Eventmanagement during Corona pandemic
With the next easing of regulations Berlin is looking forward to welcome you and impressive events. All partners in the city are working together on solutions to ensure responsible events and safe visits to Berlin for your participants. Many restaurants are open since the 15th of May 2020, hotels & guesthouses are welcoming guests since the 25th of May 2020.
Furthermore the Senate Chancellery of the federal state of Berlin released decisions on easing regulations for Meetings, Incentives, Conventions, Events and Trade Fair Shows in compliance with hygiene and safety regulations.
Easings for events in Berlin // Indoor Events
- from the 2nd of June 2020: up to 150 participants indoor
- from the 30th of June 2020: up to 300 participants indoor
- from the 1st of August 2020: up to 500 participants indoor
- from the 1st of September 2020: up to 750 participants indoor
- from the 1st of October 2020 to 24th of October 2020: up to 1.000 participants indoor
Easings for events in Berlin // Open Air Events
- from the 2nd of June 2020: up to 200 participants outdoor
- from the 16th of June 2020: up to 500 participants outdoor
- from the 30th of June 2020: up to 1.000 participants outdoor
- from the 1st of September 2020 to 24th of October 2020: up to 5.000 participants outdoor
Hygiene and safety protocols will apply to all events. Indoor events with more than 1.000 participants or outdoor events with more than 5.000 events are prohibited until 24th of October 2020.
Guide to organize safe events
The Berlin MICE industry is prepared for your event! The health and safety of event participants is our top priority. To make planning easier for you, visitBerlin in cooperation with the visitBerlin Convention Partner e.V. and a working group representing the event industry of Berlin has developed a comprehensive guideline for safe events during the Corona Pandemic. The guideline was coordinated with the Berlin Senate Department for Economics, Energy and Businesses and the Senate Department for Health, Care and Equality and was recognized as a hygiene framework concept.
This version was last updated on 01th July 2020 and adapted to the latest regulations.
Online Events on Corona Regulations
Together with various partners, we would like to present the guide for events during Corona Pandemic as well as concrete tips for your event planning. We offer online events on the following dates (times in CEST):
Topics and Speakers will be:
- Marko Schilp, 2nd Chairman, visitBerlin Convention Partner e.V. "Presentation of the Hygiene Framework Concept - Guidelines for Safe Events in Berlin during the Corona Pandemic".
- Susanne Kufeld, Head of Corporate Security, Messe Berlin GmbH "Conducting a risk assessment in preparation for events taking into account the COVID-19 pandemic".
Registration: Please register via the direct link of the event.
Please note: The number of participants is limited.
Questions & Contact: You are very welcome to contact us anytime.
FAQ -- The answers to your questions
Do I have to get my event/the hygiene concept for my event approved?
No. According to § 2 paragraph 1 sentence 2 of the Berlin Infection Protection Ordinance, the persons in charge according to sentence 1 must prepare an individual protection and hygiene concept in accordance with the specific requirements of the respective offer and submit it to the competent authority upon request.
This implies that the local health or public order office can demand the hygiene concept. However, you do not have to present it unsolicited in order to obtain a permit. Of course, this does not affect other district licensing requirements outside the Corona regulations, e.g. when using public road land etc.
Is the hygiene framework concept accepted by the health authorities?
Yes, all districts (public health authorities) have received the guidelines in advance with an opportunity to submit comments. Furthermore, organizers can refer to the fact that the guidelines have been agreed with the Berlin Senate Department for Economics, Energy and Businesses and the Senate Department for Health, Care and Equality in accordance with the ordinance and has been accepted as a hygiene framework concept.
Is it possible to offer catering at my event?
Yes, catering can be offered.
In general, catering offers within the context of events are subject to the regulations of:
- The general hygiene regulations of [§2] apply.
- The regulations on contact restrictions pursuant to [§ 1 and § 2 paragraph 1 sentence 1
- In addition, sector-specific hygiene requirements must be adhered to.
Self-service buffets may not be offered to avoid contact between participants because of the typically open nature of the food [see § 5 paragraph 6]. Self-service buffets with pre-packaged food are permitted if it is ensured that the participants keep the minimum distance from each other and wear a mouth-and-nose cover while not at the table. The formation of groups when offering food and drinks is to be avoided. In addition, the applicable rules on distance must be observed.
Staff in contact with guests are also obliged to wear a mouth-and-nose cover when catering. [§ 4 (1)] All employees working in catering must be instructed regularly in all necessary additional hygiene measures. Regular hand washing and disinfection must be planned and coordinated.
Is there an obligation for staff to wear mouth and nose covers?
Yes. Personnel in contact with guests must wear a mouth-nose cover in closed rooms, see § 4 para. 1 of the SARS-CoV-2 infection protection ordinance. Contraventions can lead to the exclusion of persons.
Do event participants have to wear a mask?
At events, visitors are not obliged to wear a mouth-and-nose cover, see point 2.4.3 of the Business Orientation Guide. However, wearing it is strongly recommended. The organiser is therefore recommended to have sufficient suitable mouth-and-nose covers available if visitors do not carry their own.
Which (contact) data of participants do I have to capture?
The obligation to keep a record of attendance with information for tracking the contact of people present applies to all events. The attendance record shall contain at least the following information:
- First and last name
- full address or e-mail address
- Phone number
- Attendance time and duration
- Seat or table number, if applicable.
[§3 (1); (2)]
Permission for data storage must be obtained in each case (in accordance with the DSGVO).
Do private or business addresses of attendees need to be recorded?
