FAQs: Federal asked questions

All of Koelnmesse’s exhibition halls are equipped with modern ventilation systems. The supply air (fresh outdoor air) is routed into a duct system that is kept separate from the exhaust air. Used air is discharged outside through separate ducts, thereby preventing aerosols from spreading through our ventilation systems.

Contactless payments are accepted at all tills and in all shops. Contactless payments using the relevant cards can also be made in all of Koelnmesse’s fixed catering areas.

Face masks must be worn to enter the trade fair ground. Hostesses will provide face masks at entrance areas to visitors and exhibitors that do not have their own to hand.

Additional masks and disinfectant products are available for purchase in our Koelnmesse shops on the trade fair ground.

However, we recommend that all exhibitors make arrangements for their own stock of face masks for their stand.

Trade fair events in the era of the coronavirus are subject to the Coronavirus Protection Ordinance. The ordinance requires ensuring that minimum distancing can be maintained on the grounds and at the exhibition stands. The compliance obligation is the organiser’s responsibility, and at the trade fair stand it is also the responsibility of the stand operator. Official inspections may be conducted.

If trade fair stands become overcrowded, Koelnmesse will ask the respective stand operator to limit or regulate the number of people at the stand accordingly. In the event of non-compliance in spite of consultation and prompting, further measures may be required and may extend to closure of the trade fair stand.

Trade fair stands are subject to the general hygiene rules in the coronavirus era (specifically distancing, wearing of mouth-nose protection when not seated, disinfecting (of hands), etc.).

A trade fair event may be subject to monitoring by the relevant authorities. Trade fair stands are not typically blocked straight away; if they are blocked, this comes in response to failure to comply with a request for remedial measures.

Koelnmesse will not collect any documentation of having provided safety instructions. Consequently, there is no Koelnmesse form for use in documenting instructions to stand staff.

Sample instructions are available, however – for example, via the respective accident-insurance provider (trade and professional association), and can usually be found on their websites as well.

Documentation of instructions must be retained by the respective employer and submitted in the event of (official) inspections.

The general requirements of occupational health and safety apply during the set-up/dismantling phase. Here, too, the usual obligations apply with regard to conducting a risk assessment in accordance with the German Occupational Safety and Health Act (Arbeitsschutzgesetz) and the general obligations to provide training.

The general measures in effect during set-up/dismantling include the provision of disinfectants and the obligation to wear mouth-nose protection if minimum distancing cannot be maintained during work.

Further information can be found on the website of the Federal Institute for Occupational Safety and Health (www.baua.de; SARS-CoV-2 Occupational Safety Rules).

Generally speaking, during the set-up/dismantling phase, stand-construction staff must also register, either in advance or upon arrival at the trade fair grounds, using a computer tool provided for this purpose by Koelnmesse. Use if access and exit roads into and out of the trade fair grounds is registered to ensure traceability after the fact.

Irrespective of this, for occupational health and safety reasons, each stand-construction operation is currently under an obligation to make attendance data available after the fact for the sake of traceability (persons, times on location, accessibility information).

No, Koelnmesse does not intend to assign timeslots to exhibitors. The number of people permitted on the trade fair ground is regulated and accounted for based on the Coronavirus Protection Ordinance (CoronaSchVO) as it applies to business premises. Likewise, trade fair layouts have been adjusted accordingly and aisles have been widened in keeping with the CoronaSchVO.

In this context, exhibitors should move presentations and even counters into their stand, as there are limited opportunities for these in the aisles themselves.

Truck drivers and stand constructors have to register online via the Koelnmesse ticket shop and specify the exhibition stand concerned. They then have to sign in before entering the grounds. Their vehicles are scanned on entry and exit to ensure that there is a record of the times when they were on the grounds.

Independent of this, all stand construction companies and logistics providers are also currently obliged on occupational health and safety grounds to keep records that can subsequently be provided for the purposes of traceability (names of people, where they were assigned, how they can be reached).

