Events & Pandemic - Recommendations Health Protection by MICEboard

INSTRUCTIONS:
EVENTS&
PANDEMIC
RECOMMENDATIONS
HEALTH
PROTECTION
WHO recommendations for action on health protection of
participants at events.
Guide for the professional events of MICEboard

INSTRUCTIONS:
EVENTS&
PANDEMIC
RECOMMENDATIONS
HEALTH-
PROTECTION
BASEDONPUBLICATIONSOFTHE
WORLDHEALTHORGANIZATION

© MICEboard in May 2020
The source of the present recommendations for action are
WHO publications from February, March, April 2020.
We would like to point out that the recommendations are not
100% protection against infections.
The links to the publications can be found in the bibliography
at the end of this publication.
MICEboard
Hamburg
www.MICEboard.com

„The ship is safest in port, but that's not what it was built for.“
engl. proverb

PROLOG
The COVID-19 development since March this year shows
how strongly pandemics affect the meeting, incentive,
congress and event (MICE) industry. In less than 2 weeks the
MICE industry worldwide has come to a complete standstill.
This also brings us an insight: namely that pandemics are
possible - now and in the future. This is why the MICE
industry needs concepts and measures that focus even more
strongly than before on the health protection of all
participants. Concepts and measures which, of course, must
be continuously adapted to the latest medical findings and
constantly optimised.
With the background of offering the participants an
improved health protection at our MICEboard events in the
future, we have dealt in detail with numerous current
publications of the World Health Organization for the
business, events, hotel and catering sectors. From this we
have developed recommendations which we will apply to
future MICEboard events as a reaction to the current
situation. Of course only as long as COVID-19 represents a
massive health hazard.
This small guide gives an overview of these
recommendations, which are ultimately intended to serve as
a guide for us and to be understood as a start for continuous
improvement.
In the future it will be an important task of the MICE
industry to have concepts for an improved health protection
of participants when planning events.

1.
INTRODUCTION
T
he recommendations for action and decisions
presented on the following pages are intended as
suggestions and not as concrete legally binding
instructions. Our aim was to create a basis for our
future event planning, which we can use as a guide for the
MICEboard trade events. We have based our work on the
publications of the WHO.
The event industry has always been aware of its great
responsibility in terms of visitor and occupational safety. In
the future, the health protection of all participants will play a
central role in the operative implementation.
„OPTIMUMHEALTHPROTECTIONIS
OURCENTRALCONCERN.“
These decision recommendations help us with the
planning and especially with the preliminary talks and the
selection of suppliers, such as hotels, locations, restaurants,
DMC's etc. involved in our MICEboard events. In order to
realize an optimal health protection of all participants, they
must be involved.

What is COVID-19?
COVID-19 is an acute respiratory disease caused by a
novel human coronavirus (SARS-CoV-2, called COVID-19
virus) that causes higher mortality in people aged ≥ 60 years
and in people with underlying diseases such as
cardiovascular disease, chronic respiratory diseases,
diabetes and cancer.
COVID-19 training should, in principle, be given to all
actors in the MICE industry and be oﬀered to employees in
companies, including:
- an overview about COVID-19: (https://openwho.org)
- Hand hygiene and breath label
- Standard precautions and
- Precautions for the transmission of COVID-19.

2.
MEASURESBEFORETHEEVENT
P
articipants of the event should be tested for COVID-19 in
advance and provide written proof of their immunity at
the beginning of the event. Basically all participants of
the event should carry their mouth/nose protection with
them.
Common symptoms of COVID-19 are:
- fever (high temperature - 37.5 degrees Celsius or higher)
- Cough - This can be any type of cough, not just dry.
- Shortness of breath.
- Breathing diﬃculties.
- Tiredness.
In order to trace and narrow down possible chains of
infection, it is necessary to record all participants and their
contact details.
At the MICEboard trade events, the individual dates of
participants and exhibitors will be recorded in the future in
order to improve the contact chains later on.
nachzuvollziehen zu können.

