Guidance for event activities in Summer 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.

We will continue to update these guidelines as the public health situation changes. 

Looking for fall guidelines? Preview the updates that will go into effect on August 8. 

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Space Capacities and Social Distancing 

 

On-Campus Events 

Academic spaces used for classes during the summer will continue to require 6 feet of social distancing. Outside spaces, indoor event spaces, conference rooms, and classrooms used for non-academic purposes (e.g. summer camps) can return to full capacity. Please refer to the Georgia Tech campus reservation system (GT Events) to view a space’s capacity.  

Individuals who have not been fully vaccinated are strongly encouraged to wear a face covering. Planners cannot ask if an individual is vaccinated or require proof of vaccination. 

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 business services website. 

 

Review and Approval Process

 

Event Logistics Committee  

The Event Logistics Committee (ELC) will meet every two weeks to approve outdoor events.  Event requests should be made at least four weeks in advance to allow time for review and approval. 

Outdoor Campus Spaces Review Process 

Advance approval is required for all outdoor event space use. Space reservation requests will remain tentative in the GT Events reservation system until the ELC reviews the event. After review, the reservation will be confirmed or the planner will be asked to return with required adjustments.    

Indoor Campus Spaces Review Process 

Indoor spaces are not required to go through ELC approval. Planners may submit an event for review to consult with campus experts regarding logistics and safety protocols.   

 

Campus Visitors and Sponsored Visits 

 

Recruitment Tours 

Departments hosting recruitment events and tours must refer to the On-Campus Recruitment Program Recommendations documentation and must coordinate with the Office of Undergraduate or Graduate Affairs for requirements and best practices.  

Tabling  

Tabling will be allowed on campus in limited capacity. Any physical items distributed should allow for individuals to maintain 3 feet of distance. 

Bake sales are discouraged. All food giveaways must be from a professional food service provider. Food giveaways are encouraged to be individually wrapped items. 

Commercial Filming/Photography on Campus 

Commercial filming and photography will be allowed at all outside spaces on campus as well as the Academy of Medicine. External visitors must abide by all campus safety policies.   

 

Safety Protocols  

 

Required Protocols 

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 abiding by 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. 
  • Provide hand sanitizer at check-in tables. 
  • 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. 
  • Planners cannot record temperature or Covid-19 test results as part of their check-in. 
  • Planners cannot ask if an individual is vaccinated or require proof of vaccination. 

 

Recommended Protocols 

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 beverage may be served ‘cafeteria-style’. 
  • Food must still be provided by a licensed business and follow campus catering and food service policies.

 

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Campus Resources

Departments across campus are ready to assist with planners with any event modifications.

Environmental Health and Safety can provide PPE and hand sanitizers 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.