Event management during the Corona pandemic
Berlin is happy to welcome you and your impressive events. The city government has worked together with stakeholders to develop a joint approach to provide solutions for responsible events and ensure your participants can visit Berlin safely.
The following limits continue to apply on the number of attendees at indoor and outdoor meetings, incentives, conventions, events and trade fairs:
Limits on numbers
Limits on numbers at events in Berlin
- From 20 August 2021 - 23 October 2021: a maximum of 1,000 people // indoors
- From 20 August 2021 - 23 October 2021: a maximum of 2,000 people // outdoors
Extended limits on numbers with mechanical ventilation
- From 20 August 2021 - 23 October 2021: a maximum of 2,000 people // indoors
- Please refer to our FAQ section for details (2. Hygiene measures)
Extended limits on numbers for major events
- From 20 August 2021 - 23 October 2021: more than 2,000 Personen // indoors
- From 20 August 2021 - 23 October 2021: more than 2,000 Personen // outdoors
- Utilization of the maximum capacity (effective date 13 March 2020) of the venue of max. 50 % and/or not more than 25,000 persons
- Subject to approval by Berlin Senate Department for Economics Enegy and Public Enterprises (application form - only available in german)
- Applications can be sent to Veranstaltungen@senweb.berlin.de at least 20 days before the start of the event with the subject "Antrag Großveranstaltung".
Mandatory testing for events
- From 20 August 2021: All persons present // indoors
- From 20 August 2021 - 23 October 2021: From 101 people // outdoors
- Not applicable for recovered and fully vaccinated persons
- Please refer to our FAQ section for details (3. Mandatory testing)
2 G-option for events
- 18 September 2021 to 23 October 2021: Access only possible for vaccinated and fully recovered persons (incl. staff)
- Obligation to maintain the minimum distance and mask obligation no longer apply
- Capacity utilisation of large events up to 100 per cent, but maximum 25,000 people present at the same time
Any easing of these limits will be subject to the hygiene and social distancing regulations.
You can find the current SARS-CoV-2 infection protection regulation on the state of Berlin website (only available in german).
Guidelines for safe events
Guidelines for hygiene planning – A framework for holding safe events!
The Berlin MICE sector is ready for your event!
Our priority is to ensure the health and safety of your event participants. To assist you in planning your event, visitBerlin Convention Partner in cooperation with visitBerlin has drafted comprehensive COVID-19 guidelines for safe events in Berlin.
The Hygiene Framework Concept has been agreed with the Senate Department for Economic Affairs, Energy and Public Enterprises as well as the Senate Department for Health, Care and Gender Equality and is officially approved.
FAQ -- Answers to the questions
1. Legal issues
Are business meetings and conferences still allowed?
Business meetings and conferences are still allowed. The new maximum number of persons (see above) as well as distance rules must be observed.
Does my event need official approval?
No. Under Section 5, Para. 1 of the Berlin Infection Protection Ordinance, those responsible as defined in Clause 1 are to draw up an individual hygiene and protection plan meeting the specific requirements of the particular service, programme or event and submit it to the authority responsible on request.
In other words, the local health authority or public order office may ask for the hygiene plan to be submitted, but it does not have to be automatically submitted for permission to hold the event. Of course, other local or borough licence requirements outside the COVID-19 regulations, e.g., use of public space, curbs, roadside verges, etc., remain unaffected.
Have the health authorities authorised the Guidelines?
Yes, all the districts (health authorities) have received the guidelines in advance and have had the opportunity to comment. In addition, event organisers can refer to the fact that, in accordance with the ordinance, the guidelines have been agreed with the Berlin Senate Department for Economic Affairs, Energy and Public Enterprises as well as the Senate Department for Health, Care and Gender Equality and approved as Hygiene Guidelines.
How is "persons present" in the Infetion Protection Ordinance defined?
The Infection Protection Ordinance refers to “persons present at the same time”, i.e., all persons present including employees and visitors equally.
Who does “those responsible for events” refer to?
The "persons responsible for events" are always the event organizers who are responsible and liable for the event.
Do vaccinated & genesis guests count at events in terms of caps?