The participants are obliged to give feedback on their
condition 14 days after the event.
„STAYHEALTHY.“
To Do list for participation:
- Check the advice of the authorities in the destination
where you want to hold the event. Follow their advice.
- Review information and communication channels in
advance with key partners such as public health and
health authorities. But also with tourism institutions, such
as convention bureaus.
- Order suﬃcient materials, including handkerchiefs and
hand disinfectants, for all participants. Have surgical masks
ready.
- Active monitoring. Participants with symptoms or
participants who feel unwell should not participate.
- Contact information: mobile phone number, e-mail and
address must be provided by all participants.
Communicate clearly to your participants that the data will
be disclosed to the local health authorities if a participant
falls ill with a suspected infectious disease. If you do not
agree to this condition, you will not be able to participate
in the event.
- Develop and agree a response plan in case someone
at the event develops the symptoms of COVID-19 (dry
cough, fever, malaise)

This plan should include at least the following:
- Identify a room or area where someone who feels
unwell or has symptoms can be safely isolated.
- Plan how the participant can be brought safely from
there to a health facility.
- After the event, determine which participants,
employees or service personnel tested positive for
COVID-19 - during or shortly after the event. Here a time
window of 14 days after the event applies.
- Create contact lists in advance with your partners
and suppliers involved in the event. This includes the
hotel staff, the staff at the location, at the supporting
programmes and all other suppliers. Create detailed
contact lists with all persons who are likely to come into
contact with each other during the event.
- Also consider the contact persons at the social
programs, especially when visiting restaurants.
- Advise all partners and suppliers involved to create
similar contact lists for their personnel. In case of
COVID-19 illness, it is important to be able to trace
contact chains.
Hints for your journey:
- Make sure that your organization and its employees* have
the latest information on regions and destinations where
COVID-19 is being used. You will find this constantly
updated at https://www.who.int/emergencies/diseases/
novel-coronavirus-2019/situation-reports/.
- On the basis of the latest information, the benefits and
risks associated with the upcoming trip should be

weighed.
- Participants with a higher risk of serious diseases (e.g.
elderly people and people with diseases such as diabetes,
heart and lung diseases) should - depending on the travel
area - not register.
- Carry hand disinfectant and protective mask.
- Wash your hands regularly and repeatedly and keep a
distance of at least 1.5 m from people - especially those
who cough or sneeze.
- Inform yourself in detail about any travel warnings and
about the situation in the destination / location where the
event takes place.

3.
PHYSICALDISTANCE
T
he physical distance must be maintained at events. For
this purpose, we distinguish between the following areas:
the event area - this is the area where the participants of
the event are located, the movement areas - these are
corridors, escape routes, staircases, etc. and the special
areas where concrete measures for keeping distance must
be set up. This includes the welcome and accreditation desk,
the cloakroom and other.
Measures to maintain the distance are:
- ﬂoor markings
- Barrier tapes
- Signs
A physical distance should be maintained on all surfaces.
The following measures are suitable for this:
- Limit the number of attendees at the business event.
For the MICEboard professional events we limit the
number of participants to less than 100 persons.
- Physical distance in all group activities.

- Minimum distance of at least one meter.
- Avoid touching: no shaking hands, hugs or kisses.
„NOKISSING.“
In order to ensure the physical distance on the event area
it is advisable to divide it into zones and to distribute the
participants to the respective zones. The smaller the number
of participants the easier it is to maintain the physical
distance between them and thus the recommended hygiene
measures.
For events with more than 100 participants, it is advisable
to admit the participants in groups and in diﬀerent time
windows. The entire check-in process should be as
contactless as possible. Here, creativity is required at the
respective event location within the framework of the
structural possibilities.
In the course of the programme, breaks should be
planned speciﬁcally for the respective groups of participants
so that hand hygiene can be adequately perceived by all
participants and involved parties.
Hygiene at events:
- ensure an adequate supply of alcohol-based
disinfectants (with at least 60% alcohol) and the availability
of soap and clean water.

- Place information posters and flyers at all entrances
and exits, inviting you to wash your hands regularly.
- Make sure that all participants have sufficient
opportunity to wash and disinfect their hands before the
start of the event. Encourage participants with instructions
to wash their hands thoroughly for at least 20 seconds.
- Encourage participants to wash their hands regularly -
especially after going to the toilet and before and after
food and drink.
- Make sure that a necessary distance of 1.5 meters is
also maintained at the wash basins.
- Ensure permanent cleaning of the washrooms and
toilets.
- Dispensers with disinfectant must also be provided in
the toilets.
- Sufficient dispensers with disinfectant must be available
on the event area.
- Achten Sie darauf, das die Veranstaltungsfläche
ausreichend Fenster und/oder Türen nach draussen hat,
die geöffnet werden können, um den Raum ausreichend
gut zu belüften. Vermeiden Sie Räume, Hallen, Säle, etc.
die ausschließlich von einer Air Condition Anlage belüftet
werden.
- The smaller the number of participants, the easier it is
to carry out hygiene measures. Keep this in mind when
planning the size of the event.

