Framework for the planning and execution of conferences, meetings and course activities in relation to current COVID-19 guidelines - BC ...
←
→
Page content transcription
If your browser does not render page correctly, please read the page content below
May 2021 Framework for the planning and execution of conferences, meetings and course activities in relation to current COVID-19 guidelines BC Hospitality Group / Risk & Safety / COVID-19 Last updated 10/05/2021
BC Hospitality Group May 2021 Table of Contents Aim ................................................................................................................................ 3 How to use the document ............................................................................................ 4 Legislation ..................................................................................................................... 4 Organisation .................................................................................................................. 5 Management and control ............................................................................................. 6 The health officer’s tasks .............................................................................................. 7 Planning......................................................................................................................... 8 Health Plan .................................................................................................................... 8 Structure in planning..................................................................................................... 9 Arrival .......................................................................................................................... 10 Admission .................................................................................................................... 10 Inspection of Corona Passports .................................................................................. 10 Queue management at the entrance ......................................................................... 11 Staffingat the entrances.............................................................................................. 12 Layout.......................................................................................................................... 12 Adjacent communal areas .......................................................................................... 13 Serving facilities .......................................................................................................... 13 Behaviour, hygiene and protective equipment .......................................................... 14 Management of disease and symptoms ..................................................................... 15 Communication and signage....................................................................................... 17 Pre-communication..................................................................................................... 17 Communication upon arrival ...................................................................................... 17 Communication at the entrance ................................................................................. 17 Special roles and responsibilities ................................................................................ 17 APPENDICES ................................................................................................................ 21 Risk & Safety / COVID-19 page 2 of 55
BC Hospitality Group May 2021
Framework for the planning and execution of
conferences, meetings and course activities in relation to
applicable COVID-19 guidelines.
Effective from 6 May 2021
This document is an internal guide that aims to clarify the framework for the
planning and execution of conferences, meetings and courses, etc., and in this
connection to coordinate BC Hospitality Group’s health measures and ensure a high
level of infection prevention in accordance with applicable national COVID-19
guidelines.
BC Hospitality Group recognises its responsibility to continuously work to prevent
infection and actively contribute towards the fight against COVID-19 and other
health risks, including by complying with and supporting current national health
strategies.
This protocol is part of BC Hospitality Group's overall health strategy and is
incorporated into the planning and execution of cultural and other events, including
trade fairs, conferences, meeting-related activities and large-scale congresses, at
which many people, both Danish and foreign, all convene at the same time.
Our health measures ensure the best possible prevention and allow us to act in a
quick and targeted manner in the event of acute health-related events and risks.
The planning and execution of events (including conferences and meetings) is
directly dependent on both the overall national risk scenario, as well as on specific
conditions relating to national prevention, including the Danish Corona Passport,
quick tests and vaccinations.
This also means that major events that we host must not result in unintentional
conflict with Denmark's national health strategy.
Questions about this document should be directed to srm@bchg.dk
Aim
A fundamental objective of the described measures is to ensure compliance with all
applicable guidelines. Furthermore, there is a separate objective to develop and
maintain an appropriate organisational structure, organisational preparedness and
resilience so that Bella Center Copenhagen is able, both in this context and in the
Risk & Safety / COVID-19 page 3 of 55BC Hospitality Group May 2021 future, to predict and manage risks, uncertainties and issues in a fair and responsible manner in connection with epidemics, outbreaks and other health-related issues. The creation of this document and its appendices aims, going forward, to contribute to safe and responsible events and will be used as an internal and external guidance tool in relation to strategy and planning to ensure a healthy events and workplace environment. At the same time, this document and its contents will also contribute to ensuring that health measures do not unnecessarily restrict or impair the visitor experience. This will be ensured through the application of a proportionality principle between operations and guidelines. The purpose of this document is to create clarity and transparency regarding the strategic and specific measures implemented in connection with the general plans to reopen society in light of COVID-19, including the specification of strategies and processes so that all stakeholders may be adequately informed in relation to BCHG and our health measures. How to use the document This document contains both Nice to Know and Need to Know information. It is always important that employees and responsible managers who work with conferences, meetings and course activities understand the strategic considerations that form the basis for the health-related initiatives described. Depending on your position and your tasks in relation to conferences, etc., you may therefore be expected to read this document in its entirety. Essential or Need to Know information is shown in the grey boxes, making it easily accessible. Legislation The following guidelines apply to conferences and meetings: Link: The Danish Business Authority Risk & Safety / COVID-19 page 4 of 55
BC Hospitality Group May 2021
Valid from 06/05/2021-13/06/2021:
• Participants must remain seated for the most part.
• The area requirement per seated participant is 2 m2, and 4 m2 in areas
where participants are standing or in circulation.
• There must be a distance of one metre (1m) ("one empty chair") between
the participants.
• Access to the facilities is only permitted upon presentation of a valid Corona
Passport. Corona Passports must be checked on a daily basis during
conferences/meetings that span multiple days.
• Protective equipment must be worn when not seated.
• Participants may be gathered in groups (sections) of up to 500 people, with a
maximum total of 1,000 people per event.
• As far as possible, events must be kept separate from each other both during
and after the event.
• A health plan must be in place prior to the event for events involving more
than 500 people. (See health plan, page 22).
• Particular attention must be paid to ventilation. (See special roles and
responsibilities, page 17).
• Special attention must be paid to cleaning in the areas used. (See special
roles and responsibilities, page 17).