Yes, all exhibitors, visitors, service providers, Koelnmesse employees and other partners receive a personalised ticket/access ID as part of the registration process.

In principle, all individuals are already obliged to also carry a form of personal identification (ID card, passport). This may be checked to ensure that the person named on the ticket is granted entry.

During assembly and dismantling, checks are only conducted at the entrances to the grounds and not at the hall doors.

While trade fairs are underway, checks will be conducted on entry to and exit from the grounds (entrances, exhibitor access points to the halls).

Independent of this, random checks will be conducted on the grounds to ensure the necessary access authorisation is in place during assembly and dismantling, for example, and to confirm that the person named on the respective ticket/access ID has been granted entry.

It cannot be assumed that the trade fair will be cancelled. The first step would be to carry out contact tracing. At the trade fair, the rules on distancing and wearing a mask covering the mouth and nose apply. Therefore, if the regulations are observed, no first-degree contact persons, in accordance with the Robert Koch Institute criteria, are to be expected.

In the event of a suspected case of coronavirus, qualified medical care is available in our medical centre. If staff here believe it is necessary, the case will be forwarded to the nearest hospital for coronavirus testing.

If a positive case is confirmed, contact tracing would be carried out in cooperation with the public health department.

No, Koelnmesse does not take the temperature of exhibitors or visitors on entry. In line with the general provisions of the CoronaSchVO, anybody suffering from any of the relevant symptoms (especially cold symptoms, diarrhoeal diseases and loss of taste) are forbidden from entering the trade fair ground. This is made clear at the entrances and as part of the online ticketing process.

The general provision of the Coronavirus Protection Regulation (Corona-Schutzverordnung) applies, which states that entering the exhibition centre with relevant symptoms (in particular, cold symptoms, diarrhoea, lack of taste) is not permitted. This is indicated by signs at the entrances.

Qualified medical care is available on site during the trade fair.

Koelnmesse is currently engaged in in-depth talks about establishing a rapid testing facility. However, this will not yet be available for ART COLOGNE and COLOGNE FINE ART AND DESIGN as there are points still to be clarified throughout Germany. In the event of a suspected case, our qualified medical staff at ART COLOGNE and COLOGNE FINE ART AND DESIGN would therefore initiate a test via a hospital if necessary.

No, the minimum stand size is decided upon according to the trade fair. Please reach out to your contact in Sales.

Open stand designs are permissible in principle, if the numbers of persons, and hence compliance with minimum distancing, can be verified.

In the case of large or complex stands, Koelnmesse recommends setting up central entrances/exits in an effort to keep an overview of the maximum number of people at the trade fair stand. Tensa-barriers, for example, can be used to govern the flows of people entering and leaving a stand.

Queues should be avoided, as the aisle areas between stands are usually areas designated purely for flows of people and have already been broadened by Koelnmesse in the planning of events.

Koelnmesse also recommends adding counters to stands for purposes of visitor processing. Accompanying measures can be used as well (e.g. scheduling appointments with customers).

Intervention may be necessary if Koelnmesse security staff notice queuing in aisles that restricts foot traffic.

The open spaces surrounding exhibits must be tailored to permit minimum distancing. There also need to be rules governing total number of people permitted at trade fair stands. As a first step, the general rule would be to permit numbers of people that would allow 4 sqm of freely accessible stand area per person.

Moreover, exhibits should not be placed directly at the boundary of the stand but instead somewhat recessed to keep people from congregating in the aisles between stands.

Product display cases should be kept in somewhat from the edge of stands (guide: 1–1.5 m) in case a crowd might form in the aisle due to the appeal of the products displayed.

Meeting rooms may be set up.

In terms of seating arrangements, it must be ensured that either general distancing rules (1.5 m) are observed when sitting or that different seating groups are created. Alternatively, shields (e.g. privacy screens on tables or screens between tables) can be used if distances are reduced (dimensions: above head height when sitting or standing at bistro tables).