Exemptions for vaccinated and genesis persons of the Federal Exemption Regulation with regard to gatherings only apply to private gatherings at this point in time. Accordingly, these groups of people must continue to be taken into account in the count for B2B events in relation to the applicable caps.
If claims for damages arise, who would be the liable party?
Legal rulings on the questions of liability and claims for damages at an event in the case of a coronavirus infection are decided individually on a case-to-case basis.
In principle, the following applies: The stronger the evidence of the hygiene plan being implemented in an orderly manner, the less successful an infected person or their relatives would be in pursuing a claim against the organiser.
Or in legal terms: Where the hygiene plan and industrial safety provisions have been implemented in an orderly manner, the duty of care would not be violated in a way providing a legal prerequisite for claims derived from contractual, criminal or other special laws (Infection Protection Act (Infektionsschutzgesetz), industrial health and safety provisions).
What happens if the Infection Protection Ordinance changes again?
As soon as there are any changes regarding the currently valid regulation, these will be taken into account here as soon as possible.
2. Hygiene measures
What are the current social distancing regulations?
At events, suitable measures must be taken to ensure that the minimum distance of 1.5 metres between visitors who do not fall under the exception of § 2 paragraph 2 and the maximum number of people permitted for the respective area are observed.
For event areas, appropriately dimensioned seat spacing and passage widths shall be planned within the framework of the seating plans. The minimum distance of 1.5 m may be undercut if suitable protective measures or protective devices are used or if all visitors present have been tested negatively in terms of § 6b (see § 11 para. 3).
However, the ordinance does not specify to what extent the minimum distance can be undercut. If necessary, the organiser can determine this in his or her hygiene framework concept in an infectiologically sensible manner, if it is ensured that sufficient measures are taken to protect against droplet infections and aerosols.
Appropriate measures include: Mouth-nose covering, separating walls, access to the event only for tested, vaccinated and/or recovered persons.
At events with more than 20 people present at the same time, attendants must be assigned a fixed seat, if not all attendees have tested negative.
Do attendees have to wear a face mask?
At events, participants are obliged to wear a mask of medical standard, unless they are in their seat.
Do the personnel have to wear a face mask?
Yes, the event personnel does have to wear a mask (mask of medical standard).
Who is responsible for monitoring the distance / hygiene regulations?
The event organisers responsible and liable for the event are required to implement the requisite social distancing and hygiene measures and ensure these are followed. If clients or customers act as organisers, they must bear the liability in cases where regulations are violated.
The event organisers must ensure that all service providers involved in the event are informed of the social distancing and hygiene regulations and pass this relevant information on to their employees.
During the event, stewards and security staff are to monitor compliance with the valid social distancing regulations in the guest areas, avoid congestion leading to larger groups (if necessary, by additional mobile patrols), and disperse such groups if they should form.
What are the specifications for mechanical ventilation?
Events are to take place in spaces where adequate ventilation is ensured. The aim is to exchange the room air and provide a continual and defined supply of fresh air to the event spaces and rooms. Existing ventilation/air conditioning systems are to be operated where possible with fresh air and circulating air is to be avoided.
Event rooms without air conditioning or ventilation systems are to regulate the supply of fresh air via windows, skylights, smoke dampers, and doors, etc. The spaces are to be aired at least 45 minutes before the event begins / the rooms are opened, and airing should continue where possible until the end of the event / the opening hours for visitors. At least once an hour, spaces are to be thoroughly aired for at least ten minutes by cross ventilation / intensive airing by opening the windows, skylights, smoke dampers, doors, etc. as wide as possible.
These measures vary depending on the technical and spatial conditions in the particular event spaces and rooms. A concrete ventilation and airing plan is to be drafted which is adapted for the particular venue and takes into account the pertinent recommendations, opinions, and statements. (Statement by the Indoor Air Hygiene Commission (IRK) of the Federal Environment Agency: Link 1, Recommendations of the Federal Institute for Occupational Safety and Health (BAUA): Link 2.)
For further details see in the Hygiene Framework Concept point 3.6.
3. Mandatory testing
From how many event participants does the testing obligation apply?
Please refer to our info box 'Mandatory testing for events' for the current limits on numbers regarding the mandatory testing.