„WASHYOURHANDS-KEEPYOUR
DISTANCE.“

4.
MEASURESDURINGTHEEVENT
P
roviding information or a short brieﬁng, preferably oral
and written, on COVID-19 and the measures taken by the
organisers to make participation in the event safer.
This includes:
- Building trust. For example, as an icebreaker, practice how
to say "hello" without touching.
- Information on regular hand washing and hand disinfection
all participants.
- Remind participants to cover their face with the crook of
their elbows or a tissue when they cough or sneeze.
Provide handkerchiefs and closed containers for disposal.
- Provide contact details or a health hotline where
participants can get advice.
- Have display dispensers with alcohol-based disinfection
set up clearly visible around the event location.
- Arrange the seats so that the participants are at least 1
meter apart.

- Open windows and doors to ensure that the venue is well
ventilated.
- Do not switch on Air Condition.
- Thank all participants for their cooperation according to
the given regulations.
For face-to-face conversations / apartments at tables the
following points should be considered:
- Distance between the conversation partners approx. 1.5
meters
- Disinfectant for hand hygiene at the table
- No handshakes, hugs or kisses
- Sneezing label: sneeze into the elbow bend.
- No common touching of the laptop or pad.
- No gifts of any kind, like chocolates, USB sticks, etc..
- Cleaning the table and laptops, pads, etc. with
disinfectants after each appointment.
- After about 1 hour all participants should wash and
disinfect their hands.
„WINDOWOPEN,AIRCONDITIONOFF.“

5.
MEASURESAFTERTHEEVENT
T
he names and contact details of all participants should be
kept for at least one month. This will help health
authorities to track down people who may have been
exposed to the COVID-19 pathogen if one or more
participants fall ill shortly after the event. Inform the
participants that their data will be stored for an appropriate
period of time.
If someone has been isolated as a suspected COVID 19
case at the event, participants should be informed
immediately. Monitoring for symptoms should be carried out
over a period of 14 days, and body temperature should be
taken at least twice daily.
If they develop even a slight cough or fever (i.e., a
temperature of 37.3°C or higher), participants or other
contributors should isolate themselves. This means that close
contact (less than 1 meter) with other people, including your
own family members, must be avoided. The doctor and the
local health authority must be informed immediately - also
about participation in the event.
It is very important that all participants contact us 14 days
after the event and give information about their health status,
with regard to a possible COVID-19 illness. If any cases of
illness should occur, all participants must be informed.

„14DAYSOBSERVATION.“
The chains of contact of the person(s) logged by the
organiser help the authorities to trace who the person with
the illness was in contact with.
Now is the time to prepare for COVID-19. Simple targeted
precautions and planning can make a huge diﬀerence.
With these measures, participants at events can be much
better protected until the pandemic dies down and is no
longer dangerous..

6.
LOCATIONANDHOTEL
T
he locations and/or the event hotel are a central
component of most events. When planning events in the
future, numerous hygiene and health protection measures
must be taken into account here as well, which are the
responsibility of the providers. In order to give event planners
an overview of which measures they should demand within
the scope of their planning, we have compiled the essential
points here as a basis for discussion.
The hotel / location - COVID19 - Action plan:
the hotel/location should be able to present an action plan,
which is based on the recommendations of the local and
national health authorities, in consultation with the
Convention Bureau and, where appropriate, other
stakeholders This action plan should effectively mitigate
COVID-19 impacts on customers/guests/participants and
employees*.
It is essential that this action plan includes meaningful and
efficient cleaning and disinfection of rooms, including those
of people who may be ill. The action plan should be updated
as necessary to reflect new guidelines, procedures or
regulations issued by the competent authorities.
The hotel/location should credibly demonstrate all the
resources necessary for implementation.

