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Fall Event Planning
COVID-19 Related Guidance for Large Events and Gatherings
In alignment with the Governor’s reopening steps, some events and gatherings can resume on campus after July 4. Our top priority as we move forward with holding events once again on campus is the health and safety of our students, faculty, staff and community members. The following mitigation activities are required for all events held on the Indiana State University campus starting on July 6 and continuing through the fall 2020 semester.
- ISU indoor and outdoor events may not exceed 50 people. This capacity limit is in place until September 30.
- Cancel gatherings of more than 10 for organizations that serve high-risk populations.
- Events are limited to 25% of venue capacity or 50 people, whichever is less.
- Provide guest education for all events. Information about event protocols and health and hygiene concerns for events must be communicated through social media, web page posts, E-mail blasts, campus announcements and/or other appropriate channels prior to the event.
- Implement registration for events as a means of controlling event size.
- Develop and implement procedures to check for signs and symptoms of guests upon arrival, as feasible. Event organizers may post signage listing symptom questions. Participants that answer yes to any of the questions cannot participate in the event.
- Encourage anyone who is sick to stay home.
- Create and implement a plan to isolate an employee or guest that gets sick during your event.
Personal Responsibility of Staff and Guests
- Require face coverings at all indoor campus events.
- Encourage personal protective measures among staff and guests (e.g., stay home when sick, handwashing, respiratory etiquette).
- Encourage staff and guests to stay home when sick and notify Human Resources (faculty and staff) or the Dean of Students (students) of illness.
Social Distancing Measures
- Alter start time of events and programs when multiple events are scheduled in the same building.
- Schedule guest arrival times for larger events.
- Reduce the frequency of large gatherings.
- Consider remote events, when feasible.
- Require guests to pick up programs or other handouts. Prohibit staff from passing out materials.
- If guests must stand in line, practice social distancing between individuals or small connected groups.
- Clean and disinfect event spaces between each event.
- Clean restroom multiple times throughout the day
- Increase spacing between individuals is required. Increased spacing between small, connected groups also is allowed for tabled events.
- Train all employees and volunteers on health and safety protocols.
Restrictions on Types of Events
- No in-person conferences, workshops or similar events that draw significant participation from beyond the Wabash Valley. Organizers of these events should consider converting to an on-line format. Recruitment events are allowed with the mitigation requirements outlined in this document.
- No receptions, fairs or networking events unless social distancing can be practiced.
- Events sponsored by external organizations or University events with mostly external guests are limited to Sycamore Banquet Center, Heritage Ballroom and Lounge, Tilson Auditorium and Hulman Center. No community or external events allowed in classroom buildings or the Hulman Memorial Student Union (except Sycamore Banquet Center).
- Political campaign events will be managed the same as other externally-focused events.
- Off-campus events organized and sponsored by Indiana State University are subject to the mitigations activities outlined in this document.
Conference and Events Services and other venue schedulers will be reaching out over the next several weeks to event organizers to discuss the impact of these mitigation requirements on your events. Please be patient as we work through this process. If you intend to cancel an event, please inform the appropriate venue scheduler as soon as possible. General questions about events can be directed to Conference and Event Services at: firstname.lastname@example.org.
- Outdoor events may not exceed 50 people. This capacity limit is in place until September 30.
- As prior to COVID-19, outdoor venues may only be scheduled by University organizations and departments. Exceptions for this guideline include athletic facilities and the Sycamore Outdoor Center.
- Outdoor events are limited to the following schedulable spaces: Dede Plaza, the Quad, Wolf Field, Tirey Patio/Circle Drive by Myers, Recreation East, Kennedy Field, the field north of University Hall, the field west of the HHS building and Residence Hall “courtyards” (i.e. Reeve or between Cromwell and Rhodes).
- All outdoor events require approval of the Special Events Committee. The Special Events Request form is available on the Conference and Event Services website, http://venues.indstate.edu/forms. The application requires an explanation of how event organizers will encourage social distancing and remain compliant with ISU’s COVID-19 Event Protocols.
- Banners and/or posters, event flyers and event invitations that remind participants of social distancing practices are encouraged.
- Tabling in Dede Plaza is allowed and can be scheduled through Conference and Event Services.
- Food service at outdoor events is limited to individually packaged food and beverage items or food plated and served and/or beverages poured and served by Sodexo employees. No open access reach-in coolers.
- Inflatables, climbing walls, carnival games and other activities that require equipment sharing are prohibited.
- Handbills and giveaway items are discouraged. If giveaway items are provided these items should be distributed through a “grab and go” process and individually wrapped. Flyers, handbills, brochures and programs should be distributed through a “grab and go” process. Tables at outdoor events must be six-feet apart.
- Events should be planned, when possible, to encourage staggered arrival and departure times.
- Face coverings are required for all attendees and staff at outdoor events.
- Pop-up tents no larger than 12’ X 12’ can be used if all sides are open. Events in tents larger than 12’ X 12’ and enclosed tents of any size are subject to the same guidelines as indoor events.
This University guidance is subject to change as more guidance becomes available from public health and government officials. Please check back periodically for updates prior to your event.
Contact Information: Conference and Event Services, 812.237.3817, email@example.com
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