Thinking about hosting an event this semester?

Returning to campus creates needed opportunity for connecting and collaborating. In order to facilitate meetings and events in the safest possible way, the university has developed guidelines incorporating the latest information on preventing the spread of COVID-19. 

Safe and successful events can be arranged with three criteria:

• Make it easy for attendees to touch fewer surfaces
• Allow touchless check-in
• Manage space effectively

Creating opportunities to register online can provide a high level of touchless interaction. Digital registration also creates an opportunity for attendees to print digital credentials at home, eliminating the need to pick up materials at the event. Digital registration information also allows organizers the opportunity to communicate staggered arrival times and ensures effective communication if follow-up information related to exposure or contact tracing is necessary.

If on-site registration is necessary, plexiglass shields are recommended between registration staff and registrants and masks are required for registration staff. All attendees must wear masks as well.

In addition, advanced digital registration allows organizers to plan for the necessary space for the number of attendees. While rooms can be arranged with seating six feet apart, meeting rooms with stadium seating may require seats to be blocked to allow distancing. Directional arrows on the floor can provide clear guidelines on traffic flow that enable attendees to limit interaction.

Pre-packaged food provided by a fully licensed caterer ensures that attendees will not be sharing serving utensils or condiments. Bottled beverages may be used at self-serve drink stations, and pre-wrapped utensils are required.

Hand sanitizer throughout the event – at the meeting room entrance and exit, food and beverage stations and restrooms – are key to encouraging the elimination of spreading. Face masks are required and should be worn whenever people are within six feet as recommended by the CDC.

Communicating as much information as possible to attendees in advance allows all attendees to understand the expectations and make appropriate accommodations when visiting campus. For further information, including suggested room seating diagrams, please visit the Events section of the Coronavirus site.