• There must be special focus on employees’ behaviour, hygiene and work
processes. (See special roles and responsibilities, page 17).
• Prior to the event, the event organiser must be sent "information for
organisers" which includes a request for the voluntary registration of
participants with a view to subsequent infection tracing.
• The person responsible for health must maintain the health record on daily
and by event basis, c.f. the section about the health record on page 41.
Organisation
As part of the general health initiative, BCHG’s internal organisation is being adapted
in relation to managerial and work processes, in order to be able to undertake the
comprehensive planning and implementation of health and prevention of infection
measures when running events in general.
The organisational and process-related adaptations will affect the entire
organisation as well as collaborative relationships between BCHG and its regular
Risk & Safety / COVID-19 page 5 of 55BC Hospitality Group May 2021
suppliers and partners, who are also subject to individual organisational
responsibilities with reference to this document.
Specifically, the organisational adaptations include:
• Organisational assignment of an overall advisory and guiding role to the security
department. Specifically, this means that the security department will develop,
update and manage all COVID-19-related and other health conditions in general
on behalf of BCHG.
• The creation of a steering committee (internal council) that to jointly investigate,
assess and decide on direction and possibilities in relation to operational
conditions. The steering committee's membership is comprised of
representatives from all operative departments.
• The development and implementation of the health ambassador role, which is
responsible for the operational component of the health initiative, based on the
health plan (see page 22). As a general rule, the role of health ambassador will
be assigned to safety personnel who are present but can be assigned as and
when necessary to other or more employees who are present.
Management and control
A collaboration between the central management functions must be organised for
the individual event (or in event areas with up to 500 people). . The task of
management and ensuring compliance with the health initiative is therefore
assigned to the following:
1. The responsible sales representative/project manager in Planning, who will
arrange the timely dissemination of the framework and conditions for
holding the event.
2. The responsible representative of the events organiser who will hold the
conference or meeting. This will ensure compliance with the framework and
conditions throughout the entire event, and that all relevant key individuals
are informed in a timely manner.
3. The present health officer, who will perform ongoing checks that guidelines
are followed, as well as advising and articulating the prevention of infection
in the event area.
Risk & Safety / COVID-19 page 6 of 55BC Hospitality Group May 2021
The health officer’s tasks
Link / Guidelines Chapter 8
• Ensure Corona Passports are shown and inspected before allowing entry.
• The health officer is responsible for supervision. Health officers may be
existing employees who may also perform other tasks than those mentioned
below, e.g. reception and security duties, etc. However, increased attention
is encouraged during peak periods.
• The health officer is responsible for supervising, advising and encouraging
participants to behave in an appropriate manner. Staff may also eject
customers who, without authorisation, fail to wear a face mask or visor. It is
important to stress that customers should be given the benefit of the doubt
and that the rules do not mean that you should engage in arguments with
customers. If BCHG, etc. is to be able to fulfil its obligation to only allow entry
to customers who comply with the requirement to wear a face mask or visor,
it is also important that the customer's exemption from the requirement
should appear credible. There is no requirement to provide documentation.
If a customer refuses to put on a face mask or visor for no reason and does
not want to leave the location, the police can be called. Note that the
company may be subject to a fine if it allows entry to customers who do not
wear face masks or visors without authorisation.
• Ensure that soap and water/hand disinfection are available in the installed
dispensers throughout opening hours.
• Help ensure that more guests use hand sanitiser.
• Ensure that no more customers are admitted than prescribed by the order
and applicable restrictions in relation to the prohibition of large gatherings at
sites in connection with the management of COVID-19.
• Ensure that no customers or visitors aged 12 years and over enter the
conference centre unless they comply with the requirement to wear a face
mask or visor, unless the visitor is exempted from the requirement to wear a
face mask or visor, c.f. the above. Staff may also eject customers and others
who, without authorisation, fail to wear a face mask or visor.
• Encourage customers to always maintain a distance of one metre from each
other.
• Assist in the prevention of the formation of queues and prevent congestion.
Comment:
Risk & Safety / COVID-19 page 7 of 55BC Hospitality Group May 2021
The health officer may perform other tasks and services, but it must be clear to
customers etc. who they can approach with their questions about COVID-19 (e.g.
supervising staff wearing a vest or badge). The health officer can also delegate tasks
to one or more other staff from the same company who have received appropriate
instruction.
Planning
This document is intended to enable health-relevant planning and execution of
conference and meeting activities. In this regard, planning must involve the
following strategic conditions:
1. The appointment of people whose responsibility will be to maintain
applicable restrictions and guidelines before, during and after the event.
2. Planning of access to the facilities in which the conference or meeting takes
place. This includes ensuring access control and procedures for Corona
Passport inspections.
3. Purpose-oriented design of facilities, individual rooms and adjacent foyers
and service areas that are conducive to health measures.
4. Ensuring behaviours conducive to the prevention of infection, the use of
protective equipment and personal hygiene by both participants and staff.
5. Cleaning procedures.
6. Procedures for managing disease and symptoms.
7. Communication to participants before, during and after the event, including
signage plan. (See signage plan on page 42).
8. Involvement of existing employees. (See supervisor’s responsibility on page
18).
Please note that the security department must be contacted about all conferences
and meeting activities attended by more than 150 people (srm@bchg.dk), as these
events require special planning and coordination, which may extend beyond the
contents of this document.
