Corona Checklist for your Hygiene & Infection Prevention Concept

[Valid from 01/16/22]

The Corona Protection Ordinance of 16 January, 2022, specifies new and stricter framework conditions for North Rhine-Westphalia in order to stop the current pandemic development. These also affect the entire conference and congress market. Facilities which plan to hold an indoor event with more than 100 people without fixed seating must submit a facility-specific hygiene and infection protection concept to the responsible health authority (public health department) before opening for the first time. In addition, a concept must be ...

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[Valid from 01/16/22]

The Corona Protection Ordinance of 16 January, 2022, specifies new and stricter framework conditions for North Rhine-Westphalia in order to stop the current pandemic development. These also affect the entire conference and congress market.

Facilities which plan to hold an indoor event with more than 100 people without fixed seating must submit a facility-specific hygiene and infection protection concept to the responsible health authority (public health department) before opening for the first time. In addition, a concept must be submitted for outdoor events for which admission control cannot be granted. There is no longer a general obligation for event planners to submit a hygiene and infection protection concept, but we still recommend that it be prepared in every case and support you with our checklist.

The coronavirus checklist contains four overriding themes which you can use for orientation when preparing your concept:

  1. Basic information & clarification of responsibilities
  2. Rules and regulations for maintaining the minimum distance of 1.5 metres between visitors
  3. Obligation to wear a face mask
  4. Compliance with the provisions for special infection hygiene

 

The Checklist hygiene and infection prevention concept for event organizers in NRW is available for you to download here. Please note that the following information reflects the minimum requirements. We recommend that you check whether further measures might be necessary for each individual case.

 

1. Basic information & clarification of responsibilities

  • Do you need to present a hygiene and infection protection concept for your event?
    • For events with more than 100 participants a location-based hygiene and infection protection concept must be presented to the authorities. In addition, a concept must be submitted for outdoor events for which admission control cannot be granted. However, we recommend that you prepare such a concept in other cases as well to provide for the maximum safety of your event participants.
  • Did you provide all necessary basic information on the event?
    • The duration and date
    • A short description
    • Information, whether the event will take place in- or outdoor
    • Number of participants
      • Attention: If the number of participants exceeds 250, capacity restrictions apply:
        • The capacity of the location exceeding 250 spectators may only be used to 50 percent of its capacity.
        • In any case, a maximum of 750 spectators are generally permitted.
  • Is there a procedure for admission in compliance with current infection protection regulations? 
    • Admission only with a 3G-status to trade fairs and congresses closed to the public as well as to events, if only employees of companies and enterprises participate and if they are carried out in compliance with the infection control regulations under labour law.
    • Admission only with a 2G-status to trade fairs and congresses open to the public as well as public events. Please notice: Trade fairs open to the public with more than 750 visitors at the same time are forbidden until 31st of January 2022. 
    • Attention: Immunization and testing checks must be carried out upon entry. Alternative controls of all persons only within the facilities or during the offer may be permissible on the basis of a documented and verifiable control concept.
  • Are visitors regularly informed about the rules and regulations for hygiene and infection prevention at the event?
    • Prior to the event via email;
    • At the event via information boards on coughing and nasal etiquette, hand hygiene and distancing rules, etc.
  • Is this information easily understandable for (international) visitors?
  • Is compliance with the rules and regulations monitored?
    • Are regular controls by the security staff contractually agreed?
    • Is information on the control cycles included in the hygiene and infection prevention concept?

 

2. Rules and regulations for maintaining the minimum distance of 1.5 metres between visitors

 

  • Are visitors able to maintain the minimum distance of 1.5 metres between each other at all times?
    • It may be helpful to provide for a site plan including information on walking paths as well as the location of sanitary as well as entrance and exit areas.
  • Does the organization of the presentation program also comply to the rules?
    • Is participant access to the presentation rooms limited and seats positioned so that the minimum distance of 1.5 meters between visitors in the presentation rooms is guaranteed at all times?
    • Are the presentation rooms aired regularly?

 

3. The obligation to wear a face mask

 

  • It is recommended to wear a face mask to cover your nose and mouth in every situation in which it is not possible to maintain a minimum distance of 1.5 metres to others. Additionally, wearing at least a medical face mask (or surgical mask) is obligatory:
    • When inside and different households meet;
    • Outside, if so ordered by the respective authority;
    • At outdoor events if admission cannot be restricted to participants holding a 2G-status. 
  • Deviations from the obligation to wear a face mask are possible for the following cases (among others):
    • in restaurants or other gastronomic facilities with fixed seats;
    • If communicating with a person who is deaf or hard of hearing requires this;
    • For the consumption of food and beverages;
    • If this is temporarily necessary to provide a service or medical treatment or due to other urgent reasons.
    • If participants cannot wear a face mask due to medical reasons, a corresponding medical attestation must be carried at the event.

Is sufficient and comprehensible information about the obligation to wear a mouth-nose covering for visitors posted at the event and are appropriate controls regulated?

Exclude persons who are not covered by these exceptions and do not comply with the obligation to wear a face mask from the event with the assistance of the security personnel.

 

4. How do I ensure that the provisions for special infection hygiene are complied with?

 

  • Was the visitor management adapted to the special infection hygiene regulations?
    • Are controls of participants‘ 2G- or 3G-status with the CovPass-App arranged for upon admission to the event? Is this clearly depicted in the hygiene and infection protection concept?
    • Alternatively, has a control concept been submitted and approved if the control of the 2G or 3G status does not take place upon access but later?
  • Are information boards about infection control compliance regulations posted at the entrance?
  • Has care been taken to prevent the transmission of infection?
    • Attention: Visitors showing symptoms of the cold or who do not have sufficient proof of immunization/testing are to be excluded from the event without fail.
  • Is the prevention of droplet infections and contact transmission (smear infections) ensured?
    • For instance by
      • Sufficient facilities for hand hygiene, in particular at the entrances (handwashing & hand disinfection facilities);
      • The regular disinfection of contact surfaces, door handles and handrails;
      • Regular cleaning intervals (in sanitary facilities and exhibition spaces);
      • Adequate ventilation of the facilities;
        • Through frequent fresh air ventilation;
        • Through technical innovations that are proven to be as efficient as fresh air ventilation.
    • Best practice is to contact the venue operator or your service provider regarding these points and present information on the precautions with help of the following documents:
      • Cleaning & disinfection plans for the event,
      • A ventilation concept.
  • Does the events catering offer comply with the current regulations on hygiene and infection prevention?
    • Attention: Provided that the gastronomic offer is not limited to the collection of food and beverages, access is only allowed for persons holding a 2G+ -status.
    • Has adequate protection against infection been provided, for example by 
      • Enabling guests to maintain a distance of 1.5 metres in the catering area;
      • Sufficient hand sanitizers and the best possible coverage of the food (spit protection or similar) at self-service buffets.

.

 

The Checklist hygiene and infection prevention concept for event organizers in NRW is available for you to download here.

 

We provide information about the form template for creating your hygiene and infection prevention concept here.

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