainable Development project office

Speakers:
Guy Bigwood, Chief Changemaker, Global Destination Sustainability Movement
Mikhail Babenko, Director, Green Economy Programme, WWF Russia
Kirill Dvoretsky, Deputy CEO for Operations, ExpoForum International
Svetlana Gerasimova, Head of the School of CSR and Sustainable Development, Moscow International Higher Business School MIRBIS; Programme Director, Strategy and Practice of Sustainable Development project office
Ekaterina Kolyada, member of the Management Board, Association of communications directors and corporate media
Maria Mroue, Marketing and Communications Director, Exhibition and Convention Center Messukeskus
10.00–17.45
Brainstorm sessions: providing services for events
(by invitation)
Hotels and event venuesDiscussions covering specific areas related to organizing events with the aim of drafting a list of solutions for event organizers (including SPIEF).

10:00–11:30 Meeting of leaders in the events industry
Moderator:
Larisa Belousova, Head of Conferences Department, TASS

14:00–14:45 Temporary constructions
Moderator:
Andrey Ambartsumyan, Executive Director, Union of Exhibition Contractors

15:00–15:45 Catering
Moderator:
Kirill Pogodin, President, Association of Catering and Banquet Services

16:00–16:45 Hotels and event venues
Moderator:
Yana Ukhanova, Head of Hotels and Hospitality, JLL

17:00–17:45 Transport
Moderator:
Nadezhda Korotovskikh, member of the Management Board, National Convention Bureau; Public Representative, Agency for Strategic Initiatives; Co-Founder and Managing Partner, Interservice Group Logistics
EVENT LAB presentation area
11:30–12:00 Lifehacks for holding international events with restrictions in place
Moderator:
Ruslan Bondarenko, Founder, TOP Moderator

Maria Sindinskaya, Head of Conference Department, Kommersant
Maria Kruglikova, Head of Marketing Department, Negus Expo International

14:00–14:30 Trends and rules for working with merch in the new reality
Aliya Keshishian, Head of PR, Project 111

16:00–16:30 Legal aspects of cancelling and postponing events during a pandemic: what should contracts with clients include today?
Natalia Pozhilova, Senior Associate, EVENT LEGAL EXPERTS

Providing an opportunity for conference partners and exhibitors to present their technologies, products and services to the public in the exhibition area.
* The programme is subject to change.
CONDITIONS FOR PARTICIPATION
CONDITIONS FOR PARTICIPATION
The Conference will be a hybrid event. It will provide a crucial platform to demonstrate how to organize conventions and exhibitions that adhere to sanitary and epidemiological requirements.
The number of participants allowed at the Conference venue will be limited in line with requirements stipulated by the Federal Service for the Oversight of Consumer Protection and Welfare (Rospotrebnadzor).

The event is being organized by the Roscongress Foundation.
HOW TO SUBMIT AN APPLICATION TO PARTICIPATE
HOW TO SUBMIT AN APPLICATION TO PARTICIPATE
Online and offline participation formats are available. To participate in the Conference, please complete the online application form.

Applications will be reviewed by the Organizing Committee. If your request is approved, you will be sent an official invitation, together with a letter detailing how to access your personal web office on the Conference website.

Once you have received your invitation, please confirm your participation (or inform the organizers that you will no longer be able to participate) via the personal web office.
PARTICIPATION FORMATS
PARTICIPATION FORMATS
OFFLINE PARTICIPANT
RUB 12,000
(including 20% VAT)*
ONLINE PARTICIPANT
FREE OF CHARGE
* Prices are indicated per person. Payment is made under an invoice/agreement, which serves as a confirmation and guarantee of your participation. The date of payment shall be considered to be the date on which the due amount is received in the account of the Roscongress Foundation.
PAYMENT OF PARTICIPATION FEE
PAYMENT OF PARTICIPATION FEE
Payment for participation at Event Management: The New Normal is made only after your application has been approved by the Organizing Committee and an invitation has been sent. After receiving your invitation, please confirm your participation via the personal web office. Once this has been done, you may proceed with payment.
HOW TO PAY THE PARTICIPATION FEE
HOW TO PAY THE PARTICIPATION FEE
1
Go to the Payment section of the personal web office

2
Enter payer information and select payment option (invoice in roubles or bank card
3
Save the invoice/agreement
4
Pay the participation fee
* Please note: when entering payer data, make sure you enter information on the individual or legal entity which will be making the payment.
HOW TO PAY THE PARTICIPATION FEE
HOW TO PAY THE PARTICIPATION FEE
The participation fee may only be paid by the individual or legal entity indicated as the Client in the invoice/agreement.