Health Plan
As a general rule, planning must be described in a health plan specific to the event.
The health plan in relation to conferences, meetings and course activities will be
carried out by the security department, however, which is standard procedure for
the group. This is included at the end of this document. People with responsibility,
including the sales representative and the present health officer, are therefore
Risk & Safety / COVID-19 page 8 of 55BC Hospitality Group May 2021
required to ensure compliance with the health plan in the planning and execution of
conferences, meetings and course activities.
Structure in planning
The event is strategically divided into four main phases as a general planning
structure:
5
1
2 3
6 7 8
5
Overall, events are divided into four overall strategic phases:
• Arrival
• Admission
• Circulation
• Exit
In the four phases, the event is further divided into eight supporting phases, as
indicated in the above model:
1. The participant’s visit online or via BCHG sales representative, booker or similar.
2. The participant’s arrival at the location at the airport, railway station, bus stop,
taxi drop-off point, etc. (This phase is incorporated in the planning of more
complex events, including events with an attendance volume exceeding 150
people.
3. Transport from station, bus stop, etc. to the entrance
4. The admission process outside the entrance.
5. The admission process inside the entrance.
Risk & Safety / COVID-19 page 9 of 55BC Hospitality Group May 2021 6. The participant’s sojourn in the event area. 7. The participant’s sojourn at and use of service facilities. 8. The exit process. Arrival Arrival is the phase that precedes admittance to the event and includes the participant’s "journey" from their home (online) until the participant stands at the entrance. It is important and essential that this phase is included in event planning, as this is where the participant is prepared for the terms and conditions for their attendance of the conference or meeting, including information about access control, what will be expected of the participant and an alignment of the participant’s expectations. BCHG Marketing drafts a special welcome letter, informing the participant about the event and the specific health conditions at the site. Admission According to the guidelines, each section (up to 500 people) must have its own entrance and exit. However, when multiple smaller meetings arrive within a 30- minute interval and total visitor volume is less than 150 people, they may be permitted to use the same entrance. It must be possible, however, to configure the entrance area to a capacity that is able to cope with the admittance of up to 150 people without compromising current COVID-19 guidelines, including distance, hygiene and Corona Passport inspections. For larger gatherings (i.e. when more than 150 people arrive at the same time), proactive planning must therefore be made for the use of other entrances and for increased capacity. Inspection of Corona Passports To avoid the spread of COVID-19 infection, it is a requirement that Corona Passports are inspected. Corona Passports must be inspected at the entrance, where they are presented to staff before granting entry to the conference and meeting facilities. Link: the authorities’ guidance on Corona Passports The Corona Passport serves as documentation of the following: Risk & Safety / COVID-19 page 10 of 55
BC Hospitality Group May 2021
• That you are fully vaccinated
• That you have had coronavirus within the last 14-180 days.
• That you have tested negatively for coronavirus within the last 72 hours.
The following requirements are applicable to Corona Passports:
1. Proof of identity (passport, driver’s licence, healthcare card or other state-
issued proof of identity) must be shown together with the Corona Passport.
2. Corona Passports can be available in both paper and electronic (app)
formats.
3. The name on the Corona Passport must correspond to the name on the
identification the person has with them.
4. Entry is only permitted to persons who can present a valid Corona Passport.
If a Corona Passport cannot be presented, the participant in question can be
directed to testing facilities.
5. The Corona Passport requirement does not apply to: children under the age
of 15, people who for medical reasons should not undergo COVID-19 testing,
people who, as a result of mental or physical disabilities, should not undergo
COVID-19 testing.
6. As documentation of an exception to the requirement to present a Corona
Passport, children aged 15 years or under could instead present a healthcare
card or other form of publicly issued identification card. Documentation of
exemptions for persons with medical, physical or mental disabilities is
currently based on a trust model, based on the citizen’s own declaration.
Queue management at the entrance
It must be anticipated that there will be some queue formation and congestion at,
inside and outside entrances during the admissions process. Queue management
must be taken into account to ensure that the admissions process runs smoothly,
with the greatest possible consideration of current COVID-19 guidelines and
mandatory Corona Passport inspections.
Queue management and access control may include the following:
• Queue control (Tensa barriers, bicycle fences, etc.).
• Signage
• Distance markings
• Extension plan and overflow management.
Risk & Safety / COVID-19 page 11 of 55BC Hospitality Group May 2021
• Personnel to take care of queue management/Corona Passport inspections.
Staffingat the entrances
Personnel must be present at all times at the entrance to manage the admissions
process. Among other things, personnel must be present to perform access control,
including Corona Passports inspections and identity checks (c.f. the above), as well
as personnel to ensure queue management and arrivals at the facilities.
The following requirements apply to personnel at the entrances:
• Personnel must be thoroughly instructed in the performance of access
control and Corona Passport inspections (see "Corona Passport inspection
instructions" on page 31).
• A health officer must be present during the entire opening hours.
• Personnel stations must be set up with adequate infection protection,
especially for personnel who will be in direct contact with those attending.
Layout
In relation to layout, it is important that capacity and separation of simultaneous
conferences and meetings are taken into account. The applicable guidelines state
the following:
• Participants must remain seated for the most part. The area requirement is
calculated wall to wall, without consideration of furnishing, fixtures and
fittings (see documents on area capacity at BCHG locations - available upon
request).
• The area requirement per seated participant is 2 m2, and 4 m2 in areas where
participants are standing or in circulation.
