If your event cannot move to a virtual format, planners are required to follow our temporary campus guidelines. Below are available resources to help planners create safe events.
Looking for the Spring 2021 Campus Event Guidelines? View campus guideline information.
Managing Guest RSVPS
Event planners are required to track day-of guest attendance to assist with contact tracing. We recommend having guests RSVP using Qualtrics, a webform in Drupal, or Microsoft Forms, as you can download results as an Excel file that can easily be converted into a check-in list. If you’re using Qualtrics, you can select ‘form’ as a text type for Text Entry questions to allow for multiple lines under one question.
Student groups are required to use Engage to track attendance and RSVPs for their event.
Personal Protective Equipment (PPE) For Your Event
Hand sanitizer refills are available through Environmental Health and Safety. Planners should coordinate orders with their building manager and to learn what supplies are already in the space. To avoid crowding, sanitizer should be setup in multiple locations in an event space.
Cloth face coverings are required for inside spaces where maintaining social distance (a minimum of 6 feet of separation) is not possible. Planners are not required to provide PPE for all attendees but should consider it a best practice. Request face coverings for your event. Officially licensed face coverings are available through Fanatics and other licensed providers.
Communicating With Your Guests
Whether your crowd is students, external visitors, or any mix thereof, planners must communicate event expectations in advance. This includes PPE requirements for your space, any health screenings you plan to have in place, timed entry procedures (if any), and any new event protocols.
At your event, it’s important to post signage to indicate event flow, PPE requirements, and social distancing reminders. Planners can use signage and templates available on the Tech Moving Forward website.
Our campus Printer and Copier Services (PCS) has copies of our campus safety templates and can help with your printing needs. Custom solutions are also available. Contact PCS to learn more.
Health and Safety Plans for Staff and Volunteers
Event planners can eliminate uncertainty by briefing event staff and volunteers on health and safety plans in advance. These plans should include polite ways to enforce social distancing, procedures for a guest who is not wearing a face covering, and what to do if a staff member gets sick. Health and safety plan outline with sample procedures coming soon.