„THEACTIONPLANISAMUST.“
It is advisable to keep a logbook of the measures carried
out and to record these in sufficient detail (e.g. including date
and time of use of a disinfectant by whom, from whom).
Informative posters should be used to provide more
information to guests and event participants, including the
invitation to wash hands regularly (at least 20 seconds, all
parts of the hand), respiratory hygiene and coughing
Étiquette. Official brochures on basic hygiene practice and
COVID-19 in different languages and a list of emergency
telephone numbers are useful information tools.
The location / hotel management should inform all
employees* about the measures to be taken to protect their
health and that of others, including the recommendation to
stay at home and consult a doctor if they have respiratory
symptoms such as coughing or shortness of breath.
Location/hotel management should organise regular
information sessions covering all basic protective measures
against COVID-19 and the signs and symptoms of the
disease. Training may be required for certain procedures.
Event planners should insist on the implementation of such
measures when selecting and booking the hotel / location
and should be able to show proof of this.
Reception staff should be sufficiently informed about
COVID-19 to prevent the possible spread of virus within the
hotel. The staff should be able to inform participants of the
event about all prevention measures or other services
required (e.g. medical and pharmacy services available in the
region or in the facility itself). They should also be able to

advise guests with respiratory symptoms to stay in their
rooms until they are examined by a doctor.
Reception staff should, if possible, not be older or have
health problems and must take all necessary precautions,
including physical distance from event participants and hotel
guests.
The reception desk / welcome desk should provide a
medical kit containing the following items:
- Germicidal disinfectant / wipes for surface cleaning.
- Face / eye masks (separate or combined).
- Gloves (disposable).
- Protective apron (disposable).
- Full length long sleeve dress.
- Biohazard disposable waste bag.
All hand contact surfaces in the hotel / location are to be
cleaned several times before the beginning and during the
event with disinfectant. In particular door handles, table
surfaces, handle elements on chairs, elevator buttons,
flushing in the washrooms, etc.
Dispensers with disinfectant must be set up in sufficient
numbers. Floor surfaces must be cleaned regularly.
Disinfection of these surfaces is not necessary.
A cleaning and disinfection plan should be worked out in
advance with the hotel of the location, which meets the
hygiene concerns and requirements of the event in all points.

Such a cleaning and disinfection plan should clearly state
which surfaces and areas are to be cleaned or disinfected by
which responsible personnel, how often and with what
means.
Event planners should insist on the implementation of
such measures when selecting and booking the hotel /
location and should be able to show proof of this.
„HOTELANDEVENTLOCATIONMUSTBE
WELLPREPARED.“

7.
CATERING
C
atering is a central component of many events, therefore
a whole range of measures must be observed and
compliance with them must be demonstrably demanded
by the commissioned caterer, restaurant and hotel.
Bluffet areas and counters must be cleaned several times.
Drinks machines, coffee machines, especially those that
come into contact with the participants, as well. All crockery,
cutlery and glassware must be washed and disinfected in a
dishwasher, including unused items, as they may have come
into contact with the hands of guests or staff.
If for any reason manual washing is required, the usual
steps (washing, disinfecting, rinsing) should be followed,
taking the utmost precautions. Drying should be done with
disposable paper towels. Tablecloths and napkins should also
be washed in the usual way.
Catering staff must be regularly trained in all necessary
additional hygiene measures. Employees who prepare,
prepare or serve open meals must wear a mouthguard and
comply with all hygiene regulations and requirements of the
authorities.

Recommendations for the catering of the participants:
Whenever possible, it is recommended to place a
maximum of 4 people for 10 square meters. Tables should be
arranged so that the distance between the backrest of one
chair and the backrest of another chair is more than 1 meters
and guests face each other from a distance of at least 1
meters.
There is currently no scientiﬁc evidence that food is
associated with the transmission of the COVID 19 virus. It is
important to follow good hygiene practices in relation to open
foods such as salad bars, fresh produce and bakery products.
Fruit and vegetables should be washed with drinking water
before consumption.
In principle, the following measures are recommended - in
addition to consistent kitchen and service personnel hygiene:
- In the case of open dishes, spit protection walls must
be used and distance rules for the guests must be
ensured.
- No Flying Buﬀet.
- In the snack area the products should be stored in
plastic, cellophane or paper packaging.
- Where possible, set dinner in compliance with distance
and hygiene regulations.
„BONAPPETIT.“

