Since this article was published, more details about the virus have emerged, which has had consequences for the planning and execution of conferences, among other things. For this reason, we have revisited the topic in a follow-up article.
According to the general tone of current news, the coronavirus epidemic is either already spreading so rapidly that you should start stockpiling supplies for the coming weeks, or it is nothing more than a harmless virus from which most people recover quickly. Depending on the source of information, this can lead to hasty decisions, such as canceling conferences and trade fairs.
A Postillon article summarizes the current dilemma well. But how should organizers behave now?
Don't act rashly
Of course, the risk of illness is always significantly higher when many people are in the same place at the same time, as is the case at a conference. However, the same applies to public transport, supermarkets, etc. A potential risk is almost always present in everyday life, regardless of whether you are at a conference or at your workplace.
Currently, there is no official ban on large events in Germany, unlike in Switzerland. The Federal Ministry of Health has also not issued any such recommendation. Conferences can therefore continue to take place as planned, but organizers are explicitly urged to implement preventive measures for all participants – and that is always a good idea.
Targeted prevention is better
The Federal Ministry of Health, for example, states that event attendees should follow hygiene measures such as proper handwashing or correct coughing and sneezing etiquette. Materials on this can be found in many places these days and in various formats: as infographics or as a video for those who prefer not to read much. However, as an organizer, you should never assume that all participants will seek out such information themselves and act accordingly. Even though there is unfortunately no way to verify the latter, it is your responsibility, especially these days, to repeatedly point out preventive measures.
Who is attending?
Unlike events such as trade fairs, where the audience often consists of a large, anonymous group of people, this is much easier to manage for conferences. Through personal registration, you know more about your attendees and, most importantly, have a way to contact them directly, for example via email. At trade fairs, on the other hand, you are often left with only updating the website, where an important notice can easily be overlooked.
Nevertheless, advise registered individuals to stay home if they suffer from lung or respiratory diseases, as they are at an even higher risk and no one should expose themselves to unnecessary strain.
Should there be an increased risk of infection in the vicinity of your venue, an official order will be issued. It certainly doesn't hurt to contact the local health department, where you will likely get a few valuable tips to help your conference take place with as little risk as possible.
In addition to the new coronavirus, conferences at this time of year face another risk that regularly resurfaces: according to the Robert Koch Institute's influenza weekly report, almost 100,000 people have already been infected with the flu this season. Nevertheless, the number of conferences canceled due to the flu in recent years is likely very low.
So: Stay calm (and wash your hands several times a day)!