To pay by invoice, the payer should contact their bank. It can take more than three banking days for payment to be made. When paying by invoice, we also recommend factoring in any commission the bank may charge.

When paying by bank card you will be presented with a window asking you to confirm the payer’s information. Please enter an email address for an e-receipt to be sent to, and confirm that all information has been entered correctly. You will then be directed to the standard online payment form, where you can enter your bank card details and confirm payment. The name on the bank card must match the payer’s name in the contract. Payment will go through immediately.

The following bank cards are accepted: Visa, MasterCard, American Express, UnionPay, Diners Club, JCB, MIR. Payment will be processed in Russian roubles.

Should you have any questions regarding payment, or if you encounter issues regarding payment not going through, please call the Roscongress Foundation information centre on +7 (495) 640 4440.
BADGE COLLECTION
BADGE COLLECTION
ACCREDITATION BADGE
ACCREDITATION BADGE
An accreditation badge is required to attend Event Management: The New Normal.
Badges are issued to specific individuals and are not transferable. You must keep your participant badge and ID (passport) with you at all times while at the event venue.

Lost or damaged badges must be reported at an accreditation stand.
Please note that the participation fee must be paid on time and in full in order to receive a participation badge and gain access to the Conference venue.

You can pay the participation fee via the personal web office on the Conference website.
BADGE COLLECTION
BADGE COLLECTION

A participant badge can be collected in person upon presentation of ID (info must match that in the personal web office), or by an authorized representative under power of attorney.
Authorized representatives must provide the following:
Their passport
Original copy of the power of attorney form*
A list of participants the authorized representative is collecting badges for (only if the power of attorney is drawn up on behalf of a legal entity)
Copies of all participants’ passports the authorized representative is collecting badges for (these will be returned once the badges are issued)
ACCREDITATION POINT DETAILS AND OPERATING HOURS
ACCREDITATION POINT DETAILS AND OPERATING HOURS
Accreditation point
Pavilion 55, VDNH
Address
119/55, Prospekt Mira
Date
22 April
23 April
Time
10:00–20:00
08:00–19:00
For more information, please contact the Roscongress Foundation Information Centre:
Tel: +7 (495) 640 4440
Email: forumoffline@roscongress.org
BECOME A PARTNER / EXHIBITOR
BECOME A PARTNER / EXHIBITOR
Becoming a partner affords a wide range of business promotion opportunities at the event.
Unique participation options
Choose from an unparalleled range of business programme participation packages. Take advantage of the option to hold your own business event, presentation, or press conference.
Event participants
Together, event participants form a professional community made up of government representatives, business figures, experts, and journalists from leading media outlets.
Support
Support is provided through the Roscongress Foundation and the event’s advertising and media resources. Assistance in organizing press events is also available.
Direct communication
Communicate directly with your consumers. Take advantage of the option to showcase your technology, equipment, and online and offline services. Contribute to the growth of the events industry.
PARTNERS
PARTNERS
General Partner
Business Programme Partner
With the support of
Partner
Business Event Partners
Accreditation, Access and Health Security Partner
Organization Partners
Media Partners
CONFERENCE LOCATION
23 APRIL / 2021
CONFERENCE LOCATION
23 APRIL / 2021
CONTACTS
CONTACTS
VDNH, Pavilion 55
For more information, please contact us

Tel.: +7 (495) 640 4440
Email: forumoffline@roscongress.org

Contact info for media-related enquiries
Tel.: +7 (931) 002 2119
Email: yulia.malkova@roscongress.org

Contact info for enquiries related to exhibiting and partnership
Email: partners@forumoffline.ru
FAQ
FAQ
COVID-19 SAFETY MEASURES
Event Management: The New Normal will adhere to all COVID-19 safety recommendations set out by the Federal Service for the Oversight of Consumer Protection and Welfare (Rospotrebnadzor).

We kindly ask that participants are understanding of these preventative measures. The health and safety of participants and all those involved in organizing and holding the Conference are our priority.

Temperature measurements
Participants and staff will have their temperature measured with contactless devices before being granted access to the Conference venue. Any participants or staff with a temperature of over 37°C or displaying flu-like symptoms will not be allowed to enter.

Personal protective equipment and disinfection
Participants and staff must have masks and gloves with them in order to be granted access to the venue. These must be worn at all times while at the event. Personal protective equipment will be available at the venue.

It is recommended that masks and gloves are replaced once every two-three hours (or less). People are also advised to use the hand sanitizer dispensers at the Conference venue.

