Regulations for MICE events taking place in Hamburg –
effective from 17.10. till 30.11.2020

Indoor events

with fixed seating, without alcoholic drinks being served
650 persons max.
with fixed seating, with alcoholic drinks being served
650 persons max.
without fixed seating, without alcoholic drinks being served

50 persons max.

without fixed seating, with alcoholic drinks being served

25 persons max.

Outdoor events

with fixed seating, without alcoholic drinks being served
1,000 persons max.
with fixed seating, with alcoholic drinks being served
1,000 persons max.
without fixed seating, without alcoholic drinks being served

100 persons max.

without fixed seating, with alcoholic drinks being served

50 persons max.

For events with more than 100 participants, the protection concept in accordance with § 6 of the Ordinance must specify in detail the arrangement of fixed seating, access and exit of the audience, ventilation, sanitary facilities and general hygienic precautions.

Protection concept

According to the Ordinance, a concept documented in text form must be drawn up for events to avoid the risk of infection with the coronavirus (protection concept). In this concept, suitable personnel, technical or organisational measures for compliance with the general hygiene requirements as well as for compliance with the requirements which, in addition, according to the current ordinance, apply to the event, the facility, the commercial operation, the business premises, the shop or the offer, must be described.

The obligated party or the person obliged must take all necessary measures to comply with the protection concept. At the request of the competent authority, the protection concept must be presented and information must be provided on its implementation.

For further information:

Additional updates:
For tourist sightseeing tours and tourist boat trips, full seat occupancy is permitted. The same applies to coaches.
Subject to relevant conditions (e.g. maximum occupancy of 650 seats), musical theatres are permitted to resume operations.
Trade fairs and flea markets are also permitted to resume operations.
Persons who enter the Free and Hanseatic City of Hamburg by land, sea or air from abroad and who have stayed in a risk area at any time within 14 days prior to entry are obliged to go directly to their own home or other suitable accommodation immediately after entry and to stay there permanently for a period of 14 days after entry; this also applies to persons who first entered another country of the Federal Republic of Germany.
*Clubs, brothels and other establishments where physical contact cannot be avoided will remain closed until further notice.

Errors and omissions excepted. For further information:

Frequently Asked Questions

Does the required physical distance of at least 1.5 metres between any two persons also apply to (indoor/outdoor) events?
Yes, it does. In public places, all persons must maintain a physical distance of at least 1.5 metres. This rule does not apply
1. to members of the same household
2. to spouses, life partners, partners in a non-marital partnership, relatives in the direct line, siblings as well as persons maintaining a custody or visiting rights relationship as defined by family law
3. to members of a household gathering with members of another household
4. to gatherings of up to ten persons
5. in cases where the required physical distance cannot be maintained due to actual or legal reasons.
Does my scheduled event have to be formally approved by local authorities?

No, there is no need to seek formal approval for your event.

However, the organiser/host of the respective event must ensure in close liaison with the location (i.e. the event venue, hotel, open space operator, or similar) that all measures and requirements set forth in the Hamburg Senate’s regulation of 30 June 2020 are implemented in full [cf. §9, para. 2].

Am I required to provide participants with information regarding special provisions and rules of conduct prior to the event?
Yes. Prior to the event and in good time, the organiser/host must provide all registered event participants with information regarding the special rules of conduct on-site the location. This can be done e.g. by sending e-mails to all participants as well as by updating the web pages of the event and, additionally, on-site the location in the form of a written announcement.

Please note that participants who did not formally sign up for the event will not be allowed to attend, as otherwise no contact details would be available.

Why does the current regulation provide limitations on the number of event participants?

In response to the most recent Covid-19 developments (new infections, local case numbers, consultation with the federal and state governments), the Senate of the Free and Hanseatic City of Hamburg has partially lifted restrictions for indoor and outdoor events to such an extent that the health of all persons involved continues to be a top priority.

