Main Content

Infection protection concept for face-to-face events

For the protection of all persons involved, the following binding infection protection standards and measures apply to all attendance events on the premises of the Philipps-Universität. The measures are particularly aimed at preventing direct infections with corona viruses (SARS-CoV-2) through droplets or aerosols. For internships and open-air events, the infection protection standards must be adapted to the circumstances.

General

Events that are conducted at the university or under the responsibility of the university, for example, courses, work, project or research meetings, working group or doctoral student meetings, colloquia, committee meetings or continuing education courses can and may not only take place in online formats, but also in face-to-face form, if the infection standards can be met without exception and there is a justified need for them to be conducted in presence.

In compliance with the following regulations, individual written infection protection concepts for planned courses and orientation units must be submitted for examination and approval via the deans of studies. For further training courses, public events (e.g. events with press releases) and committee meetings, corresponding infection prevention concepts must be submitted to the security officers responsible for the organizational unit. No infection protection concepts are necessary for small-scale meetings.

Basic behavior during face-to-face meetings

The A-H-M-L protection rules must be observed for all attendance events. A stands for Abstand (distance), H for Hygieneregeln (hygiene rules), M for medizinische Maske (medical mask), and L stands for Lüften (ventilation). A mask must always be worn in such a way that it covers mouth and nose. Persons who cannot wear a mask in this form due to a health impairment or disability must always carry a medical certificate with them and show it on request.

In addition to the A-H-M-L protection rules, the usual hygiene rules apply, such as refraining from shaking hands when greeting people, sneezing and coughing in the crook of your arm, and frequent hand washing, which also reduces the spread of the virus. Attention should therefore be paid to hand washing facilities in the vicinity of the event.

Persons with COVID-19 disease symptoms are not allowed to participate in a classroom event. A participation can only take place if a medical clarification has excluded a SARS-CoV-2 infection and nothing else stands in the way of a participation in the event from a medical point of view.

If a person attending an ongoing series of face-to-face events is proven to be infected with Corona, the public health department will order quarantine regulations for contact persons at its own discretion. As long as the Health Department does not issue any other orders or recommendations, the series of events can continue.

In accordance with the current RKI recommendations, surface disinfection measures in the rooms can be waived unless special circumstances make this necessary.

Route management for events

Entering, staying in and leaving event buildings and rooms must be arranged in such a way that infections are avoided.
Masks must be worn on the traffic areas in the event building and a minimum distance of 1.5 m must be maintained. This means for the waiting situation before entering the event room that no queues may form, even if the room is not yet accessible.

On paths in the event room the mask has to be kept on and may only be taken off when the intended seat or presentation place is reached. The passing of other persons in the room should be done quickly. For side discussions the minimum distance must be maintained.

Execution of the event

Seating arrangement and room occupancy

You can only hold an event in attendance form if you can make a binding commitment or book a room. The seating arrangement must ensure that a minimum distance of 1.5 m is maintained between all persons in the room. In addition, the rule applies that a floor space of 6 square meters must be available for each person. This applies accordingly for events without seats.

Contact Tracking

In accordance with the Ordinance on the Restriction of Social Contacts and the Operation of Facilities and Offers due to the Corona Pandemic of 07.05.2020, as of 19.10.2020, the name, address and telephone number of all participants must be recorded for each event date. These must be kept for a period of one month, protected from access by third parties, so that they can be presented to the relevant health authorities on request and used to track contacts of Covid-19 infection. After this period, the data must be destroyed.

The contact details must be recorded digitally. For this purpose, posters are displayed at the entrances of event rooms for the data protection-compliant digital recording of contact data via the web application darfichrein.de. Before entering the event room, the personal data must be entered via a website using a smartphone. In exceptional cases, individual forms in paper form may be used. These forms must be handed in to the person responsible for the event and sent by the latter to the Department II A - Organisation Department by in-house mail after the end of the event. The central collection is necessary because, for reasons of efficiency, contact tracking within the university is organised centrally with the Health Office.

Room ventilation

Continuous or repeated good room ventilation is important to avoid accumulation of aerosols and the associated increase in the risk of coronavirus infection.

If a technical ventilation system is available, it must be used. The ventilation facilities of the university were retrofitted so that the air supplied is always fresh air from outside. Since many ventilation systems do not yet have heat exchangers, it must be expected that the room temperature will also drop due to the fresh air supply when the outside temperatures are cool. All event participants must prepare themselves for this with appropriate clothing. If there are no technical ventilation systems, the event room must be ventilated for a few minutes after 30 minutes and after the end of the event. In cold weather, participants must also be prepared for this by wearing suitable clothing.

Breaks during an event

If breaks are scheduled, participants must maintain minimum distances and wear a mask even during the breaks. If food or drinks are to be taken, the participants are not required to cover their mouths or noses while eating. In order to minimize the risk of infection while eating, it is important to ensure that the eating area is very well ventilated or at least that the floor space available for each person is appropriately enlarged. If food is to be distributed, care must be taken that the minimum distance is maintained and that the food is presented in such a way as to avoid infection (e.g. individual plates with cookies or snack rolls, central food distribution on plates at buffets).

Special responsibility of the event management

If necessary, ask people with disabilities to contact you in advance so that you can take reasonable precautions, e.g. regarding seating arrangements, seat marking or elevator use. Accompanying persons of people with disabilities are exempt from minimum distance rules.

Advance information for participants

Inform the participants in advance by e-mail about all regulations and requirements to be observed. This includes, for example, instructions on waiting behavior, the obligation to use masks, ventilation requirements, behavior in case of symptoms of illness, etc.

Route management

Please inform yourself in advance about the spatial conditions on site. Constellations in which the door to the event room starts from a narrow corridor or if there is a corridor door close to the door to the event room are problematic for route management. Please consider beforehand how waiting situations can be arranged in such a way that the minimum distance regulations are adhered to and how the path management within the event room is to be carried out.

Please inform the participants in advance that the masks (if at all) may only be taken off at the assigned places.

Ventilation

Find out in advance whether the room has technical ventilation and how to adjust it if necessary. If there is no technical ventilation, you must take shock ventilation into account when planning the event and set an alarm clock (stopwatch, smartphone app or similar) to remind you of the next ventilation phase.

Breaks and catering

Please plan breaks and, if necessary, catering carefully, especially for longer events, with regard to infection prevention.

List of participants

The list of participants should be prepared before the session and must be confirmed or completed during the session. If the list of participants is not already required by other regulations, e.g. the study regulations, it may only be used for tracking contact persons and must be destroyed four weeks after the date of the meeting, unless requested by the health authority.

The infection protection concept for face-to-face events can be downloaded here as PDF.