Non-curricular or non-teaching events

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1. Basics

Section 4a Hochschulen-Coronaverordnung (coronavirus regulation for universities) concerns rules for “non-curricular or non-teaching events”. “Sections 5 to 5c Corona-Bekämpfungsverordnung (Corona-BekämpfVO/regulation on combating coronavirus), apply accordingly” to these events.

Corona-BekämpfVO differentiates between events with

  • group activities (Section 5a)
  • characteristics of a market (Section 5b)
  • fixed seating (Section 5c).

These types of events are split into “risk categories” in accordance with the “Veranstaltungsstufenkonzept” (event rating plan) of the State Government of Schleswig-Holstein (in German) of 28 June 2021. The risk category determines the maximum number of participants, which is also dependent on whether the events are to be held in closed spaces or outdoors. The maximum possible number of participants for each of the risk categories is to be gradually increased over the next few weeks. Hygiene strategies must be prepared and contact details collected for all events.

As the term “event” is often used for activities within the university, a distinction must be made for those activities that are actually subject to the rules of the Corona-BekämpfVO as “non-curricular or non-teaching events” if they are conducted face-to-face (or in hybrid form with some face-to-face elements). In the explanatory statement of Corona-BekämpfVO, “events” are defined as follows:

“An event is a planned activity for a fixed period of time with a defined objective or intention, a programme with a thematic or content-based connection or purpose that is the distinct responsibility of an event organiser, an individual, organisation or institution and involves the participation of a group of people (cf. OLG Düsseldorf, ruling of 1 July 2014, I-20 U 131/13). The term “event” is very broad: it covers, among other things, all kinds of private celebration, teaching formats, certain cultural events like cinema or theatre productions and major events like fairs and festivals. Gatherings of fewer than 3 people are not events.”

Under Section 5d Corona-BekämpfVO, exceptions to this include gatherings for work purposes, which are described in detail with respect to Kiel University below. Separate rules apply to curricular or teaching events (lectures, examinations, excursions). Purely private gatherings are not covered by the rules listed here.

2. Differentiation by event type and reason

(In principle, the events do not have to be held face-to-face. For each event, the organiser must decide based on current regulations and common sense whether or not an event can be held face-to-face.)

 

2a. Events organised by the university or university institutions with external guests

(in accordance with Sections 5 to 5c Corona-BekämpfVO)

 

 

These include:

  • conferences
  • workshops
  • presentations
  • panel discussions
  • celebrations and award ceremonies
  • inaugural and farewell lectures
  • cultural events
  • trade shows
  • flea markets
  • summer festivals

The following rules apply:

  • social distancing
  • maximum number of guests
  • contact details must be collected
  • hygiene strategy
  • face masks must be worn (see No. 3d below)
  • if necessary, depending on type of event, guests must be tested or provide evidence of full vaccination or recovery, see No. 3f below

2b. Events by external event organisers using Kiel University rooms

(in accordance with Sections 5 to 5c Corona-BekämpfVO)

 

 

These include:

  • all types of event by external, non-university event organisers

The following rules apply:

  • social distancing
  • maximum number of guests
  • contact details must be collected
  • hygiene strategy, external event organiser must prepare and implement the hygiene strategy
  • face masks must be worn (see No. 3d below)
  • if necessary, depending on type of event, guests must be tested or provide evidence of full vaccination or recovery, see No. 3f below

2c. Gatherings for work purposes

These are not subject to the rules of Sections 5 to 5c Corona-BekämpfVO. The provisions of Kiel University’s Occupational Health and Safety Ordinance and Hygiene Conceptual Framework must be taken into account.

 

 

These include:

  • work discussions
  • internal advanced training
  • committee meetings
  • appointment procedures and interviews
  • consultations
  • meetings of student or university groups

Meetings of boards and bodies are also regarded as gatherings for work purposes. In accordance with the resolution by the University Board, these will continue to be held exclusively digitally.

For social gatherings without external guests, such as summer festivals, BBQ evenings, the above-mentioned rules and the detailed rules described under 3. apply accordingly.

The following rules apply:

  • contact details must be collected
  • hygiene strategies
  • social distancing
  • Indoors and outdoors: face masks must be worn if social distancing cannot be consistently maintained
  • maximum number of participants depending on room used
  • tests not obligatory
  • Relevant University Board guidelines must be taken into account for appointment procedures and interviews. 

3. Detailed rules for events on campus

3a. Approval of events

Events listed under 2. above that adhere with all the rules mentioned do not require separate approval by the University Board or Kiel University crisis team. Hygiene strategies for events within the faculties are to be submitted to the relevant Dean's Office in the usual way. For events organised by central administration, central institutions or other departments that are not allocated to a faculty, these are submitted via the crisis team. For the use of rooms and spaces that need to be booked centrally via Event Management, Event Management forms part of the crisis team and the hygiene strategy must be approved.

Separate approval must be provided by the crisis team for special events that are not named above or events for which the rules are not fully applicable. A description of the event and the hygiene strategy must be e-mailed to the crisis team coordinator at corona@uni-kiel.de. Please schedule in sufficient time for these to be considered by the crisis team.

Hygiene strategies

Kiel University's Hygiene Conceptual Framework sets out the definitive regulations of the Federal Government and the State Government of Schleswig-Holstein as well as general hygiene and protection measures based on occupational health and safety rules. These are to be applied to all university teaching/studying, research and administration as well as by all Kiel University institutions. The objective is to provide comprehensive health protection for all Kiel University members and guests. On the basis of these regulations, the university is to continue operating without serious restrictions as far as that is possible and contribute to containing the spread of the coronavirus.

In addition, the Hygiene Conceptual Framework includes comprehensive rules for various event formats and therefore individual strategies for events can refer extensively to and supplement this framework. The templates created for lectures and examinations can also be used as a basis for hygiene strategies for non-curricular or non-teaching events.