Provided that case numbers and infection rates will decrease further over time, it is conceivable that measures may be adapted further to allow a further increase in the maximum number of participants allowed. However, this will only be decided on after in-depth consultations with the relevant Hamburg authorities as well as the Hamburg Senate.

Kindly check www.hamburg-convention.com as well as www.hamburg.de/corona at regular intervals for any updates and changes (such as the lifting of restrictions or, where applicable, further restrictions).

Can I provide catering services as part of my event?

Yes, you can.

If you provide catering services as part of your event, you are required to observe the following:
– the rules regarding the number of persons allowed on-site, and
– the general rules of hygiene.

 

Catering staff who are in contact with guests are also required to wear mouth and nose protection. All staff must be regularly instructed regarding any additional hygiene measures that may apply. Moreover, provisions must be taken to ensure that all members of staff have the opportunity to wash and disinfect their hands several times a day.

Which contact data of event participants am I required to collect?

It is mandatory to collect the private contact details of all participants. This is to ensure that, in the case of a chain of infection that may be attributable to the relevant event, participants can be reached without delay, i.e. also during weekends and after business hours.

The required list of participants must include at least the following:
– first name, surname
– full postal address
– e-mail address
– telephone number (mobile number, where possible)
– time and duration of stay
– seat number or table number, where applicable.

In addition, a GDPR-compliant written consent to data storage must be provided and/or confirmed by each event participant.

Information on the retention period as well as the subsequent deletion of the data in accordance with GDPR must be clearly communicated to the participant.

Are participants required to wear a mouth and nose mask?

Since the legally required minimum distance of 1.5m to other persons cannot be maintained continuously and not in every situation during at indoor event, the use of a mouth and nose mask is strongly recommended in the following situations:

– when entering the meeting venue
– during the process of registering/signing up
– while walking around at corridors
– while using any stairways, lifts or escalators
– while using sanitary facilities
– while entering the meeting room until the person has reach their fixed seating or allocated spot.

Event organisers are advised to keep an appropriate number of free mouth and nose masks available for participants who may have forgotten theirs or who may have lost theirs during their stay. This will ensure that, in such cases, participants do not have to be excluded from the event.

How many square metres per person should I allocate for an indoor event with fixed seating, and how many square metres without fixed seating?

The exact spatial requirements for

– indoor and outdoor events
– with and without fixed seating
– with and without alcohol being served

can be viewed on our website, which provides an easy-to-use graphic visualisation of the relevant rules.

What happens if the Senate of the Free and Hanseatic City of Hamburg imposes further restrictions?
As soon as there are any changes with regard to the current regulation (as of 30 June 2020), these will be taken into account immediately.

We therefore recommend that you review the information provided on a regular basis to ensure that you are up-to-date. Furthermore, we strongly recommend that you maintain close contact with the event location/the hotel at your destination.

Are there any specific restrictions on incentive travel, and where can I find relevant information?
The requirements and provisions set forth in the regulation (especially the physical distance and hygiene requirements) also apply to incentive travel/events.

As local, structural and organisational features can play a decisive role for each organiser, we recommend that you contact your incentive operator to discuss any specific requirements to be considered.

Further links and information

General Corona FAQ – the most important questions and answers about the corona virus in Hamburg. These FAQs are updated daily.

www.hamburg.de/faq-english

Information from the Federal Ministry of Health

To the latest information about the coronavirus

Information from the Federal Centre for Health Education (BZgA)

To the frequently asked questions about the coronavirus

Information from the Hamburg Authority for Health and Consumer Protection

To the information about the coronavirus

Information from the Robert Koch Institute (RKI)

To the frequently asked questions about the coronavirus

Information from the World Health Organization (WHO)

To the frequently asked questions about the coronavirus
On the rules of conduct for dealing with easily transmitted infectious diseases

Supplementary notes

We recommend that you follow the usual behavioral instructions to avoid infection with infectious diseases. We also recommend that you only obtain information from reputable sources, official agencies and federal authorities.