Does the testing obligation also apply to event staff?
Yes, the wording in the Infection Protection Ordinance refers to all persons present and includes both employees and visitors.
How is proof of negative tests to be provided?
Option 1: Participant is tested on-site with a point-of-care (PoC) antigen test (test site at the event location)
Option 2: Participant performs a point-of-care (PoC) antigen test for self-testing on-site under the supervision of the respective responsible person or persons appointed by her/him (self-testing site at the event location)
Option 3: Participant submits a written or electronic certificate of a negative test result of a point-of-care (PoC) antigen test or self-test for SARS-CoV-2 coronavirus infection within the last 24 hours (decentralised testing) to the relevant responsible person or persons authorised by him/her.
Option 4: Participant submits written or electronic certification of a daily negative test result of a current PCR test that is no more than 48 hours old to the respective responsible person or persons authorized by her/him (decentralized testing)
Are vaccinated & recovered persons (also) obliged to be tested?
For the following group of persons, the testing requirement for participation in events does not apply:
1. vaccinated persons who have been vaccinated with a vaccine approved by the European Union and whose last required vaccination was at least 14 days ago,
2. recovered persons who can demonstrate a positive PCR test result for SARS-CoV-2 coronavirus infection more than six months ago and who have received at least one vaccination against Covid-19 with a vaccine approved by the European Union which was at least 14 days ago.
3. recovered persons who have tested positive for SARS-CoV-2 coronavirus infection by PCR at least 28 days and not more than six months previously.
Are children required to be tested?
According to the Berlin Infection Protection Measures Ordinance, children up to the age of 6 as well as
pupils attending schools as defined in section 1 paragraph 2 number 4 do not have to be tested again specially in order to attend an event.
What are the requirements for the required test certificate?
Certification of a negative test result from a current point-of-care (PoC) antigen test, including those for self-administration, or PCR test for SARS-CoV-2 coronavirus infection must have:
- At a minimum, the date and time the test was performed,
- the name of the person tested,
- and the institution that performed or supervised the test.
The certification shall conform to the model provided by the Senate Office of Health.
The certification of a point-of-care (PoC) antigen test for self-administration as well as the supervision of the testing may only be carried out by a person authorised for this purpose by the respective responsible persons within the scope of the commissioning.
Is there a documentation requirement for tests performed?
Yes, the performance of the test must be recorded in the attendance documentation in accordance with § 5. This must be kept or saved for a period of four weeks after the end of the event.
Do distance & hygiene regulations apply despite negative coronatests?
The obligation to conduct coronatests for participants does not exempt from the basic obligation to take precautions and comply with the distance and hygiene rules. Organisers must ensure that the applicable spacing rules are observed during the entire production period.
What time regulations have to be observed with regard to the tests?
A negative test result, which is not older than 24 hours at the time of admission, must be presented at every admission situation (start of event).
Is a daily test required even for events lasting several days ?
A negative test result not older than 24 hours at the time of admission must be presented at each admission (start of event).
If the event starts quite early the next day, it may be that the test from the previous day is still sufficient. However, as soon as the 24-hour time limit is exceeded at the time of admission, a new test is required, regardless of whether it is the same event series.
What measures must be taken in the event of a positive test?
Persons tested positive are not allowed to enter the venue. A person tested positive on site must immediately go into quarantine in compliance with the AHA rules, report to the responsible health authority and report to a responsible doctor for a PCR test. Quarantine of all event participants is not required.
4. Participant management
What (contact) data do I need to collect from the attendees?
At events, attendance has to be documented to provide the information to allow attendees to be traced if necessary. The attendance documentation must include at least the following information:
- Name and family name
- Phone number
- District or municipality of the place of residence or permanent residence
(dispensable when using digital applications)
- Full address and email address, if available
- Time the person was present
- conducting of testing, if provided on-site
- Seat or table number, if available.
(dispensable when using digital applications)
These are the private addresses of those present.
The already existing data from the ticket booking can be used, if necessary supplemented by other necessary data. If there is a justified need, the data shall be made available exclusively to the health authorities.
Consent to data storage must be obtained in each case (in accordance with DSGVO requirements).
Contact data collection can be done through digital applications (apps).
