Hygiene concept in times of Corona

At the end of the COVID-19 lockdown, the Winetory.net team decided to plan a wine event for up to 200 guests. The event, featuring 10 winemakers, was successfully held thanks to a very effective COVID-19 hygiene concept. a complete success.

Successful implementation of the Corona hygiene concept

We describe how you, as an organizer, club, company or private individual, can plan and implement a celebration, event or trade fair with a high level of safety for your guests. Our Corona Hygiene concept The Neuburg-Schrobenhausen district office approved the event with high praise. The first Neuburg Wine Festival took place on September 12, 2020, with 150 enthusiastic guests.

Image: Scope of delivery: Corona hygiene concept for event as a download

You can download the template for the Corona hygiene concept from us as a Word file. We also offer practical tips from our 'Lessons Learned' section, including a checklist.

In addition to the Corona hygiene concept, our experience shows that the use of Shields Made of polycarbonate, these screens are a key to success at any event. The screens we use are "Made in Germany" and manufactured by a regional company in Bavaria. They protect both exhibitors and guests.

The planning of an event with a COVID-19 hygiene concept includes the following phases:

Phase 1: Event idea and rough concept

Before a COVID-19 hygiene plan can be developed for your event, some fundamental considerations are necessary. The most important point in this phase is the proper analysis and assessment of the venue. In times of COVID-19, this assessment (unfortunately) needs to be very generous. For example, in locations that normally accommodate 1,000 people, perhaps only 200 people will be able to gather.

The reason for choosing a spacious area is the requirement to maintain a distance of at least 1.5 meters between all guests. Holding the event outdoors is particularly helpful during the summer months. This also simplifies the next issue: ventilation.

Image: Signage for the Corona hygiene concept for events

There is evidence that the pathogens of the coronavirus are transmitted from person to person through the air as so-called aerosols, i.e., tiny droplets. Therefore, it is advisable to choose a venue that allows for good and regular ventilation. This must also be described in the coronavirus hygiene plan.

The premises or areas must allow for safe visitor flow. One-way systems help to separate people and ensure social distancing. Particular attention must be paid to bottlenecks, especially where the minimum distance cannot be maintained. In addition to mandatory face masks, clear signage with instructions, rules, and prohibitions for visitors is helpful.

Phase 2: Selecting the right location

With the thoughts and ideas from Phase 1, you can then begin searching for a suitable location. In this phase, further important points are added that are crucial for preparing the COVID-19 hygiene concept. First, the entrances and exits for guests must be designed in such a way that complete recording of their contact information is possible for the mandatory contact tracing.

Should a guest subsequently contract COVID-19, the responsible health authority may request the list of all visitors. To ensure contact tracing, some authorities have imposed fines. It is therefore worth considering this.

Image: Shielding in use | Photo: Jayde Müller

Are there only one or a few entrances and exits to the venue, or could visitors or strangers gain access through a security gap? What additional organizational and technical preparations would need to be made? These are examples of questions that should also be included in the event's COVID-19 hygiene plan.

If the landlord of the premises or rooms also operates a licensed restaurant, find out what hygiene concept they have developed. This can save you time and avoid duplication of effort.

Phase 3: Develop a hygiene concept and have it approved by the authorities.

Our COVID-19 hygiene concept consists of two main documents: the hygiene concept itself and the code of conduct. The concept outlines the general guidelines and measures to ensure compliance with social distancing, hygiene rules, and contact tracing for guests. The code of conduct describes what guests and the organizing team need to be aware of on the day of the event. It's essentially a brief introduction covering the most important points.

Here we share with you the table of contents of the Corona hygiene concept. and the behavioral guidelines. These things need to be "brought to life." If you want to save yourself the considerable effort, you can download our Word template for the Corona hygiene concept from our website. You can then adapt the template to your individual needs using our checklist.

Table of Contents Hygiene Concept

1. Foreword
2. Action plan
3. Event organization & hygiene
4. Safety distance
5. Cleaning & Disinfection
6. Sanitary facilities & common areas
7. Ventilation & Fresh Air
8. Work equipment & tools
9. Event time & wine tasting
10. Access for persons not attending the event
11. Instructions for suspected cases
12. Personal protective equipment (PPE)
13. Instruction & Communication

Table of Contents | Code of Conduct

1. Protection for people and the environment
2. Scope
3. Protective measures & rules of conduct
4. Procedure in suspected cases
5. Protection of particularly vulnerable persons

We recommend contacting the relevant authorities early on. You should expect that a COVID-19 hygiene plan will be requested before the event is approved.

Phase 4: Useful tips for implementing the hygiene concept

Once the event has been approved, it's time to put it into practice. Here are some final tips and tricks for a successful event.

Equipment: Shielding

Screens offer good protection for guests and the event team. Made of polycarbonate. Additionally, it simplifies the exhibitor's work, as they may not need to wear a face mask (surgical mask) depending on the COVID-19 hygiene regulations. We found a regional manufacturer in Bavaria who can produce and ship these shields very easily and efficiently. The shields They are 105 cm high and 75 cm wide. Considering that tables are approximately 80 cm high, the overall height is about 185 cm. This should be sufficient height for the average European. The width of only 75 cm has the advantage that objects can easily be placed and accessed at designated points next to or in front of the screens. People facing each other remain behind the protective barrier and are thus protected. The screens You can now also purchase it through our shop.

Image: Protective screen, hygiene concept, dimensions 105 x 75 cm

Image: Stand for shielding, Corona hygiene concept, event, depth 30cm

Enforcement of the Corona hygiene concept: Helpers and stewards

Paper is patient. Plan for sufficient stewards and helpers to monitor compliance with the COVID-19 hygiene plan and, in particular, the rules of conduct for the event. You must react quickly to any deviations. Especially later in the evening, when alcohol is involved, the behavior of the guests can change. Stewards and helpers are responsible for ensuring that all rules are followed on behalf of the organizer.

Contact with guests: loudspeaker system

Last but not least: even if you're not planning a music or dance event, we recommend using a sound system. It can primarily be used for background music. However, if all participants at an event need to be addressed and reminded of the rules and regulations of the COVID-19 hygiene plan at short notice, then you'll need sound pressure!

We wish you every success with your next events. Stay healthy!