COVID-19 Prevention Guidelines for External Events at OIST

Important Announcement

  • Organizers are asked to refrain from holding an event if COVID-19 state of emergency or priority measures such as prevention of spread are issued for Okinawa Prefecture for the time of the event. Organizers of existing reservations are asked to prepare prompt measures according to the future alert levels of Okinawa Prefecture.
  • When using OIST venues, please follow Okinawa Prefecture's latest COVID-19 countermeasure Policy as well as the COVID-19 Prevention Guidelines for External Events at OIST.
  • Some restrictions apply to the choice of venues, as well as to the limit of number of events and attendees as an infection prevention measure.
  • For booking inquiries, please visit our Booking OIST Venues page.

If you have any questions, please contact us at reservation@oist.jp

The following guidelines for external event users are based on Okinawa Prefecture's COVID-19 Countermeasure Policy and the general OIST COVID-19 guidelines, both subject to change. 

General Guidelines

  • Events can be held on the condition that social distancing can be maintained and the 3Cs (closed space, crowded space, close contact) are avoided.
  • For indoor events, the room occupancy rate must be no more than 50% of the maximum capacity of the venue.
  • Those who have suspected symptoms should not be allowed to participate.

Request to organizers

Before and after the event:

  • Please take necessary measures and make necessary preparations in accordance with Okinawa Prefecture's latest COVID-19 Countermeasure Policy
  • Please set up either a pre-registration or on-site registration for all attendees, and collect their contact information (name, phone number, email address, etc.). Information on the health status (body temperature, health condition, etc.) of all participants should also be collected. Please manage the participants’ information appropriately and store for at least 14 days after the end of the event to allow for contact tracing in the case of a confirmed infection. (cf. Handling of personal data for preventing the spread of Novel-Coronavirus (COVID-19) disease
  • Thoroughly implement infection prevention measures in accordance with industryspecific guidelines and OIST guidelines. Inform participants in advance about the implemented countermeasures to prevent the spread of infection by announcing it on your event’s website, etc.
  • Organizers are strongly encouraged to request proof of vaccination or negative PCR test from all attendees.
  • Clearly define procedures to prevent those exhibiting symptoms or those who have tested positive for COVID-19 from attending the event. Make sure that all participants are informed of these procedures. If your event charges participation fees, please consider implementing ways to refund the fees and publicize the refund policy in advance. A refund will encourage symptomatic people to stay home and discourage them from participating in the event.
  • Ask participants who are not feeling well to refrain from participating. In addition, encourage participants to carefully consider their participation if they are coming from areas where the local government has issued an official request to refrain from going out.
  • Determine rules regarding restrictions on participants before the event and clarify the rules regarding temperature checks at the entrance and restrictions on the entrance of people with fever or symptoms. Make these regulations known to the attendees and submit them to OIST in advance.
  • Ask participants to use contact tracing apps such as COVID-19 Contact-Confirming Application (COCOA).

During events:

  • The venue should be used at 50% or less of its maximum capacity. The total number of people, include staff and organizers, should never exceed 50%.
  • Set up seating arrangement to ensure that a sufficient distance of 1m or more is always maintained between the speakers, and between the speakers and the audience.
  • Make sure everyone, including event staff and organizers, always wears masks correctly.
  • Allocate sufficient personnel at the entrance of the venue, lobby area, etc. to guide attendees and help them avoid crowding.
  • Everyone must disinfect their hands when entering or leaving the venue. (Each event organizer should prepare disinfectants such as alcohol or gels, etc.)
  • Maintain a safe distance when entering and leaving the venue to avoid crowding and consider an event program that allows separating the entrances or dividing the entering time.
  • Keep doors and windows open to maintain constant ventilation, or open windows once per hour.
  • Disinfect shared items such as microphones, remote-controls of projectors, touch panels for lights and videoconferencing, control panels of air conditioners etc. at the venue. Use ethanol (70% or higher) or a special disinfectant for equipment. Do not use gel-type disinfectants.
  • Minimize conversations and talking whenever possible.
  • Frequently disinfect the areas that participants touch directly. In addition, disinfect the venue after the end of the event (especially chairs, table surfaces, doorknobs, handrails, etc.)
  • Strictly implement infection prevention measures during meal breaks. Restrict eating and drinking to the designated meal areas, where special prevention measures have been taken. Thoroughly disinfect the areas after using.

Request to participants

Participants are asked to:

  • Please refrain from attending an event if you have fever or any other cold symptoms.
  • Please carefully consider your participation if you are coming from areas where the local government has issued an official request to refrain from going out.
  • Bring a mask and wear it correctly, practice good cough etiquette and wash hands with soap and disinfect fingers thoroughly.
  • Maintain a sufficient distance (1m and more) between yourself, the speakers, and other participants
  • Minimize interactions before and after the event and during the breaks.
  • Eat only inside the designated meal areas and avoid crowding during meals. Do not eat inside the venue.
  • Use contact tracing apps such as COCOA (COVID-19 Contact-Confirming Application).
  • Agree to the collecting of information such as name, phone number, and health status in the event of a confirmed infection.
  • If identified as a close-contact, follow the self-isolation guidelines determined by the local health authorities and the Japanese government.
  • Check health condition before attending an event by measuring body temperature etc.

As of 2022/3/3 (2021-OIST-RSD-0211)


Thank you for your patience and understanding.


Okinawa Prefecture's COVID-19 Countermeasure Policy

  Please refer to Official Website of Okinawa Prefecture for the latest information.