COVID-19 Safety Guidelines for Events
The University recognizes that face-to-face gatherings increase the risk of exposure to COVID-19, but we also recognize that gathering with other individuals is often required for sufficient communication to occur between multiple parties or to satisfy certain basic human needs. It is recommended to hybridize or cancel gatherings that cannot meet the recommended physical distancing and/or health guidelines outlined in these guidelines and the Spring 2021 Operational Plan.
Criteria for prioritizing approval of gatherings and use of event space
- Gatherings related to serving students’ needs, including academic gatherings, Recognized Student Organizations, student support services, etc.
- Gatherings related to addressing internal University needs such as required training, departmental meetings, etc.
- Gatherings on campus of external participants/citizens are not approved at this time.
Protocol considerations to be used for gatherings
- All events or gatherings must meet current ADPH and CDC guidelines, along with those additional from the Spring 2021 Operational Plan.
- Participants will adhere to physical distancing, sanitizing, hygiene, and self-screening.
- A sanitizing process for the facility must occur in between events.
- Implement a sign-up process for the event to plan population.
- Sanitizer will be available to participants at all times.
- Possible use of temporal thermometers for events.
- Capacity: Consider 50 percent or less occupancy space to ensure six-feet physical distancing.
- Most meetings should take place virtually.
- Every effort should be made to minimize the length of non-physically distanced interaction time.
- When hosting in-person meetings, the following must occur:
- Participants must wear cloth face coverings at all times in a shared space and maximize six feet physical distancing.
- Meeting hosts should assure that only 50 percent of max seated capacity are admitted to a space and create access for participants to attend virtually, if they so choose.
- University Event Committee will limit room reservations of on-campus spaces to reduce density. Students reserving space will work with employees to create and execute a plan to disinfect buildings and programming spaces after each student event. Consider 50 percent or less occupancy space to ensure six-feet physical distancing, and if physical distancing is not possible, a cloth face covering is required.
- Events should be individually evaluated to determine if they can be offered virtually or through a combination of in-person and virtual modalities.
- Participants must wear cloth face coverings at all times in a shared space and maximize six-feet physical distancing.
- In-person programming will be planned in formats that incorporate the CDC “Lowest Risk” and “More Risk” gathering guidelines. Those that are classified as “Highest Risk” are not permitted. See CDC | Considerations for Events and Gatherings
- Marketing of the event should include the requirement of a cloth face covering.
- Where possible, technology options such as web conferencing including video meetings and webinars, or live streaming events, should be an option to those invited, but reluctant to attend the event or gathering in person.
- Event hosts should assure that only 50 percent of max seated capacity are admitted to a space and create access for participants to attend virtually, if they so choose.
- In the event of a program with a speaker or artist, employees will consider broadcasting online, if possible, and/or the use of overflow room locations to ensure the physical distancing protocol.
Food Considerations for Events
- University-sponsored events may provide plated meals served by on-campus food service, Aramark, to ensure safety guidelines.
- Home-produced food giveaways or sales (i.e. bake sales, cook-offs, etc.) are not permitted.
- Avoid sharing food and utensils, and consider the safety of individuals with food allergies.
Non-compliance with event policies
If the University determines that an event or gathering does not comply with these Campus Event Policies, the University reserves the right to:
- Deny or rescind the event organizer’s permission to use the venue (even if the event has already started); and
- Restrict the event organizer from reserving campus space in the future.
These policies are not intended to address instructional activities or University Athletic team practices and competitions.
This policy will be regularly reviewed and may be modified by the University Events Committee and Coronavirus Task Force depending on the trajectory of the pandemic.