8.
MICEBOARDSPECIALISTEVENTS
A
t the MICEboard specialist events, we attach great
importance to maximum health protection for our
participants and - together with all the partners,
companies, organisations and authorities involved - work
out an individual action plan for each event and, based on
these updated WHO recommendations listed here,
meticulously.
Of course, we constantly update the measures and adapt
them to the respective current overall development and to
the development in the respective event destination. To this
end, we are in a constant exchange with the necessary
institutions, in particular the tourism authorities.
„AWARMWELCOME.“
The MICEboard events are limited to a maximum of 100
participants. This makes it easier for us to implement sensible
measures for hygiene and health protection for all
participants.
Of course we will (be able to) relax measures as soon as
this is possible. And we are convinced that this will be

possible and that cordial contact will again be possible at
events.
A fundamental increase in the level of hygiene at events is
certainly also a desirable thing in the future and without
reaction to a pandemic.
„SINCERETHANKS.“

9.
SOURCES
I
n this little "guide" to health protection at events -
Recommendations on the COVID-19 pandemic - we have
included current public publications from WORLD HEALTH
ORGANIZATION used as a source. Here are all sources. We
recommend to click on the sources for regular updates.
WHO Coronavirus disease (COVID-19) advice for the
public: https://www.who.int/emergencies/diseases/novel-
coronavirus-2019/advice-for-public
WHO Coronavirus disease (COVID-19) travel advice:
https://www.who.int/emergencies/diseases/novel-
coronavirus-2019/travel-advice
WHO Strategies, plans and operations: https://
www.who.int/emergencies/diseases/novel-coronavirus-2019/
strategies-plans-and-operations
WHO COVID-19 Overview - Prevention - Symptoms:
https://www.who.int/health-topics/coronavirus#tab=tab_2
WHO Coronavirus disease (COVID-19) technical guidance:
Guidance for schools, workplaces & institutions: https://
www.who.int/emergencies/diseases/novel-coronavirus-2019/
technical-guidance/guidance-for-schools-workplaces-
institutions

WHO Getting your workplace ready: https://www.who.int/
docs/default-source/coronaviruse/advice-for-workplace-
clean-19-03-2020.pdf?sfvrsn=bd671114_6
WHO Operational considerations for COVID-19
management in the accommodation sector: https://
apps.who.int/iris/bitstream/handle/10665/331638/WHO-2019-
nCoV-Hotels-2020.1-eng.pdf
„THANKYOUWHO.“
Further links to current information:
International:
https://www.nejm.org/coronavirus (New England Journal of
Medicine)
https://www.rd.com/home/most-hygienic-way-to-wash-
dishes/ (RD article about hygienic way to wash dishes)
https://covid19.ca.gov/ (California COVID-19 Response)
Deutschland:
https://www.rki.de/DE/Home/homepage_node.html
(Robert Koch Institut)
https://www.gesetze-im-internet.de/ifsg/IfSG.pdf
(Infektionsschutz Gesetz)
https://www.bundesgesundheitsministerium.de/
(Bundesgesundheitsministerium)
https://www.bzga.de/ (Bundeszentrale für gesundheitliche
Aufklärung)
https://www.baua.de/DE/Home/Home_node.html
(Bundesanstalt für Arbeitsschutz & Arbeitsmedizin)

ABOUTMICEBOARD
MICEboard is the German-speaking community for event
planners who regularly plan, organise or commission
international events.
On www.MICEboard.com event planners will ﬁnd
information and inspiration from numerous international
destinations and their international MICE service providers,
such as convention bureaus, hotels, event and congress
locations, DMC's, airlines and other MICE service providers.
The aim of the community is to inspire event planners from
agencies, companies and associations for their future events
- such as meetings, conferences, congresses, incentives and
events - outside of Germany and to provide detailed
information about international destinations and their
possibilities. In addition to current information and interesting
facts, the MICEboard Community online also provides

numerous direct contacts to qualiﬁed international suppliers.
The MICEboard trade events bring international suppliers
from all over the world personally together with event
professionals and event planners from Germany, Austria and
Switzerland.
The MICEboard Online Community, as well as participation
in the MICEboard Specialist Events is free of charge for
qualiﬁed event planners.
For more informations: www.MICEboard.com and agency
website: www.pec-kommunikation.de.

Events & Pandemic - Recommendations Health Protection by MICEboard

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