• Chairs should be set up "one chair" apart.
• As far as possible, the individual participant must have his/her own place
during the entire event and, as far as possible, remain in the working groups
in which they otherwise take part during the event. Ideally, participants are
placed together with people they work with on a daily basis or with whom
they work closely for other reasons.
• Rooms/areas may be set up for a maximum of 500 people in a single section,
to a maximum total of 1,000 people. Personnel do not count towards the
Risk & Safety / COVID-19 page 12 of 55BC Hospitality Group May 2021
area maximum total requirement, as they are involved in measures towards
prevention.
• There must be specific signage for the entire event area (see signs and
posters on pages 42 and 44).
• Hand sanitiser must be easily/visibly accessible.
• Special attention must be paid to areas where bottlenecks may occur, such as
toilets, entrances and exits from the rooms and cloakroom areas.
• Signs must be put up at all rooms, showing the room's maximum capacity
(see posters page 44).
Adjacent communal areas
Adjoining communal areas are areas outside meeting and conference rooms that
can be used by multiple conferences/meetings (in a section with a maximum of 500
people), and where there may be food and beverage stations. Areas outside the
individual meeting room that are only used by one specific group do not count as
adjacent communal areas.
• Adjacent communal areas have an area requirement of 4 m2 per person. The
use of adjacent communal areas must therefore be carefully aligned in
relation to the total visitor volume in the section (maximum 500 persons).
• It must also be taken into account that, despite the 4 m2 per person
requirement, participants will move around amongst themselves, which
means there is a high probability of close contact. The event must therefore
take into account that participants who move around in the adjacent
communal areas are at all times able to maintain a distance of one metre
from each other.
• Specific meeting or conference activities that take place outside the room
must be isolated from the other adjacent communal areas, e.g. using cordons
or similar. Please note that if a meeting room uses part of the communal area
for e.g. food and beverages, the m2 used will be offset against the size of the
communal area and will then affect capacity in the communal area (4 m2 per
person). It is a good idea to move the dedicated communal area to another
part of the building where there is no meeting activity and "unused m2".
Serving facilities
Serving facilities must be set up and managed in accordance with "Guidelines for the
responsible organisation of restaurants, cafes, hotels, holiday centres and other
Risk & Safety / COVID-19 page 13 of 55BC Hospitality Group May 2021
companies that offer tourism and experience-type products in light of the COVID-19
outbreak" - chapter 7 - especially for restaurants, cafés, bars, nightclubs, etc.
Link: The Danish Business Authority
Serving facilities. must, as a general rule, be planned to be performed within the
individual meeting/conference room. A form of food station/buffet may, however,
be set up in the adjacent communal areas whereby guests leave their
meeting/conference room in order to collect food. Serving may also be planned for
the room. However, the following guidelines must be observed:
• The area requirement of 4 m2 per person (for serving facilities in communal
areas).
• The applicable ban on assembly must be observed in the communal areas.
This means that clusters may not assemble that exceed the currently
applicable assembly ban.
• Participants must maintain a distance of 1m.
• The buffet must be designed with a strong focus on the prevention of
infection, both in relation to access, distance and self-service in the buffet.
• Personnel must wear face masks or visors and gloves.
• There must be access to hand sanitiser at serving stations.
• Queue management must be considered.
• Alternatively, "Grab-and-go" solutions can be served.
• All serving areas must close at 23:00 and no alcohol must be served after
22:00. (Grab-and-go solutions are permitted after 23:00.
• Private events such as weddings are permitted to continue serving food and
alcohol from 22:00-05:00.
Behaviour, hygiene and protective equipment
The following requirements apply to conduct, hygiene and the use of protective
equipment in the meeting and conference area:
• All staff who have direct customer contact must have completed Horesta’s
"Safe-to-Visit" training programme ( Link: Horestas Safe-to-Visit). Course
Risk & Safety / COVID-19 page 14 of 55BC Hospitality Group May 2021
implementation must be coordinated between the respective department
manager and People & Culture.
• Everyone must wear a face mask and a visor when not seated.
• Personnel must at all times wear face masks or visors when performing work
functions that involve close contact with participants, including at entrances,
registration desks, access control and serving stations. The security
department can make a specific assessment and ease the requirement that
personnel must wear face masks.
• All persons in the event area must be able to maintain a distance of one
metre.
• All employees must wash their hands thoroughly or use hand sanitiser (for
alcohol-based, at least 70% by volume of alcohol, equivalent to approx. 63%
w/w) several times during the day, in addition to other general hand
washing. The employer must safeguard employees against developing skin
disorders when using hand sanitiser etc. in the performance of their work.
The Danish Working Environment Authority recommends that the employer
should make moisturiser available to employees in such situations.
• Water and soap or hand sanitiser (for alcohol-based at least 70% by volume
of alcohol equivalent to approx. 63% w/w) must be available to guests and
employees. Businesses should ensure that it is clear to customers that soap
and water or hand sanitiser are available, e.g. in the form of clear signage.
Management of disease and symptoms
The health plan must specify procedures for the management of acutely occurring
illnesses and persons with symptoms of COVID-19. Procedures must ensure that
action is taken in a timely and targeted manner on such risk factors.
The health officer must also ensure that all personnel and health coordinators who
may be present any time during the event are prepared to initiate and perform
procedures for the management of acute illnesses and symptoms, including being
able to make "on-the-spot" critical decisions to contain and prevent further
infection.