3c. Social distancing rules / seating

Social distancing of 1.5m must be observed everywhere on Kiel University grounds, indoors and outdoors. For this purpose, appropriate social distancing measures must be determined for each location. Separate rules apply to music and sports events (cf. Section 5 or Section 11 Corona-BekämpfVO).

For indoor events, the prescribed chessboard pattern seating arrangements with distancing of 1.5m must be observed in event rooms. Individuals from the same household must also adhere to the prescribed seating arrangements indoors.

Named seating is not necessary; individuals may choose freely from any of the seating labelled available for use.  

3d. Obligation to wear a face mask

Face masks (medical/OP masks or respiratory/FFP2 masks) must be worn in corridors, at registration, in sanitary facilities and if minimum social distancing cannot be observed for brief periods. There is no need to wear a face mask when seated, as long as minimum social distancing is observed.

There is no need to wear a face mask outdoors if minimum social distancing can be observed.

3e. Maximum number of guests, limit on numbers of participants

The maximum number of participants for indoor events is stated in UnivIS under number of occupants per room under pandemic conditions. An area of 7m2 per participant must be provided for outdoor events. Support staff and other attendants provided by the event organiser must be included in the maximum number of guests.

In accordance with Section 8 (2) of the Federal Government's Verordnung zur Regelung von Erleichterungen und Ausnahmen von Schutzmaßnahmen zur Verhinderung der Verbreitung von COVID-19 (COVID-19-SchutzmaßnahmenAusnahmenverordnung - SchAusnahmV/regulation on easing of and exceptions to protective measures to prevent the spread of COVID-19), individuals who are vaccinated or recovered are not included in the calculation of the number of participants in the case of private gatherings and similar social contact only. Individuals who are vaccinated or recovered are included in the number of guests for the events named here.

The following should be taken into account when calculating the maximum number of guests:

Further rules:

  • Adherence to a maximum number of guests can be ensured in advance by way of registration. Unregistered guests may also participate as long as the event organiser ensures that the maximum number of guests is not exceeded.
  • The maximum number of guests for events without seating is determined according to the same rules as for events with seating.
  • The event organiser is responsible for restricting access to the event area in a suitable manner to ensure that the number of individuals present can be regulated.

3f. Conditions for participation (vaccinated/recovered/tested), access control

If the type of event concerned requires evidence of a negative test result (currently “Events with group activities” held indoors in accordance with Section 5a Corona-BekämpfVO), the event organiser must implement access control accordingly. The test requirement may also be met by recognised evidence of vaccination (full vaccination or recovery).

  • A paper or digital vaccination certificate may be used as evidence of full protection through vaccination. Full protection through vaccination applies 14 days after the second vaccination or 14 days after immunisation with the Johnson&Johnson vaccine. Full protection is also achieved 14 days after a first vaccination in conjunction with evidence of recovery from a coronavirus infection.
  • Written notification of a positive PCR test from within the last six months but not within the last 28 days is evidence of recovery from a coronavirus infection (recovered).
  • Please refer to Section 2 No. 6 SchAusnahmV for rules on evidence of a negative test. Children under 6 years are not required to take a test and may attend the event without being tested. Evidence of a negative test according to No. 6 in conjunction with No. 7 SchAusnahmV is certified by an antigen test taken on site or a rapid antigen test taken at a test centre. The antigen test must have been taken within the last 24 hours. Evidence based on a PCR test taken within the last 24 hours is also acceptable. Should an event organiser wish to provide testing on site, he/she shall be responsible for its implementation and associated costs.

3g. Collection of contact details

Contact details must currently be collected for all types of events. The event organiser is responsible for collecting the contact details of all attendees (guests and staff). These must be stored in accordance with data protection law and submitted to the health department if requested. OLAT can be used to digitally record contact details. It should also be possible at all times to record contact details on paper.

Private service providers such as the LUCA app are questionable with respect to data protection and are not recommended. However, in principle, use of these apps is not prohibited. All attendees must be able to choose whether they wish to use this service voluntarily or register in a different manner.

3h. Receptions, get-togethers, etc. (with catering, without seating)

Receptions e.g. in the Audimax foyer and other event types with catering and without seating are not currently possible due to ventilation conditions indoors. These events are to be held exclusively outdoors subject to current rules. Food and drink indoors can only be offered if provided e.g. in separate lunch bags or individual bottles. Alternatively, “seated meals” (meals are served to seated guests by service staff) are also possible subject to adherence to social distancing and hygiene rules. Outdoors, at standing receptions, food and drink may be served by service staff (flying buffet) subject to adherence to social distancing and hygiene rules.

3i. Administrative assistance and external event organisers

  • Administrative assistance: Rooms can be made available within the framework of providing “administrative assistance” for other universities and public institutions to perform their tasks. The prerequisite for this is that the external establishments lack their own adequate space for this purpose due to coronavirus restrictions. Kiel University takes precedence over such usage, however, for its own teaching and examination requirements. The event organiser is responsible for creating and implementing hygiene strategies. Room hire is not payable, but costs for providing technology, cleaning, additional staff, etc. must be covered.
  • Requests for use of rooms for cultural, political or other non-commercial events (including events that charge entry but whose main purpose is not to generate revenue): Use of rooms should be facilitated, but Kiel University takes precedence for its own teaching and examination requirements. Prior to approval, Building Management must be consulted to ensure that it has the capacity to support such an event. If use is approved, the charging system for hiring university rooms shall apply. The event organiser is responsible for creating and implementing hygiene strategies.
  • All other requests by third parties, especially commercial event organisers, are to be rejected while Kiel University’s face-to-face operations are still heavily restricted by the coronavirus.