COVID-19 Event Planning for Recognized Student Organizations
This message will outline the process for student events hosted by registered student organizations. Organizations who are not in compliance with all student organization policies, or have not re-registered will not be able to reserve space. This is the current plan based on the specific needs of campus. As the situation changes, there may be additional announcements, and updates to guidelines and procedures.
Please read this information carefully. For questions regarding these guidelines and planning events, please contact Student Involvement & Leadership at email@example.com or Event & Building Services at firstname.lastname@example.org.
Event spaces will be used primarily for academic-related activities, with classes being the highest priority. All student organization meetings and/or events should be conducted virtually. In-person events should only meet as a matter of necessity. In order to use campus event spaces to fulfill this need, procedures for reserving campus event space have been established and are listed below.
New Reservation Requests
- Before you submit your request, please review the virtual event planning guide.
- All student organization events must be registered through the updated process in Engage. Please review the guidelines below and the step by step guide available on the Student Involvement & Leadership website.
- All reservations must be pre-approved and deemed critical to be held on campus.
- Reservations must be submitted a minimum of 14 days prior to the event. SIL staff will notify event contacts with any follow up questions. Notification of approval or denial will be sent seven (7) days prior to the event.
- All meetings and/or events should have an online component and when possible these activities must be conducted virtually.
- Occupancy levels for indoor and outdoor events are set by current state and local guidelines for physical distancing. Check with EBS regarding current limits.
- In order to ensure proper cleaning and disinfecting between events, there will be fewer events scheduled per day and limited to certain locations on campus. Rooms will be pre-set to meet the physical distancing requirements, see the room configuration and capacity of each reservable space below.
- Any event that is requested for on-campus space must be submitted a minimum of two weeks (14 days) in advance. Events that are not submitted at least 14 days in advance will be denied due to the limited staff scheduling.
- Approved events will be notified at least seven (7) days in advance.
- A list of safety precautions will be provided within event spaces. This will include the use of face coverings and physical distancing requirements, as well as, any other measures determined by the university. It is the group’s responsibility to ensure proper safety measures are being used during the course of an event. Groups will be responsible for supplying proper Personal Protective Equipment, including hand sanitizer and face coverings, to maintain these measures.
- Reservations will be accepted via the Engage system only during this time.
- Groups must maintain a roster of all participants in attendance with contact information. Attendance must be uploaded into Engage within 24 hours of the event for contact tracing. Check the Student Involvement & Leadership website or Engage for more details on how to submit your event attendance.
- All attendees should complete the online health screening tool and show their result to event organizers. Individuals who are feeling unwell, have a fever, or are experiencing any respiratory symptoms should not participate in the event, or be on campus. Organizers have the discretion, but strongly encouraged, to ask attendees with visible symptoms to please leave the event.
- Indoor additional equipment outside of pre-set space must be approved and is limited.
- Organizations should wait to promote events they plan to host on-campus until they have received final approval via Engage.
Reservable Campus Event Spaces
- Select classrooms are available. Classrooms are preset to meet physical distancing requirements. Furniture may not be moved in these spaces.
- Carriage Room – preset for 8 classroom style with a/v that requires a laptop
- Park Place – preset for 10 classroom style with smart cart, registration table
- Boardwalk – preset for 5 conference square, no a/v
- Ballroom – preset for 36 with 1 person at 6’ round, a/v from ITS, sound system with one microphone
- Must include rain date, not rain location, as indoor space is limited
- Plans must include access to restrooms and accessibility
- Physical distancing guidelines must continue to be followed for outdoor events and face coverings are required.
- Hosting organizations are responsible for ensuring that face coverings and physical distancing and other guidelines are followed.
William S. White Building
- Tuscola Room – preset for 9 classroom style with smart cart, registration table
Due to cleaning, maintenance, construction and physical distancing requirements, all other event spaces, including some classrooms, are not available for events at this time.
Diagrams for indoor spaces are available upon request from Event & Building Services as you begin the planning process.
Picasso Restaurant Group will continue to serve the campus as the exclusive caterer. Buffet set-ups will be prohibited, and meals will be placed on tables in advance of an event. Catering options will be limited to single serve meals, such as individually boxed meals. Whenever possible, linens are recommended for use at events. During the distribution of meals, physical distancing guidelines should be followed by the event host. Hand sanitizer will be provided at catered events by Picasso.