"Guidelines for the responsible organisation of restaurants, cafes, hotels, holiday
centres and other companies that offer tourism and experience-type products in light
of the COVID-19 outbreak" - chapter 5 - Management of illness and symptoms, states
the following:
Risk & Safety / COVID-19 page 15 of 55BC Hospitality Group May 2021
Link: The Danish Business Authority
Employees with COVID-19 symptoms should not come in to work and should
follow Danish Health Authority guidelines for people who have COVID-19
symptoms. A sick employee’s workstation should be cleaned immediately after
identification of their illness. Employees may not return to work after illness until
48 hours after their symptoms have ceased.
Employees who have been in contact with a person known to be suffering from
COVID-19 are recommended to follow the Danish Health Authority's "close
contacts" guidelines.
• When a case of COVID-19 is confirmed, the infected person will be contacted
by the Danish Patient Safety Authority, which will help identify, contact and
inform close contacts to the infected person. If the Danish Patient Safety
Authority deems that there should be a broader contact tracking, they will
contact the company's management.
• If a guest or employee is found to be ill, it is recommended that the area
where this person was present is thoroughly cleansed. Wash all surfaces and
wash and disinfect contact points.
In the event of acute illness in event areas, action will be taken according to the
following order of priority:
1. Containment/isolation of the specific case of illness
2. Detection and containment/isolation of close contacts
3. Name and contact details of all isolated persons will be recorded.
4. Possible containment of the entire event area.
5. Clarification by quick (AG) testing of all relevant persons to determine
whether they may have coronavirus.
6. If the quick test produces a is a positive result, the entire event area will be
contained and the health authorities will be contacted urgently.
7. Contact the health authorities for advice if the quick test produces a negative
result.
8. Persons showing signs of illness must be sent home immediately.
SSR test, symptoms, infected and close contact
Risk & Safety / COVID-19 page 16 of 55BC Hospitality Group May 2021 Communication and signage A plan must be drawn up for communicating information about the specific event, COVID-19 and infection prevention measures during the meeting/conference to those attending, including alignment of expectations and information about conditions. The communication plan includes direct and indirect communication, including communication available online, communications received by those attending when signing up for the event, as well as the information presented on-site in the form of signs, on posters and on screens, etc. External meeting and conference organisers must be integrated in a collaboration towards purpose-oriented communication. Pre-communication Pre-communication includes the information given to those attending before they arrive; in the participant’s private home, online, etc. Pre-communication must be planned strategically to support actual conditions in the event area and to prepare those attending for the conditions they will encounter. Pre-communication has the overall purpose of supporting specific procedures and on-site measures to prevent infection. Communication upon arrival Communication upon arrival consists of signs indicating admittance conditions, including being free of symptoms, that Corona Passports must be presented, that face masks must be worn and that compliance with current COVID-19 guidelines is mandatory. Signs are placed strategically in relation to the participant’s route to the entrance, including on access roads, in parking areas and drop-off areas (bus stops) etc. Communication at the entrance Communication at entrances consists of signs, posters and screens that indicate the conditions for movement in the event area, including guidelines for distancing, hygiene and the use of face masks. Emphasis is also placed on maintaining the attention of those attending on health measures and individual responsibilities. Special roles and responsibilities Security Risk & Safety / COVID-19 page 17 of 55
BC Hospitality Group May 2021
• Overall strategic responsibility for the development of protocols and planning,
including ongoing updates, implementation, coordination and checks.
• Contact with authorities
• Responsibility for ensuring that own personnel have completed the "Safe To
Visit" programme.
Technical:
• Responsibility for ventilation and climate plan, including implementation and
ongoing control of the area.
Cleaning:
• Responsibility for developing the protocol for cleaning, planning,
implementation and control.
• Responsibility for ensuring that own personnel have completed the "Safe To
Visit" programme.
• Responsibility for the involvement of employees in work structuring, including
daily briefing about how to put the plan into practice.
Serving / Restaurant:
• Responsibility for the involvement of employees in work structuring, including
daily briefing about health measures
• Responsibility for ensuring that own personnel have completed the "Safe To
Visit" programme.
• Responsibility for the overall maintenance of "Guidelines for Serving Places" in
coordination with the Safety Officer.
Sales:
• The responsible sales representative/project manager in Planning must ensure
timely dissemination of the framework and terms for the event, including
dissemination of the protocol to the responsible representative of the event
organiser who will host the conference or meeting, in order to ensure
compliance with the framework and conditions throughout the event, and that
all relevant stakeholders are informed of the guidelines and protocols in a timely
manner.
Risk & Safety / COVID-19 page 18 of 55BC Hospitality Group May 2021
• Responsible for ensuring that the organiser fills out the document for use in
connection with "tracking infection" (Participants sign up on a voluntary basis.)
• Coordination with conference reception and operations.
Supervisor’s responsibility:
• Responsibility for ensuring that own personnel have completed the "Safe To
Visit" programme.
• Responsibility for the involvement of employees in work structuring, including
daily briefing about how to put the plan into practice c.f. the below task for
reception/inspection staff.
Front Office/ conference reception:
• Operational execution on the day, including collaboration and coordination with
the health officer.
• Creation of a health record (see page 40) for the individual event and
contextualising of voluntarily submitted "Information to the organiser" (see page
35). and storage behind lock and key for a maximum of 10 days, after which it
will be destroyed.
• Acts as health ambassador for the entire conference area and associated/linked
events. Also appoints other health ambassadors as required.
