Corona Checklist for your Hygiene & Infection Prevention Concept

22/06/21

With the new Corona Protection Ordinance of June 21, 2021, a new tier system applies in North Rhine-Westphalia, which provides for various opening steps depending on the current incidence rate. These regulations also affect the conference and congress market, not always including an approved hygiene and infection prevention concept as a requirement for your event. Nevertheless, we advise you to use our checklist and to draw up a hygiene and infection prevention concept in the interests of the safety of your event participants and with a view to ...

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22/06/21

With the new Corona Protection Ordinance of June 21, 2021, a new tier system applies in North Rhine-Westphalia, which provides for various opening steps depending on the current incidence rate. These regulations also affect the conference and congress market, not always including an approved hygiene and infection prevention concept as a requirement for your event. Nevertheless, we advise you to use our checklist and to draw up a hygiene and infection prevention concept in the interests of the safety of your event participants and with a view to the future development of the pandemic.

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

  • 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?
  • Is there one contact partner responsible for the hygiene and infection prevention concept and for ensuring its implementation during the event?
    • Our tip: Best contractually define who is responsible with the location operator.
  • Is there a standard procedure in case of the following events?
    • Upon notice of an infection with COVID-19 in order to track contact persons of the infected.
      • For instance with the help of visitor details and seating plans.
    • Should there be a suspect case or infection among the personnel.
    • For admission in compliance with current infection protection regulations
      • For instance by checking whether participants have the status of one of the 3 G's, which in Germany subsume the status of being getestet (= tested negative), geimpft (= vaccinated) or genesen (= recovered from COVID-19)
  • How are visitors held up-to-date regarding the rules and regulations for hygiene and infection prevention at the event?
    • Prior to the event via email (for instance about the requirement to present they hold one of the above-mentioned 3G-statuses)
    • At the registration and at the event via information boards on coughing and nasal etiquette, hand hygiene and distancing rules
  • Is this information easily understandable for (international) visitors?
  • How is compliance with the rules and regulations monitored?
    • Is monitoring by the security staff agreed?
      • Our tip: Come to an agreement with the venue operator regarding this and provide information on this agreement upon presentation of your concept.
  • Who is the responsible contact partner for the hygiene and infection prevention concept presented and for ensuring its implementation during the event?
    • Our tip: It is best to contractually define this arrangement with the location operator.

 

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

 

  • How do you ensure that visitors maintain the minimum distance of 1.5 metres between each other?
    • Possibilities are:
      • A traffic light system for walkways
      • Floor signalling to stay on predetermined walking paths
      • An adapted assembly of the booths
    • Exceptions: Depending on the current seven-day incidence rate, exceptions may apply to the obligation of maintaining 1.5 metres distance between participants (§4 CoronaSchVO)
      • The minimum distance must not be maintained in case a structurally effective separation (e.g. a plexiglas pane or similar) provides full protection from a droplet infection.
    • Provide information on the precautions you have taken regarding this rule by presenting the following documents where applicable:
      • Seating plans (in a chess board pattern)
      • A site plan detailling optimization measures for the walking paths as well as the entry and outlet area
    • Capacity calculation (see next point)
  • Is the visitor capacity for the venue calculated in agreement with the rules and regulations for event planning during the pandemic?
    • Our tip: Consult with the venue operator for this.
    • Do I comply with the benchmarks given for visitor capacity?
      • For trade fairs and exhibitions max. 1 person per 7 m².
        • Regarding employees of stand operators: Are all employees counted that exceed the maximum of 1 person per 35 m²?
  • When applicable: Does the organization of the presentation program also comply to the rules?
    • Yes if the:
      • participant access to the presentation rooms is limited and
      • seats arranged in a chess board pattern so that a sufficient distance between visitors in the presentation rooms is guaranteed at all times.

 

3. Obligation to wear a face mask

 

  • Attention: Irrespective of compliance with the minimum distance, there is a general obligation for everyone to wear a face mask, covering both nose and mouth. This applies in enclosed spaces as well as outdoors where the number of people does not permit compliance with the minimum distance throughout.
    • Exceptions to this obligation may only be granted, if:
      • Persons cannot wear a face mask due to medical reasons;
        • In case you deem this exception relevant, a corresponding attestation must be carried at the event.
      • communicating with a person who is deaf or hard of hearing requires this;
      • the consumption of food and beverages is necessary (and then, only in restricted areas);
      • this is temporarily necessary to provide a service or medical treatment or due to other urgent reasons.
    • 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?
    • The following precautions are crucial:
      • Central visitor registration in accordance with the GDPR as well as with requirements for plain and distinct traceability.
    • Are corresponding information boards set up at the entrance?
    • Admission is granted only to participants who can prove to hold one of the 3 G-statuses (tested negative, vaccinated or recovered from COVID-19)
  • 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?
    • Yes, if
      • The distance of 1.5 metres between persons in the catering area is ensured at all times (see above for applicable exceptions)
      • Food is served at the table on a plate
      • Hand sanitizers and the best possible coverage of the food (spit protection or similar) are provided 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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