If they are enclosed at the sides, meeting rooms may not be closed at the top. This ensures adequate ventilation.

Plexiglass shields should be installed if there may be regular breaches of the 1.5 m distancing requirement at the info counter. However, the info counter may also be designed to ensure that sufficient distancing is maintained.

In terms of seating groups, it must be ensured that either general distancing rules (1.5 m) are observed when sitting or that different seating groups are created. Alternatively, shields (e.g. Plexiglas privacy screens) can be used if distances are reduced (dimensions: above head height when sitting or standing at bistro tables).

If they are enclosed at the sides, spaces may not be closed at the top. This ensures adequate ventilation.

The number of persons allowed depends on the size and individual layout of the trade fair stand. Consequently, no blanket statements can be made in this regard; the number of persons allowed is essentially a function of the freely accessible stand area (stand view from above) and the number of seats available for additional seats/meeting areas.

As a first approach, the maximum number of persons can be estimated to be 1 person per 4 sqm of freely accessible stand area. Any available seating (e.g. at meeting tables) can be factored into this. This flat-rate approach can be higher in individual cases, however, if supplementary measures are taken (e.g. screens between seats).

Please note that suitable measures must be in place to govern the maximum number of people at the stand.

Standard social distancing requirements apply at stands. Accordingly, it must be ensured that people can maintain a distance of at least 1.5 m from each other.

These required distances may be reduced by taking additional measures (e.g. using screens of a sufficient height and width, such as plexiglass shields, in seating areas).

The same rules apply here as apply for business premises. Personal hygiene has a special role to play here, as regular disinfection of upholstered furniture on display, for example, cannot be ensured. This is why disinfectant must be provided to visitors to trade fair stands.

Regular cleaning (e.g. every one to two hours) is also recommended in the case of surfaces that can be wiped and are subject to frequent touching. Meeting tables or tables where food is served must be wiped following each change of group.

We recommend that you clean surfaces that are subject to particularly high-frequency contact (e.g. meeting tables, tables where food/drinks are dispensed and consumed) with high frequency (e.g. after each use).

Surfaces with lower frequency of contact and that can be wiped down can be cleaned less often (e.g. cleaning every one to two hours).

Personal hygiene plays an important role in this regard. This is why disinfectant must be provided to visitors to and the personnel staffing trade fair stands.

We recommend having stand personnel give out brochures and not allowing self-service, as this would result in too many contact points.

Stand personnel can give out brochures. Alternatively, you might wish to set up QR codes that could be scanned contactlessly and provide visitors with the option of downloading files.

There is nothing preventing the exchange of business cards, as only two people are involved. This is acceptable as long as stand personnel ensure the necessary hand hygiene (e.g. by washing their hands regularly) and visitors are offered hand sanitiser at the stand.

The general hygiene requirements apply here (distancing rules, mouth-nose-protection). Visitors and stand staff must also have an opportunity to disinfect their hands (e.g. disinfectant dispenser).

We also recommend that you clean surfaces that can be wiped down are subject to particularly high-frequency contact (e.g. meeting tables, tables where food/drinks are dispensed and consumed) with high frequency (e.g. after each use).

Surfaces with lower frequency of contact and that can be wiped down can be cleaned less often (e.g. cleaning every one to two hours).

Personal hygiene plays an important role in this regard (with disinfectant provided at the trade fair stand for visitors and stand staff).

In the interest of protecting all trade fair attendees, all persons present at trade fairs are required to wear mouth-nose-protection. Mouth-nose protection can be removed when seated (e.g. at trade fair stands or in the food-service area) or when on the grounds outdoors, as long as distancing rules that apply to different persons (and groups) who have not come together.

At the entrance areas, our hostesses will provide mouth-nose protection to any visitors and exhibitors who have not brought their own protection along with them.