• Admission checks and Corona Passport inspection
Marketing/communication
• Drafts a "Welcome letter/introductory letter".
• Ongoing updating of the BCHG Website and provision of access to relevant
documents online.
Risk & Safety / COVID-19 page 19 of 55BC Hospitality Group May 2021 Risk & Safety / COVID-19 page 20 of 55
BC Hospitality Group May 2021
APPENDICES
Appendix 1:
HEALTH PLAN
Risk & Safety / COVID-19 page 21 of 55BC Hospitality Group May 2021
Based on the "framework for the planning and execution of conferences, meetings
and course activities in relation to applicable COVID-19 guidelines" protocol, the
aforementioned event activities will proceed as follows:
1. Booking and notification of the event
This includes an account of the premises for booking and reporting events, to
ensure that relevant information (including lists of those attending) is received
before the event commences.
a) The organiser books and reports the meeting/conference via official channels
at the appropriate location (booking, sales etc.).
b) Booking/sales receives and registers the event, including notifying the
organiser of the requirement to submit participant lists of those attending.
Participant lists must include the name and telephone number (alternatively
email address) of each person attending for use in future infection tracking
(see "information for organisers" on page 36).
Stress to the event planner that registration of the individual participant may
only be on a voluntary basis, that participant who agree to registration are
doing so with infection tracking as the primary purpose, and that information
will be handled and stored in accordance with applicable GDPR legislation.
c) Participant lists are sent to the local BCHG health officer, who organises and
stores lists for up to ten days after the end of the event, after which the lists
are destroyed.
2. Structure in planning
Conferences, meetings and course activities are planned according to the
structure described in the protocol under the "Planning structure" heading,
which includes the following overall strategic phases:
a) Arrival The participant’s "journey" from the first contact (online) until the
participant has arrived at the location (entrance/admission).
Risk & Safety / COVID-19 page 22 of 55BC Hospitality Group May 2021
b) Admission: Processes for physical management of issues related to entrances
and admission.
c) Circulation: - Processes and initiatives in the event area, including rooms and
communal areas.
d) Exit: Procedure and initiatives in relation to the exit process.
EVENT INFORMATION
3. Theme of the event
The event involves conference, meeting and course activities.
4. Description of activities
Conferences and meeting activities involve largely seated audiences, who, as a
general rule, will remain in fixed conference/meeting rooms. Normally activities
involve lectures, presentations, discussion groups, plenum meetings, group
meetings, etc.
During the event, participants can briefly leave the room to pick up food and
refreshments or go to the toilet.
5. Opening hours
Opening hours vary from 07:00 am to 23:00 pm.
6. Responsibility for health
• Overall group responsibility for health measures when planning and
executing conferences, meetings and course activities lies with BCHG's
security department (BCHG Risk & Safety).
Risk & Safety / COVID-19 page 23 of 55BC Hospitality Group May 2021
• Responsibility for health at local level lies with the conference manager (or
equivalent) and his/her deputy.
7. Capacity and area requirements
• Admission to the facilities is granted in accordance with the applicable m2
requirements [currently 4m2 per participant / 2m2 when mostly seated].
• Admission to conferences etc. is granted when those attending are divided
into sections of up to 500 people, up to a maximum of 1,000 people.
8. Rooms and areas
• Conferences, meetings and course activities are hosted in BCHG's conference
and meeting facilities at AC Bella Sky, Bella Center Copenhagen and Crowne
Plaza Copenhagen Towers, respectively.
• A communal area is defined as the corridors and open areas between the
individual conference and meeting rooms, through which those attending
will move on their way to and from their own premises.
9. Entrances and exits
Entrances and exits are used, c.f. the following distribution:
1. "Small entrance" / normal conditions:
The facility's ordinary access points can be used while remaining in
compliance with regulations if no more than 150 people arrive within a time
frame of 30 to 60 minutes.
2. "Large entrance" / Differentiated entrance conditions:
If more than 150 people arrive within a 30-minute time frame, alternative
entrances must be used to accommodate a greater volume of people. This
may include upgrading ordinary access doors by, for example, using larger
entrances/areas or widening entrances at multiple entrances.
At special events, with a high volume of people and where there is deemed to
be a particular of risks in relation to health measures, access plans will be
prepared separately, as well as planning entrances and exits in this regard.
Risk & Safety / COVID-19 page 24 of 55BC Hospitality Group May 2021
10. Number of people attending
The number of participants must be specified in the event's booking/notification.
A maximum of 500 people can be booked for a section of a conference or
meeting room, however, up to a maximum of 1,000 people per room.
11. Personnel
Conference staff in attendance will take part in health measures and will be
assigned appropriate roles to maintain those measures. Personnel will receive
daily instruction before opening hours from the local health officer. They will also
be informed of all relevant conditions as described in the health plan and any
procedures to ensure compliance with the health plan. (See personnel
instructions, page 31).
MEASURES TO PREVENT INFECTION
The following describes measures to prevent infection in the event area. In the
following example, the event area is illustrated in relation to health measures. The
principles and strategies shown apply to all BCHG conference and meeting facilities
as a group standard.
Example diagram/model for health measures in conference and meeting facilities:
Risk & Safety / COVID-19 page 25 of 55BC Hospitality Group May 2021
m
n
o
p
k
l
c j
h i
e g
d
f
a
b
The text boxes below refer to the points shown on the diagram.
