Corona checklist for your hygiene & infection prevention concept

Event planners must observe the stipulations of the respective federal states in the current situation. In order to simplify the planning and implementation of your event in times of coronavirus, we have prepared a checklist with information on hygiene and infection prevention. The coronavirus checklist contains four overriding themes which you can use for orientation when preparing your concept: Clarification of responsibilities Rules and regulations for maintaining the minimum distance of 1.5 metres between visitors Obligation to wear a ...

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Event planners must observe the stipulations of the respective federal states in the current situation. In order to simplify the planning and implementation of your event in times of coronavirus, we have prepared a checklist with information on hygiene and infection prevention. The coronavirus checklist contains four overriding themes which you can use for orientation when preparing your concept:

  1. 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.

 

1. Clarification of responsibilities

 

  • Who is the contact partner for the hygiene and infection prevention concept presented as well as for its implementation and observance during the event?
  • How is compliance with the rules and regulations to be monitored?
    • Information boards concerning infection prevention regulations (coughing and nasal etiquette, hand hygiene and distancing rules)
      • Are these easily understandable for the visitors?
      • Do these need to be translated for international visitors?
  • Monitoring by the security staff?
    • Come to an agreement with the venue operator regarding this.

 

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

 

  • What exceptions exist to the rules and regulations for maintaining the minimum distance of 1.5 metres between the visitors?
    • Persons who are directly related,
    • Persons from a maximum of two different households,
    • Accompanied minors or persons in need of protection,
    • Absolutely necessary meetings for reasons of care,
    • Groups of a maximum of 10 persons.
       
  • How is the visitor limit for my venue to be calculated?
    The best way to calculate this is in consultation with the venue operator.
    • For trade fairs
      • Limit the number of visitors to one person per 7 m².
      • Only include the employees of stand operators in this calculation when they are present in numbers greater than one person per 35 m².
    • For congresses (without a significant exhibition component)
      • State how the minimum distance of 1.5 metres between visitors can be maintained.
      • (Keyword: type of seating and gangways).
      • In the case of presentations (e.g. poster sessions) ensure that participant numbers are limited to one person per 7 m².
         
  • What further information is important in order to demonstrate compliance with hygiene and infection prevention?
    • Provide the size of the venue (inside and outside areas),
    • State how you will structure the stand and the exhibition area to guarantee that it remains possible to maintain the minimum distance in the gangways.
       
  • Can a presentation program also be offered as part of the event?
    • Yes if you:
      • Limit the number of participants by means of limitations on access to the presentation rooms and:
      • Mark seats in such a way that
    • The minimum distance of 1.5 meters between visitors in the presentation rooms is guaranteed at all times.

 

3. Obligation to wear a face mask

 

  • What exceptions exist to the obligation to wear a face mask at trade fairs and specialist congresses?
    • There is no obligation to wear a face mask while seated
    • Persons who cannot wear a face mask due to medical reasons;
      • As organizer, you decide whether a corresponding attestation must be carried at the event.
        Best practice is to communicate this rule in advance.
    • The face mask may be removed when communicating with a person who is deaf or hard of hearing requires this;
    • For the consumption of food and beverages;
    • In the event that this is temporarily necessary to provide a service or medical treatment or it is necessary due to other 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?

 

  • How do I pay attention to the provisions for special infection hygiene in the visitor management?
    • Contact-free admission management
    • Contact-free payment
    • Staggered admission times (participation for a limited period, individual days)
    • Central visitor registration in accordance with the GDPR
    • Visitors with cold symptoms may not attend the event.
      • Set up corresponding information boards at the entrance
         
  • How can the prevention of droplet infections and contact transmission (smear infections) be ensured?
    • Ensure the availability of facilities for hand hygiene, in particular at the entrances (handwashing facilities, hand disinfection facilities).
    • Ensure the regular disinfection of surfaces, door handles and handrails.
    • Ensure regular cleaning intervals.
    • (sanitary facilities and exhibition spaces)
    • How can adequate ventilation of the facilities be guaranteed?
      • This is not required if the event takes place outside.
  • Best practice is to contact the venue operator or your service provider regarding these points.
     
  • How can I offer catering despite all of these rules and regulations?
    • Catering offers, like restaurant operations, are subject to the regulations in §14 of the CoronaSchVO.
    • This means that catering offerings in your venue are also subject to the following conditions:
      • The distance of 1.5 metres between persons in the catering area must be ensured (the aforementioned exceptions apply in this case also).
      • Food may be served at the table on a plate.
      • You must ensure that hand sanitizers are provided at self-service buffets.
        • Ensure that guests disinfect their hands before every serving and that they wear a face mask while they serve themselves food.
        • Also ensure the best possible coverage of the food (spit protection or similar).

 

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

 

Download our form template for creating the your hygiene and infection protection concept here.

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