Social distancing
Conference participants and staff will be required to maintain a distance of 1.5 metres from others, and adhere to distance markers in areas where people are likely to gather.

The above rules have been drawn up in accordance with COVID-19 prevention recommendations pertaining to conventions and exhibitions (document МР 3.1/2.1 0198-20 approved by the Federal Service for the Oversight of Consumer Protection and Welfare on 26 June 2020).
What is Event Management: The New Normal?
The conference will provide a crucial platform to demonstrate how to organize events that adhere to sanitary and epidemiological requirements, make use of the latest technology, and leverage global experience and trends.

It will also provide an opportunity for members of the professional community to offer their experience of working in the new environment, determine benchmarks, share perspectives, and understand how the events sector will operate in the new reality.
When and where is the Conference happening?
The Conference will take place in Moscow on 23 April 2021, at Pavilion 55 of VDNKh.
Who is organizing the Conference?
The Roscongress Foundation is the Conference organizer.
How do I become a Conference participant?
To become a Conference participant, please fill out the registration form on the website. Additional information about the conditions of participation in the Conference can be found in the ‘Participation’ section of the website.
How much does it cost to participate in the Conference?
You can choose one of two formats for participation in the Conference: ‘Offline participant’ or ‘Online participant’. The cost of offline participation is RUB 12,000 (including VAT), while online participation is free of charge by registration. Additional information about the conditions of participation in the Conference can be found in the ‘Participation’ section of the website.
How do I pay for participation?
To pay for participation in the Conference, go to the ‘Payment’ section of the personal web office, enter the payer’s details (the individual or legal entity making the payment) and select the payment method (invoice in roubles or bank card). The ‘Payment’ section will be available in the personal web office in the near feature.

For any questions concerning payment for participation, participants can contact their Roscongress Foundation specialist.

The contact information for the specialist can be found in the personal web office and in the information letter sent to participants with the invitation to the Conference.
What issues will the Conference address?
Participants will discuss various approaches and technologies that can be used when organizing events in offline, hybrid and online formats, and look at how best to adapt them to visitor needs. The programme architecture for the Conference can be found in the ‘Programme’ section of the website.
How do I become a moderator or speaker at the Conference?
To become a moderator or speaker, please send a request to the programme working group by email at forumoffline@roscongress.org, providing your contact information, title, organization, and a short description of your presentation on a chosen topic.

Please familiarize yourself with the programme architecture on the Conference website. You must state the area and topic of your presentation in accordance with the architecture.
How do I participate in the exhibition at the Conference venue?
Representatives of the professional community will present products responding to the industry’s current needs at the Conference.

If you are interested in becoming a partner or exhibitor at the Conference, please send an email to partners@forumoffline.ru or fill out an application form in the ‘Partners’ section of the website.
What is the personal web office?
The personal web office is a special section of the Conference website for participants. Participants can use the personal web office to edit their personal data, upload a photograph for their badge, and request services.
How can I reset my personal web office login and password?
Each participant’s personal web office login and password are specified in the letter accompanying their invitation to the Conference. If you need this information to be resent, please contact the Roscongress Foundation specialist. You can confirm the details of the specialist by calling the Roscongress Foundation Information Centre on +7 (495) 640 4440.
How can I access the Conference venue?
An accreditation badge will be required to access the venue. Badges are issued to specific individuals and are not transferable. You must keep your badge and ID with you at all times when at the Conference venue.
How do I get my participant badge?
Badges can be collected in person or by an authorized representative from one of the Conference accreditation points. The locations and operating hours of the accreditation points will be published nearer the time of the event.
Can one organization representative collect the badges of all people participating in the Conference from that organization?
Absolutely. The authorized representative will need to present their passport, the original copy of the official power of attorney form, and a list of participants, together with copies of their passports. The power of attorney form and an example of how to complete it will be available for download from the Conference website nearer the time of the event.
Will I need to wear a mask at the venue?
The Conference will adhere to all COVID-19 safety requirements and recommendations set out by the Federal Service for the Oversight of Consumer Protection and Welfare (Rospotrebnadzor) and the World Health Organization.

Masks and gloves must be worn while at the Conference venue. It is recommended that these are replaced once every two hours (or less). People are also advised to use the hand sanitizer dispensers at the Conference venue.

Throughout the Conference venue, people will be required to maintain a distance of 1.5 metres from others, and to adhere to distance markers in areas where people are likely to gather.

We kindly ask that participants are understanding of these preventative measures. The health and safety of participants and all those involved in organizing and holding the Conference are our priority.
Event Management
The New Normal
© 2021 The Roscongress Foundation