Event planning in times of coronavirus

Please note On the 2nd of November reinforced measures for the prevention of further infections with the Corona virus came into effect in the whole of Germany: In accordance with §11 and §13 of the currently valid Corona Protection Ordinance of the State of North Rhine-Westphalia, trade fairs, exhibitions and specialist events are initially prohibited until 30th December. Further information can be found here: Corona in Cologne. Our information on event planning is therefore expected to be valid again from 01 December. We make every effort ...

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Please note

On the 2nd of November reinforced measures for the prevention of further infections with the Corona virus came into effect in the whole of Germany:
In accordance with §11 and §13 of the currently valid Corona Protection Ordinance of the State of North Rhine-Westphalia, trade fairs, exhibitions and specialist events are initially prohibited until 30th December.

Further information can be found here: Corona in Cologne.

Our information on event planning is therefore expected to be valid again from 01 December. We make every effort to keep the information for you as up-to-date as possible. However, we make no claim to completeness with regard to the information provided.

3rd November 2020

 


You want to organize your event in Cologne, but are uncertain how things are working in times of coronavirus? We are aware of the fact that the COVID-19 pandemic holds a great deal of uncertainty for you in the course of your event planning and would like to provide you with the best possible support in this situation.

Large-scale events are forbidden throughout Germany until December 2020. Decisions on all of the rules and regulations including events that do not fall into the category of large-scale events are the responsibility of the federal states. As a result, events in Cologne are subject to the Stipulations of the Federal State of North Rhine-Westphalia (NRW) (in German).
More stringent measures will come into force from November 02. Information can be found here: Corona in Cologne.

Holding trade fairs and congresses as well as events and festive events has been permitted again in NRW since 30 May 2020. However, suitable precautions must be taken for every event, in order to reduce the risk of infection as far as possible. A special hygiene and infection prevention concept is possibly required. We would like to support you by providing an overview of the minimum information that must be included in such a concept with our Coronavirus checklist that is available for download. In addition, on this page you will find a form template for the hygiene and infection prevention concept according to § 2 b of the CoronaSchVO (Order regarding protection against new cases of infection with the coronavirus SARS-CoV-2). Have a look at our video for a best practice example of how you can safely plan and carry out your event in Cologne in times of Corona.

The following information serves as a basis to support you in your event planning. We categorically recommend that you as an event planner establish contact with the responsible health authority with regard to the planned event at the earliest possible date.

For the City of Cologne, please contact:

Gesundheitsamt Stadt Köln (City of Cologne health authority)
Neumarkt 15-21
50667 Köln
Tel.: +49 (0)221/221-33500
e-mail: gesundheitsamt@stadt-koeln.de

Status: 30/10/2020

Meeting safely at conference hotels in Cologne
Meeting safely at event centres in Cologne
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FAQs - Frequently asked questions

Can your planned event in Cologne take place despite the coronavirus pandemic?

The current situation regarding the coronavirus pandemic means a great deal of uncertainty in the course of event planning. Holding trade fairs and conventions as well as events and festive events has been permitted again in North Rhine-Westphalia since 30 May 2020. Suitable precautions must be taken for every event, in order to reduce the risk of infection as far as possible. The Cologne Convention Bureau has collated all relevant information on its landing page.

Why must a hygiene and infection prevention concept be created for an event in Cologne?

Suitable precautions must be taken for every event, in order to reduce the risk of infection as far as possible. A special hygiene and infection prevention concept is therefore required in some cases. The Cologne Convention Bureau supports event planners in Cologne in developing a suitable concept by providing a checklist of the minimum information required in such a concept.

Which information must be included in the hygiene and infection prevention concept for your event?

Various aspects must be taken into account in a hygiene and infection prevention concept for events in Cologne. You can orient yourself on four overarching themes when developing a concept. These are the clarification of responsibilities, the rules for maintaining minimum distancing, the obligation to wear a mask covering the mouth and nose and compliance with the provisions for special infection hygiene.

Do you need approval for events in Cologne?

A hygiene and infection prevention concept must be submitted to the responsible health authorities in Cologne for their information before your event is held if the event falls into one of the categories of “trade fair” or “convention” (CoronaSchVO §11 - (Order regarding protection against new cases of infection with the coronavirus SARS-CoV-2 article 11).

Do the obligation to wear a mask and the minimum distancing requirements also apply to conventions?

Organizing conventions in North Rhine-Westphalia requires a specific hygiene and infection prevention concept according to CoronaSchVO §2b (Order regarding protection against new cases of infection with the coronavirus SARS-CoV-2 article 2b). This must include rules covering the obligation to wear a mask and to maintain minimum distancing. For example, there is an obligation to wear a mask covering the mouth and nose at conventions when not in your seat.

Must the contact details of participants be recorded?

The contact data of the participants in conventions must be recorded as part of a central participant registration process in order to enable contact tracing to be carried out should that become necessary (CoronaSchVO §2a — Order regarding protection against new cases of infection with the coronavirus SARS-CoV-2 article 2a). The recording of this information must be regulated in the hygiene and infection prevention concept.

Can events without fixed seating also be held?

Insofar as events without fixed seating are held, the applicable minimum distance of 1.5 metres must be guaranteed. In the case of conventions without a relevant exhibition component, details of how the distancing between participants can be maintained must be set out in a concept.

How do I pay attention to the provisions for special infection hygiene in the visitor management?

The infection hygiene can be maintained in visitor management by measures such as those following: Non-contact entry management, non-contact payment, staggered admission and central visitor registration.

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 (Order regarding protection against new cases of infection with the coronavirus SARS-CoV-2). 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, food may be served at the table on a plate and sanitizer dispensers must be provided at self-service buffets.

Can a presentation program also be offered as part of the event?

A presentation program can be offered provided that the number of participants is limited by restriction of access to the presentation rooms and seating that is marked in such a way as to ensure that the minimum distance of 1.5 meters between visitors in the presentation rooms is guaranteed at all times.

How does the process of approval of a concept by the health authorities function?

The health authority examines the concept prior to the event and reserves the right to make changes to the hygiene and infection prevention concept or to order additional hygiene and protective measures.