12. Measures in the arrival area
The following measures are applicable from when participants "register" for the
event until the participants are standing at the entrance:
a) Online presentation of health requirements and guidelines. This includes
information about the Corona Passport as a criteria for access. Information
about registration and voluntary registration of personal data, general
national coronavirus restrictions, etc.
Risk & Safety / COVID-19 page 26 of 55BC Hospitality Group May 2021
b) Cooperation with Metro, bus and taxi operators on arrival and movement in
the arrivals area. This includes information campaigns in buses and metro
trains, special drop-off areas, etc. (reserved for special events).
c) Directions from the respective metro and bus stations, as well as taxi drop-
off points to guide pedestrians as quickly and easily as possible to the
entrance(s) used. Directions to entrances must be clearly marked from access
roads and in parking areas (reserved for special events).
d) There will be a sign near the entrance in the arrivals area stating "STOP - Do
you not enter if you are experiencing any symptoms of COVID-19" (see
signage plan on page 42). As far as possible, plan that the arrivals area near
the entrance should be of sufficient size and capacity to be able to handle
congestion in a safe and healthy manner.
e) Specific queue management will be set up at two levels, depending on the
expected volume:
• Level 1 (less than 150 participants) labelling on the actual floor (see
signage plan on page 42) showing how to stand in queue.
• Level 2 labelling on the actual floor (see signage plan on page 42) and
physical fence/barrier that clearly indicates the direction of the queue.
• Queue management can be supplemented with staffing for events
attended by more than 150 people.
13. Initiatives at entrances
The entry process is taken into account as being particularly critical and
compromising in relation to the general health measures, as congestion and
queuing should be expected inside and outside the entrance. The following must
therefore be observed during planning:
f) Queue management comprised of physical separation and signs.
g) Design and placement of access control, including Corona Passport
inspections by personnel behind appropriate guards (plexiglass). Access
control and service personnel must wear face masks or visors.
As far as possible, contact-free operation is planned. The entrance area must
be kept clear of unnecessary contact surfaces such as service counters etc.
h) The entrance must be kept clear of the exit, including by means of physical
barriers.
Risk & Safety / COVID-19 page 27 of 55BC Hospitality Group May 2021
i) Signs will be introduced containing information about how to prevent
infection (see signage plan on page 41). Hand sanitiser will also be positioned
where it is easy for visitors to use.
14. Access control
Corona Passports will be inspected at the entrance as a requirement for entry.
Access control personnel are instructed in the applicable guidelines for Corona
Passports, including scenarios where the Corona Passport is not required
(particularly illness and persons under 12 years of age) and how to perform
inspections (see Corona Passport inspection instructions, page 31).
If a visitor is unable to present a Corona Passport, direct them to the test centre.
In special cases, and on a minor scale, BC Risk & Safety can perform testing for a
fee. Participants who do not wish to be tested and who have no legitimate
reason to not present a Corona Passport must be denied entry at the door.
All access control is carried out by trained personnel wearing appropriate
protective equipment.
15. Measures in communal areas
Communal areas are used as thoroughfares to the conference and meeting
rooms that will be used, and should not be used for conferences, meetings or
course activities. However, it is permitted to stay in communal areas based on
applicable standing room area requirements [4m2 per person]. Health measures
in communal areas also include the following:
j) Strategic display of signage and hand sanitiser. Signage includes correct
information about the best way to avoid infection prevention (see signage
plan on page 41), including requirements for the use of face masks and
distancing. Hand sanitiser is positioned so as to be easily accessible to those
attending.
k) Serving/service areas or other areas used for conferences/meeting-specific
purposes that have been moved to the communal areas will be sectioned off.
Communal area floor area is reduced proportionately relative to the area
used, relative to capacity (m2).
Risk & Safety / COVID-19 page 28 of 55BC Hospitality Group May 2021
l) Where possible, communal areas will have a one-way system.
m) Based on a specific assessment of visitor volume and activities, queue
management will be introduced at entrances to rooms, toilets and x facilities.
16. Measures inside the various rooms
Rooms are furnished on the basis that participants in the room will mostly be
seated when in the room. It is a good idea to set up serving facilities in each room
so that participants do not have to leave the room except to use the toilet. The
following measures have been introduced for conference/meeting rooms:
n) Seats will be set up for a number of people equivalent to 2 m2 per person.
Chairs are arranged with a chair’s space or a free space between the chairs.
o) Hand sanitiser will be set up at the entrance to the room, so that the
participants actively have to pass it in order to get to the seats. A sign
showing information about the use of hand sanitiser will also be displayed at
the hand sanitiser dispenser (see signage plan on page 41).
p) A poster indicating the room's maximum capacity of the room must be hung
at the entrance to the room (see signage plan on page 41).
17. Staff instruction
On-site staff who have a work association with the event must be instructed daily
by the presiding health officer. Among other things, staff must be instructed in
the following health-related conditions:
• Their own safety in relation to infection.
• Focus on prevention of infection and vigilance, including what to do if you
yourself experience symptoms or you notice them in others.
• The staff’s role as Health Ambassadors and having a co-responsibility for
health measures in the area.
• Own hygiene, including hand hygiene and cleaning of workstations.
• Correct use of protective equipment.
• Corona Passports inspection (for staff assigned to this task, c.f. instructions
on page 31).
