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.

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.

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.

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).

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.

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.

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.

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.

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.

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.

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.

Yes, events of a virtual or hybrid nature can also be conducted in Cologne during the coronavirus pandemic, for example. At its “Event planning Coronavirus” site, the Cologne Convention Bureau displays the ongoing activities and offers of the MICE sector during this difficult time.