Eventmanagement during Corona pandemic
Berlin is looking forward to welcome you and impressive events. All partners in the city have been working together on solutions to ensure responsible events and safe visits to Berlin for your participants.
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 31st of December 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 31st of December 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 31st of December 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 "Made in Berlin"
Especially in the current times, we would like to exchange information regularly and present news together with our partners from the MICE destination Berlin. Learn more about our new, virtual and exclusive event format "Made in Berlin".
During our regular online events "Made in Berlin: #BerlinReopens" you can learn more about the implementation of the hygiene framework concept and we are happy to answer any questions you may have. Click here to register.
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 regulations on contact restrictions pursuant to [§ 1 and § 2 paragraph 1 sentence 1]
- The general hygiene regulations of [§ 2] apply.
- In addition, sector-specific hygiene requirements must be adhered to.
New! Self-service buffets may be offered again with the coming into force of the new regulation (25.07.2020). "Normal" buffets are possible, but the applicable distance and hygiene measures must still be guaranteed. Participants must maintain the minimum distance between each other and it is recommended to wear a mouth-nose cover as long as the participants are not at the table. The formation of groups when offering food and drinks is to be avoided. In addition, an intensified cleaning regime must be observed and suitable protective measures must be taken (e.g. organisation of walking routes by means of markings on the floor).
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.
Can I have a band perform at an indoor event?
Bands and singing are allowed indoors as a performance. However, dance events in closed rooms are prohibited (§ 7: Prohibitions). For the singing and the performance of the band, the conditions mentioned in the hygiene framework of the cultural administration under IV. apply (see § 5 paragraph 1 of the regulation).
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.
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 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.
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.
Is the minimum distance always to be maintained without exception?
The minimum distance has to be kept between people who do not belong to your own household.
This is different within the catering trade. In this sector, up to 6 people from different households may sit together inside and outside without a 1.5m distance. In addition, the distance outside may be waived if it is replaced by measures of equivalent effect.
However, for the time being this only applies to the catering trade and is not transferable to events.
Is it mandatory to maintain a minimum distance at a table?
In the context of events, the distance regulations must be observed. A distance of at least 1.5 m must be maintained between people even on a long table/bench. Normal distances are not sufficient.
In the catering trade the rules are different. In this case, the 6-person rule applies and up to 6 people from different households are allowed to sit together without 1.5 m distance.
However, for the time being this only applies to the catering trade and is not transferable to events.
Are jointly registered participants allowed to sit together?
Yes, these persons may be seated together at events with fixed seating (e.g. cinema auditorium). However, unless the group of persons mentioned in § 1 para. 3 SARS-CoV-2 Infection Protection Ordinance is concerned, they must maintain a minimum distance of 1.5m, e.g. by having free seats between them.
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.
Who is responsible for monitoring the distance/hygiene rules?
The obligation to take precautions and observe the rules of distance and hygiene is the responsibility of the organisers, who are responsible and liable for the event. If customers operate as organizers, they must bear liability in the event of non-compliance with the regulations.
The organizers must ensure that all service providers involved in the event are informed of the rules on distance and hygiene and pass on this relevant information to their employees.
During the event, the security and order personnel will monitor compliance with the applicable distance rules in the guest area and ensure (if necessary by using additional mobile patrols) the avoidance of congestion or the disbanding of crowds of people.
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.
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)]
The address in question is the private address of those present.
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.
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.
Is private participant data also to be collected at a works meeting?
If the private data of the employees is available to the personnel/HR department, existing data can be used. However, it is not possible to recounce documentation completely: It must be possible to trace which employees actually attended the event at what time. A solution would for example be, to enter the name and office number or extension number on site, which would then refer to the relevant employee.
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 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 1st September to 30th September, events up to 750 participants.
From 1st October to 31st December events up to 1.000 participants.
From 1st September to 31st December events with up to 5.000 participants.
Can an event be held with more than 300 attendees in different rooms?
No, even an event with more than 300 participants (e.g. 1000 guests), which is permanently divided between different rooms, may not take place at the moment. If it is one event, the limits of the Ordinance on the Prevention of Infection apply, regardless of how the event is divided among the event rooms.
Supplementary: The term "indoor" in § 6 paragraph 2 is to be understood as event category. There are thus events in the two categories "outdoor" and "indoor". Therefore the number of rooms is not important. However, leeway is provided by the requirement of simultaneous attendance. From this it can be deduced that it is also possible to admit more than the current 300 visitors. However, this may only take place in shifts, so that the maximum number of persons is never exceeded at the same time.
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.
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.
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.
Against whom are possible claims for damages directed?
In the case of a COVID-19 case at an event, questions of liability and claims for damages are always individual legal decisions, which are different in each case.
Basically the following applies: The better it can be proven that the hygiene concept has been properly implemented, the lower the chance that infected persons / relatives will be successful with a lawsuit against the organizer.
Or legally: Breaches of duty of care as prerequisites for contractual or tortious or special legal claims (IfSG, occupational health and safety law) cannot be proven if the hygiene concept and occupational health and safety regulations have been properly implemented.
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 28th of August 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.
Support for event planners by the Berlin congress fund
On 21 July 2020, the Berlin Senate approved a congress fund which event planners can benefit from who plan and hold congresses, conferences, meetings or events in Berlin until the end of the year. It provides for basic funding per participant per event day, a surcharge for hybrid events combining physical participants and digital participation options as well as extended funding for sustainable events based on a Sustainability Event Score Card. The application procedure is currently being coordinated with the Senate Department for Economics, Energy and Businesses. As soon as it is activated in a few weeks, we will communicate this through our various channels. Applications will only be possible online via this page. We are looking forward to your event! If you need information about Berlin as a meeting destination and concrete suggestions for hotels, locations and event service providers, please feel free to contact us at any time: convention@visitBerlin.de.
Live-Event "Made in Berlin"
On July 9th 2020, we presented the hygiene concept of the Berlin event industry in theory and practice together with our partners from visitBerlin Convention Partner e.V. and visitBerlin Partnerhotels e.V. and showed how events can be safely implemented in Berlin. Learn more!
Important travel information
- Please note the entry restrictions and quarantine regulations in Germany published on the website of the Federal Foreign Office.
- 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.