What must be observed for a planned event in Cologne?

20/01/21

Please note

On the 2nd of November reinforced measures for the prevention of further infections with the Corona virus came into effect: 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 prohibited until 14 February 2021.

Further information can be found here: Corona in Cologne.

Our information on event planning is therefore expected to be valid again from the end of February 2021. 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.

 


In addition to the normal event planning, suitable precautions are required for every event at the moment, in order to reduce the risk of infection as far as possible. Find out here what needs to be considered before, during and after holding an event in Cologne.

Before holding an event in Cologne

  • Check whether your event falls into the "approvable" category:
    • Large-scale events are currently forbidden.
    • If your event falls under the heading "Trade fairs", "Congresses" “Culture”, or “Festive events”, a hygiene and infection prevention concept has to be submitted to the responsible health authority (CoronaSchVO §2b and §11).
  • Check the applicable regulations for entering Germany:
  • Work out the hygiene and infection prevention concept for your event in close coordination with your respective venue operator. Our Coronavirus checklist for your hygiene and infection prevention concept will help you in the process.
    • Please note: If the responsibility for the implementation of Corona protection measures at your event is not clearly regulated in the state ordinance, it is up to you and the location operator to contractually define the responsibility.
  • Present this concept to the responsible health authority (see above).
    • Important: The health authority reserves the right to make changes to the hygiene and infection prevention concept or to order additional hygiene and protective measures.
      • If the number of participants exceeds 500, the public order office must decide on the approval in coordination with the public health department.
      • If the number of participants exceeds 1,000 persons, the approval of the Ministry of Labor, Health and Social Affairs of the State of North Rhine-Westphalia must also be obtained due to the supra-regional significance of the infection.
    • It is recommended that you inform the visitors to your event in advance of your rules and regulations regarding hygiene and infection prevention (e.g. via the congress website).
  • Record the visitors’ data in accordance with the GDPR for possible contact tracing. This can be done using analogue or digital methods.

 

During the event

  • If the responsibility for the implementation of the hygiene and infection protection concept has not been contractually agreed upon in advance (see above), you as the organizer and the location operator are jointly responsible for ensuring that the specified measures are implemented and adhered to.
    • Communicate your rules and regulations for the right behaviour to prevent infection with the help of simply understandable information boards.
    • Check the implementation of and adherence to these rules regularly.

 

After the event

  • Keep the recorded visitor data for the period of four weeks and secure it against access by third parties.
  • In the event that you receive notification of an infection, transfer the recorded visitor data to the health authority. This can be done via e-mail.

 

Several other aspects are part of a hygiene and infection prevention concept for your event. Click here to get more information on such a concept.