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Purpose of These Guidelines
Effective August 8, the guidance below is for event activities in Fall 2021 that involve multiple individuals gathering in a single location on the Georgia Tech campus or at events or programs sponsored by Georgia Tech for purposes other than classes, professional education programs, or department meetings.
Last Updated: August 9, 2021
We will continue to update this document as public health guidelines change. Campus planners will be notified through the Event Coordinators' Network newsletter. Subscribe to our monthly communication.
Space Capacities and Social Distancing
On Campus Events
All indoor and outdoor spaces have returned to full capacity. Please refer to the Georgia Tech campus reservation system (GT Events) to view a space's capacity.
Planners are encouraged to consider outdoor venues that reduce crowding and improve air flow. Planners are also encouraged to configure indoor spaces to maximize circulation of people and airflow. Everyone is encouraged to wear a mask or face covering while inside campus facilities.
Off Campus Events
Georgia Tech sponsored events taking place off campus are required to follow all venue, city, and state requirements. No review by the Event Logistics Committee (ELC) is required.
For questions regarding attending an off-site event, including travel restrictions, view the Procurement website.
Review and Approval Process
Event Logistics Committee
The Event Logistics Committee (ELC) will meet twice a month to approve outdoor events. Approval is required for select outdoor event space use, and requests should be made at least four weeks in advance to allow time for review. ELC approval is not required for indoor spaces, but planners may submit an event for review and consult with campus experts about logistics and safety protocol.
Learn more about the ELC on the Capital Planning and Space Management website.
These safety precautions are required at any Georgia Tech sponsored event.
Before the event
- Communicate campus safety requirements with guests in advance.
- Consult with any external partners, vendors, or contractors to ensure they are following safe practices. This includes:
- Wearing proper PPE while prepping food.
- Having procedures in place if a staff member shows signs of Covid-19.
At the event
- Post signage at your check-in table reminding guests who are experiencing symptoms of Covid-19 to not participate in person and reminding guests they are encouraged to wear a mask.
- Provide hand sanitizer and additional masks at check-in tables.
- Event planners can order these items at no cost through EHS. Place your order.
- Explain your health and safety plan to event staff and volunteers. This should include:
- What to do if a guest is showing symptoms.
- Having extra face coverings for individuals who prefer to wear one.
- Georgia Tech sponsored or co-sponsored events taking place on campus cannot:
- Record temperature or Covid-19 test results as part of their check-in.
- Ask if an individual is vaccinated or require proof of vaccination.
- Require a face covering at the event.
- Georgia Tech sponsored or co-sponsored events taking place on campus can strongly encourage event participants to wear a mask inside campus facilities.
Planners are encouraged to incorporate these guidelines into their event.
Before the event
- Create an event RSVP form that captures your guests’ names and contact information.
- Registered student organizations can use Engage for event registration.
- Campus Tickets is also an approved registration software.
At the event
- Provide a sign-in sheet or check-in system based on your event RSVP to confirm all attending guests.
- Student organizations are encouraged to use Engage, which utilizes the Corq check-in app.
Food and beverage
- Avoid offering any self-serve food or drink options. Food and beverages may be served cafeteria-style.
- Individually packed grab-and-go food items are encouraged to prevent crowding.
- Quickly clear meals to encourage guests to resume wearing their mask.
- Food must still be provided by a licensed business and follow campus catering and food service policies.
Departments across campus are ready to assist planners with any event modifications.
Environmental Health and Safety can provide PPE and hand sanitizer stands for events. To request supplies, complete their online ordering form.
Georgia Tech Legal Team is available for any questions regarding cancellation or rescheduling fees in your contract. Be sure to include a copy of your contract in your email. We recommend calling your vendor first to see if they have made any policy changes. Contact the legal team.