How long do I have to keep the attendance records?
The attendance records have to be kept for a period of four weeks from the end of the event. They are to be kept or stored in a place not accessible to third parties. After the required period, the attendance lists are to be deleted or destroyed.
The attendance record shall be made available to the competent authorities on request for the purpose of monitoring the obligations under paragraphs 1, 3 and 4. In addition, the attendance record shall be handed over to the competent authorities on request or made accessible to them in another appropriate manner if it is established that a person was ill, suspected of being ill, infectious or an excretor within the meaning of the Infection Protection Act at the time of the event, the visit or the use of the service.
Is there a documentation obligation of vaccinated/genetically proven?
According to § 4 para. 1 no. 7, only the performance of the test (e.g. if the guest performs a self-test on site under the supervision of the staff) or the presentation of a certificate must be documented. Whether the certificate is a recovery certificate, vaccination certificate or negative test result must not be recorded separately, if only to protect health data.
The recommendation of the Senate Department for Economic Affairs, Energy and Enterprises - in consultation with the health administration - is to note in the attendance documentation in a column "certificate submitted" or "obligation not applicable" (e.g. for vaccinated persons and children under 6 years of age). In this way, no health data is recorded.
What are the limits on numbers for streaming-only events?
Streaming events are to be treated legally like film shoots or television recordings and thus fall into the category of "regular professional practice" in the sense of "enabling an event". Accordingly, the maximum person limits for events specified in § 11 of the SARS-CoV-2 Infektionsschutzverordnung do not apply to this type of event.
Regardless, of course, the distance and hygiene rules apply as they do for other occupations, and no regular attendees may be physically present. Those present must be indispensable for the creation of the live panel (camera operators, cable operators, sound assistants, beauticians, etc.).
Can I offer catering to my event participants?
Self-service buffets are permitted providing measures are taken to ensure the guests comply with the required mini- mum distance to one another and wear a medical mask (outdoor events: mask of medical standard) when not seated at a table.
When offering food and beverages, care is to be taken that groups do not form. In addition, the valid distancing regulations are to be observed (floor markings).
To accelerate the serving of food and beverages, these are to be labelled clearly and legibly. Where appropriate, provision should be made for cashless payments.
To avoid the excessive density of guests and staff at a single location, decentralized serving points shall be planned and set up (the maximum number of people allowed in the catering area is to be determined in advance). Alternatively, food and beverages may be provided in sealed packaging and placed on the chairs/tables in the event area.
Can I book a band to perform at an indoor event?
As a performance, bands and vocal music are allowed indoors. In the Hygiene Guidelines of the Senate Department responsible for culture, singing together and a band performing are subject to the conditions stipulated under IV (see Infection Protection Ordinance, Section 5, Para. 1).
What requirements are there for exhibitions?
For the entire duration of the exhibition, the event organiser is to ensure compliance with the hygiene regulations, the valid social distancing regulations and further coronavirus health and safety standards (Federal Ministry of Labour and Social Affairs).
Appropriate methods, such as floor markings, room partitions, automated gate systems, signal light systems and pull principles can help to regulate flows at entrances and exits so they comply with the present regulations on social distancing. Allocating time slot tickets helps to avoid queues forming in the entrance areas.
The flow of visitors can be smoothly steered by marking traffic paths. Flows of people in opposite directions are to be avoided through the use of one-way systems, distance markers and spacers. The currently valid regulations on social distancing must also be applied at stands for merchandise, sponsors, etc.
Interaction with visitors is only possible under very strict conditions, and these must be set out in the individual hygiene plan. Interactive displays and devices must be cleaned after each use.
Organisers have to ensure that visitors or participants are informed of the valid hygiene and safety measures even during the exhibition (if appropriate, via announcements).
During the event / exhibition, stewards and security staff are responsible for ensuring compliance with social distancing regulations.
Please note: We are very glad to support you as far as possible with the information on our website. However, the information we provide is for guidance only.
Although care is taken to ensure the accuracy of such information, it makes no claim to be correct, complete and up-to-date, and in particular does not offer legal advice and assistance.
For questions on interpretation and application in your particular case, we must ask you to seek individual legal advice.