Risk & Safety / COVID-19 page 29 of 55BC Hospitality Group May 2021
Appendix 2 /
Risk & Safety / COVID-19 page 30 of 55BC Hospitality Group May 2021
INSTRUCTIONS
WHEN
INSPECTING
CORONA
PASSPORTS
Internal inspection guidelines concerning the requirement to present a Corona
Passport. These guidelines should be seen in the context of the overall protocol
"Framework for the planning and execution of conferences, meetings and course
activities in relation to applicable COVID-19 guidelines", with which the inspector
must be familiar in advance.
Risk & Safety / COVID-19 page 31 of 55BC Hospitality Group May 2021
Background for these instructions:
To prevent and contain the spread of COVID-19, customers, visitors and similar to
indoor conferences, meetings and courses must be able to present a Corona
Passport upon arrival at conferences, meetings and the course venues. The Corona
Passport must be presented to staff or other persons associated with the site upon
initial natural contact between the participant and staff, immediately after arrival.
Conferences, meetings and course venues are therefore not required to have special
guards to check Corona Passports at the entrance to a room.
Corona Passport presentation requirements apply to the following places:
• Service industries that provide services which, by their nature, involve close
physical contact with customers.
• Conference and course centres.
• Restaurants and other serving venues with indoor serving.
• Amusement parks and the like.
• Cultural institutions in general.
Corona Passport documentation:
In this context "Corona Passport" means documentation of:
• A negative COVID-19 test performed max. 72 hours before arrival at the
room or location. The test can be carried out both as a PCR test and an
antigen test (quick test).
• A positive COVID-19 test that is at least 14 days and no more than 180 days
old.
• A completed coronavirus/COVID-19 vaccination course. A course of
vaccination is considered completed 14 days after the final dose.
It is our responsibility to check that the name on the Corona Passport corresponds to
the name of the person’s accompanying passport, driving licence, healthcare card or
other publicly issued identity card.
Documentation can be presented in both paper and electronic format.
Admittance may only be permitted for customers and visitors, etc. who are able to
present a valid Corona Passport. Those unable to present a valid Corona Passport
may be rejected or directed to the nearest test centre.
Risk & Safety / COVID-19 page 32 of 55BC Hospitality Group May 2021
For exceptions to the requirement to a present Corona Passport, refer to the Q&A or
links.
The employee who performs the inspection at a specially designed work station with
suitable protective equipment must have a computer available with access to these
sites, which the employee can use on an ongoing basis for further specific follow-up
and clarification:
coronasmitte.dk Coronapas
Sundhed.dk Coronapas
REFERENCE/Q&A FOR INSPECTORS
Below is a Q&A presenting the most frequently asked questions about the Corona
Passport:
How do I find my Corona Passport?
For the short term, there already exists an initial version of the Corona Passport,
which is composed of various solutions on sundhed.dk and in the MyHealth app,
which make it possible to document completed courses of vaccination, negative test
results or previous infection. However, you will also be able to use information from
other sources, such as documentation from private antigen testing providers or from
other apps that display your health information, such as MyPhysician.
Are all tests valid as a Corona Passport, including tests carried out at the
company’s own test station?
Both PCR and antigen "quick" tests are valid as a Corona Passport. It is not crucial
who performs the test, i.e. you can also use the company’s own test capacity.
What documentation is valid as a Corona Passport?
SMS, paper format and the MyHealth app can all be presented as documentation.
How do you use the Corona Passport?
When do you have to present your Corona Passport?
Customers, visitors and similar must be able to present a Corona Passport at the first
natural point of contact in immediate continuation of their arrival. The Corona
Passport must be presented to staff or other persons associated with the room or
location.
Risk & Safety / COVID-19 page 33 of 55BC Hospitality Group May 2021
There is no requirement that the Corona Passport should be valid for the entire
duration of the visitor's stay on our premises, only from the time of entry.
Who is exempt from the requirement to present a Corona Passport?
The following persons are exempt from presenting a Corona Passport:
• Children under 15 years of age.
• People who should not take a COVID-19 test for medical reasons.
• People who should not undergo a COVID-19 test due to a physical or mental
disability.
Should the guest, visitors, etc. be able to document that they are exempt from
producing a Corona Passport?
No, there is no requirement for customers, etc. to document that they are exempt
from presenting a Corona Passport. Customers etc. are not required to be able to
present a medical certificate showing that they are exempted from the requirement
to present a Corona Passport.
It is important to emphasise that customers should be given the benefit of the doubt
and that the rules do not mean that you should engage in arguments with
customers. If a retail outlet is to be able to fulfil its obligation to only allow entry to
customers who comply with the requirement to present a Corona Passport, it is also
important that the customer's exemption from the requirement should appear
credible.
If customers or visitors, etc. refuse to present a valid Corona Passport and refuse to
leave the premises after they have been ejected you can contact the police.
How should I check that customers or visitors are exempt from testing?
For children under 15 years of age, documentation can be displayed in the form of a
healthcare card or other publicly issued identification card showing their name and
age.
For persons who, for medical reasons or as a result of a physical or mental disability,
should not undergo a COVID-19 test, documentation can be based on an assessment
of the credibility of the customer’s statement.
Do I need special certification if I have to ask customers to present a valid Corona
Passport?
No, no special certification is required to check whether customers have a valid
Corona Passport. In addition to the aforementioned guidelines, BCHG has additional
internal guidelines requiring all personnel to be tested at least once a week.
Risk & Safety / COVID-19 page 34 of 55You can also read
