Corona Checklist for your Hygiene & Infection Prevention Concept

[Valid from 08/10/21]

In connection with increasing protection of the population through vaccinations, new framework conditions for North Rhine-Westphalia were established in the Corona Protection Ordinance of October 08, 2021, which make for the greatest possible normalization of social, societal, cultural and economic life. This framework also affects the entire meeting and congress market. The previously applied tier system has been replaced by a simplified access system that provides for various restrictions depending on the current incidence rate.   ...

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[Valid from 08/10/21]

In connection with increasing protection of the population through vaccinations, new framework conditions for North Rhine-Westphalia were established in the Corona Protection Ordinance of October 08, 2021, which make for the greatest possible normalization of social, societal, cultural and economic life. This framework also affects the entire meeting and congress market. The previously applied tier system has been replaced by a simplified access system that provides for various restrictions depending on the current incidence rate.  

Facilities which plan to hold indoor events with more than 100 people without fixed seating must submit a facility-specific hygiene and infection prevention concept to the responsible health authority (public health department) prior to their first opening. In the future, event planners will no longer be required to submit a hygiene and infection prevention concept. Nevertheless, we still strongly recommend that it be prepared 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

  • 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
    • Expected number of participants
  • Do you need to present a hygiene and infection protection concept for your event?
    • For events with more than 100 participants a hygiene and infection protection concept must be presented to the authorities.
  • Is there a procedure for admission in compliance with current infection protection regulations? Are controls of the participants’ 3G-status (in German meaning vaccinated, immunized or tested) regulated?
  • 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?
  • Is compliance with the rules and regulations monitored, for instance by the security staff?

 

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?
    • Our tip: provide for a site plan (walking paths, 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
    • are seats arranged in a chess board pattern
      so that a sufficient distance between visitors in the presentation rooms is guaranteed at all times?

 

3. The obligation to wear a face mask

 

  • At least a medical face mask (or surgical mask) must be worn indoors in situations in which different households meet.
  • Deviations from the obligation to wear a face mask are possible:
    • at education or cultural facilities as well as at business events, congresses, fairs and meetings on fixed seats or standing places, if the minimum distance of 1.5 metres is kept between groups at all times or all participants are immunized;
    • in restaurants or other gastronomic facilities with fixed seats or standing places if the minimum distance of 1.5 metres between groups is kept;
    • at workplaces indoors as well as in cars, if
      • a minimum distance of 1.5 metres is kept at all times;
      • meetings take place only between immunized employees;
      • if employees work at the same desk or in the same team and are immunized or tested.
    • 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 attestation must be carried at the event. Did you communicate this rule clearly?

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, for instance by admitting only participants who hold a 3G-status (tested negative, vaccinated or recovered from COVID-19)
  • Are information boards about infection control compliance regulations posted at the entrance?
  • Has care been taken to prevent the transmission of infection?
    • Visitors with symptoms of a cold are to be excluded from the event.
  • 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?
    • For instance through providing 
      • A distance of 1.5 metres between persons in the catering area or
      • 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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