Other items (including disinfectants) are available for purchase from our Koelnmesse shops located on the trade fair grounds.

However, we recommend all exhibitors to equip themselves with these items at the exhibition stand on their own.

Yes, iPads can be used.

We recommend providing hand sanitiser before and after use of these. Furthermore, iPads should be disinfected at regular intervals.

Shared cloakrooms are permitted.

Coronaviruses are primarily transmitted through the respiratory tract. Transmission by smear infections by way of surfaces that have been freshly contaminated with virus are theoretically conceivable. At this point in time, however, there is no reliable evidence of viral transmission through contact with contaminated objects or contaminated surfaces that would then lead to infection in humans.

This is why clothing retailers are not subject to separate rules for merchandise that has been displayed and tried on. It is pointed out that contact with the mouth, nose and eyes should be avoided when fitting garments over the head. This is of subordinate importance for items of clothing stored in cloakrooms, such as jackets and coats, and is the only precautionary measure.

Stand operators are not required to submit their hygiene measures to Koelnmesse.

The stand operator is only required to draw up a catalogue of hygiene measures for its trade fair stand and appoint a person responsible for implementing these measures at the stand. A general record can be kept of the measures in place.

Measures to be taken at the trade fair stand can be found in the Koelnmesse specifications for stand operators (Koelnmesse website). Please contact our sales staff with any questions you may have.

The exhibitor should keep the catalogue of hygiene measures on hand for reference in the event of any official inspections.

A specific cleaning process that meets coronavirus-related requirements has been developed for stands and exhibits. This will be offered in the Koelnmesse service shop as a product with many other add-ons relating to the coronavirus in the future.

Koelnmesse has instituted a scenario that will be activated in the event of disease symptoms or even a confirmed case of COVID-19.

A key part of this scenario requires the individual to report to qualified medical service on the trade fair grounds at the exhibition centre and, if necessary, to take a (rapid) test for the coronavirus. Only in the event of positive confirmation would further measures become necessary (consisting particularly of tracing of the affected individual’s individual, personal contacts).

Coronaviruses are primarily transmitted through the respiratory tract. Transmission by smear infections by way of surfaces that have been freshly contaminated with virus are theoretically conceivable. At this point in time, however, there is no reliable evidence of viral transmission through contact with contaminated objects or contaminated surfaces that would then lead to infection in humans.

One can thus assume that what will be necessary is not disinfection of the entire stand but only cleaning of surfaces subject to frequent contact.

The Koelnmesse provider of cleaning services can be used for the cleaning measures involved.

The same rules apply here as apply for business premises. Personal hygiene has a special role to play here, as regular disinfection of e.g. products/exhibits on display cannot be ensured. This is why disinfectant must be provided to visitors to trade fair stands. Regular cleaning (e.g. every one to two hours) is also recommended in the case of surfaces that can be wiped and are subject to frequent touching. Meeting tables or tables where food is served must be wiped following each change of group.

Food sampling at the trade fair stand is permitted, either as part of a meeting at a table or as a presentation of samples to taste at the info counter. The products must be presented by stand staff in observance of all hygiene regulations. The taste samples distributed may be packaged or unpackaged. Even if the samples are wrapped, self-service (e.g. from a bowl containing several taste samples) is not permitted.

Exhibitors have permission to prepare food for their trade fair guests in their stand kitchen (no professional catering) as long as all of the requirements – e.g. those that also apply in the catering industry – are met.

In this connection, please also consider the hygiene requirements that apply to table surfaces (regular wiping with changes in guests).

Yes, glasses can be used and normal coffee can be served. However, staff must wash/disinfect their hands regularly.

Samples with and without packaging are permitted. Self-service (e.g. from a tray with several offerings) is not permitted, even for sweets that are wrapped.

Show kitchens are permitted provided that the cooking/preparation takes place behind a screen. Stand personnel are permitted to offer the prepared food to visitors of the demo.