According to § 3 paragraph 2, the complete address or email address of the attendees must be recorded for contact tracking. The address in question is the private address of those present. The main reason for this requirement is accessibility, which must also be guaranteed outside business hours and on weekends.
How long do I have to keep the attendance record?
The attendance records must be kept or stored for a period of four weeks after the end of the event, protected from inspection by third parties. After expiry of the retention period, the attendance records shall be deleted or destroyed.
If a person is found to be infected within the meaning of the German Infection Protection Act (Infektionsschutzgesetz) at the time of the event, the attendance record must be handed over to the competent authority on request. [§3 (2)]
Is there an obligation to regularly clean surfaces?
For events, an individual protection and hygiene concept must be drawn up and presented to the competent authority on request. The aim of these initiated protective measures is the prevention of infections, which also includes the avoidance of smear infections via surfaces and objects as far as possible through an intensified cleaning and disinfection regime. Furthermore, adequate ventilation must be provided indoors.
More detailed information on the requirements of the protection and hygiene concept can be determined by the respective Senate Administration responsible in agreement with the Senate Administration responsible for health in a sector-specific hygiene framework concept.
Is there information on the max. number of guests after August 31st?
Permitted according to the SARS-CoV-2 infection protection ordinance § 6 (1) and (2) :
In indoor areas:
From 1 st September to 30th September, events up to 750 participants.
From 1st October to 24th October events up to 1.000 participants.
From 1 st September to 24th October events with up to 5.000 participants.
Is it possible to hold (network) events without fixed seatings?
Yes, but the hygiene regulations, the current distance regulation of 1.5 meters, must be guaranteed at all times.
In case of seating, the distance must also be taken into account. This means that in the case of row seating, the distance must remain round (circular) to all sides.
How can we make an exhibition work?
The organiser must ensure that hygiene regulations, the applicable distance regulations and the other occupational safety standards SARS-CoV-2 (BMAS) are observed throughout the exhibition.
Suitable methods, such as floor markings, room dividers, person separation systems, traffic light systems and pull principles can help to ensure that the inlet and outlet are in conformity with distance control regulations. The allocation of time slot tickets helps to avoid queues in the admission area.
The flow of people can be smoothly controlled by marking walking routes. Counter-directional flows of people should be avoided by means of one-way systems and distance markings and distance spacers. Also, the merchandising, sponsorship, etc. Stands must comply with the applicable distance regulations.
Interaction with visitors is only possible under very strict conditions, which must be set out in the individual hygiene concept.
Used displays and devices used for interaction must be cleaned after each use.
It must be ensured that visitors are informed about the hygiene and safety measures in use during the exhibition (if necessary via announcements).
The security and order personnel is responsible for the observance of the distance rules during the event/ exhibition.
Is it mandatory to maintain a minimum distance at a table?
At a long table/bench, a minimum distance of 1.5 m between people must be observed. Normal distances are not sufficient.
What are the current social distancing regulations?
According to the Infection Protection Ordinance, a minimum distance of 1.5 metres must be maintained. The minimum distance does not apply to spouses or life partners, members of one's own household and to persons for whom there is a right of custody and access.
Do distance restrictions apply if all participants wear masks?
Event Organizers must ensure that the distance rules are observed throughout the entire production period. In addition, it is strongly recommended that participants wear a mouth-nose cover. Wearing a mouth-and-nose cover is not compulsory and therefore does not release from the basic obligation to guarantee the minimum distance.
Decisive for the basic rules of distance and hygiene are § 2 and § 5 of the Infection Protection Ordinance.
Why is the MICE industry no longer mentioned in the new ordinance?
According to the Senate Department for Economics, Energy and Businesses, this is an attempt to make the ordinance simpler and more generally valid. It is not intended that MICE should no longer be mentioned.
To whom does the term " persons present " in the ordinance refer?
The term "simultaneously present" in the ordinance on protection against infection refers to all persons present and includes employees and visitors alike.
How is the validity period of the new ordinance to be understood?
The question is primarily aimed at planning security. Is the distance requirement now fixed until 24.10.2020?
Event organisers must expect that the ordinance will remain in force until 24.10 and that the distance requirement will apply until 24.10. According to the Senate Department for Economics, Energy and Businesses, this is the cost of the planning security that has been achieved through the longer duration.
Is the minimum distance always to be maintained without exception?
The restrictions on contact have been lifted so that you can have contact with an unlimited number of people at a distance. However, the minimum distance must always be maintained to people who do not belong to your household. For example, if several households meet, everyone would be able to sit at the same table, but a distance of 1.50 m would have to be kept between each household.
Who are the "people responsible for events"?
According to § 2 paragraph (1) of the new ordinance the "people responsible for events" are always understood to be the organisers, who are responsible and liable for the event.
You do not find the answer to your question? Then please contact us with a short mail to convention@visitBerlin.de.
This FAQs will be extended continuously and have been updated on the 3rd of July 2020.
Please note the following: it is our pleasure to support you as much as possible via our website. However, this information is for guidance only.
At this point we like to point out that we are not liable for the correctness, completeness and topicality of the information and in particular we do not offer legal advice.
If it is a matter of interpretation and application to your particular case, we must ask you to seek individual legal advice.
Important travel information
- The controls at Germanys borders have been lifted completely since June 15th. Further information is published on the website of the German government.
- Airports are accessible, traffic is restricted. Please find the most recent information on the official website of Berlin Airport.
- Please note the current guidelines and instructions of the Robert Koch Institute, WHO and the information provided by the official capital city portal.