Can I host my event/activity?
Yes. Authority and responsibility for events have moved back to units/departments, away from the Events and External relations COVID Recovery Committee. However, we suggest that if you plan for on- or off-campus events, to work with your campus department and/or advisors to understand all requirements of holding an event while the pandemic continues. Groups can plan for events but should do so with caution. Many venues may still have health and safety guidelines to adhere to or operational constraints as they recover from the pandemic’s impacts.
Do I need pre-approval to host my event/activity?
No. Responsibility for following public health rules and campus guidelines returns to the sponsoring organization, away from the Campus Administration and Events & External Relations Operations Sub-Committee. Pre-approval to host events should come from your home department/advisor. In addition to public health and campus guidelines, all pre-pandemic campus policies related to events, including the major events policy remain in effect.
What are the capacity limitations for gathering?
There are no capacity limits on events after June 15th. The state Department of Public Health does have guidance that applies to “mega events” which are defined by capacities of 5,000+ indoors or 10,000+ outdoors.
As things evolve, where can I find updated health and safety guidelines for in-person events and activities?
The committee has the latest updates on this website. If you have reviewed the website but still have questions, contact us by email at firstname.lastname@example.org.
Will event planners and venue managers be mandated to check for vaccination cards?
No, unless the event is an indoor “mega event” with 5,000 or more attendees.
If I sign a contract with a venue for my event, will I be reimbursed if it gets canceled due to health and safety guidelines?
This depends on the cancellation terms and conditions in your agreement. We encourage you to enter into agreements that have more flexibility in this regard, especially since there is still a possibility that pandemic conditions could degrade at some point.
Are we able to serve food and/or drinks at our event/activity? Are there restrictions on type and service style?
There are no public health restrictions on food service at this time. However, masking rules for the unvaccinated can make this difficult indoors. Currently, the state rules require unvaccinated individuals to wear a face covering at all times indoors while in public settings. At the current time, our advice is to avoid food service indoors until State rules are further relaxed. In an outdoor setting, there are no masking restrictions regardless of vaccination status at this time, so food service is less challenging.
I represent a campus venue, we are not ready to open for guests. Is there a mandate to be open before the fall 2021 term begins?
No, venues should not be expected to be fully operational until the beginning of the fall semester. Venues that cannot fully open should not choose which specific events to open for, you must use your pre-pandemic booking process or risk severe legal consequences.
I represent a campus venue. Can we be selective about what reservations we accept?
No. You cannot accept or decline a reservation on the basis of content, nature of the group requesting to use the venue, and/or type of event.
Do our event attendees need to wear a face covering? What about our staff?
Events are subject to the same face-covering rules that apply elsewhere on campus. Note that staff who are working at an event must follow applicable rules for employees, even if they differ from rules that apply to guests/attendees.
Will our attendees have to present a green badge or show proof of testing?
No, our campus badging system does not work for non-affiliates and should not be relied on for events.
How do we screen event attendees for testing or vaccination?
You may not screen for testing or vaccination status for events because we do not have a system in place that protects the privacy of medical records. It is also not a requirement except for indoor mega events with 5,000 or more attendees.
Are there any different restrictions/policies for non-campus affiliates?
No, the state guidance for higher education that specifically restricted non-affiliate activities on campus earlier in the pandemic is no longer in effect.
Can departments/units require vaccination as a condition to attend events?
At this time, we may not, as we do not have a system for doing so while protecting privacy.
Does the under 200 limit for in-person classes apply to events?
No, the academic administration had to make a decision about course scheduling far in advance of the fall semester, at that time, public health conditions indicated that the 200 person limit was wise. That operational decision cannot be undone. However, there are no capacity limitations in the current state and city COVID guidelines, so there is no capacity limit on events.
How much time should I allow in order to get approval for an in-person activity?
That depends upon the activity. If the activity is subject to the Major Events Policy, the requirements of that policy must be observed. Location/venue deadlines may also apply. Please reach out to the venue for more specific information as a part of your planning process. In many cases, the planning cycle can require many weeks so we recommend starting as early as possible.