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The Event and Gathering guidelines promote inclusion and ensure guests can attend knowing that health and safety have been prioritized. For the purpose of these guidelines, an event or gathering includes any activity that invites people together, with the exception of academic classes, closed review sessions hosted by faculty, gatherings to study and closed employee meetings. The event sponsor is the person responsible for organizing the event and ensuring adherence of the following guidelines. For details about meetings, see the section on Office Expectations.

To facilitate the implementation of contact tracing and limit community spread, there will be required participation limits for in-person events. The requirement to abide by the maximum gathering size applies to all events in University-owned buildings and student organization social events in University-approved housing units. 

Any event sponsor using university spaces will be required to provide a Safety Plan for the event, and the event sponsor is required to keep a list of all attendees in order to facilitate contact tracing efforts should they become necessary. It is recommended that an event sponsor require RSVPs for events to monitor attendee interest and limit the number of attendees, as outlined below.

All food and drink provided at events must be pre-packaged and single serve only (no buffet-style or shared items eg. pizza). Please note that mask usage may prohibit the inclusion of food and drink at an event.

Additionally, no objects should be shared between participants of the gathering or event.

DePauw will not host events sponsored by external groups until further notice.

In-person events are required to be shared virtually in order for all students, on and off campus, to have access to the same opportunities.

Individuals waiting to enter a space should maintain 6 feet of physical distance from other individuals in line. Similarly, an orderly process should be used to exit spaces so that 6 feet of physical distance can be maintained.

INDOOR EVENTS

Indoor event and gathering spaces will use the newly established occupancy limits to allow appropriate physical distancing. Events and gatherings will be required to be no greater than the newly defined room occupancy limits. 

Exact size limits for indoor events have been issued by the Health and Safety Committee after determining exact room occupancy limits based on six-foot physical distancing. The Health and Safety Committee limit requirements can be found here. These limits may change as necessary throughout the year. 

Since the length of time in a space also impacts likelihood of transmission, indoor events will have a length limitation for health and safety concerns as well as sanitation needs. In general, a time limit of one hour is recommended for indoor events.  If the event organizer feels their event should last longer than one hour, the Events Pod will review the individual Safety Plan for the event. These limits may change as necessary throughout the year. 

DePauw University requires medical masks, cloth face coverings or non-medical masks inside University owned spaces. See the Community Mask Usage guidelines for full details. 

Additional Guidelines:

  • An appropriate physical distance of 6 feet must be maintained between all attendees at all times.

  • If using seating, seats must be pre-placed in a manner that provides 6 feet of physical space between attendees.

  • No objects shall be shared between participants.

  • If the event is a standing reception, individuals should maintain appropriate distance from others (6 feet minimum) and wear cloth face coverings or non-medical masks.

  • All attendees should perform a personal health assessment immediately prior to any event.

If the event requires attendees to move in the space or interact with one another, please outline these details in the required Safety Plan.

As stated in the Outside Visitors to Campus guidelines, “visitors inside University-owned buildings are restricted to those conducting approved on-campus interactions. Approved interactions may include, but are not limited to, student support, admission events, move-in/move out, and business and education operations.” Therefore, visitors are not permitted at indoor events with the exception of guests for class visits. Any employee wishing to request a guest for a class visit will be required to submit a Safety Plan for approval with final approval at the determination of the VPAA.

Note: The University recognizes the need to take into account the context of individual events or gatherings, noting that stationary, seated, events vs. standing/roaming or “mingling” events may need to differ with regard to attendance limits, staggered attendance schedules, etc.

After the event Safety Plan is approved, the event may be advertised. It is recommended that a link to the Health Practice Recommendations and Requirements (https://www.depauw.edu/coronavirus/fall2020health) be included in advertisements. 

OUTDOOR EVENTS 

Outdoor spaces will use newly established attendee limits to allow appropriate physical distancing and will have required maximum event and gathering size limits. 

Attendance at outdoor events may need to be modified based on activities and the number of employees monitoring the event, as submitted in the required Safety Plan. Additionally, some outdoor spaces may not be viable options due to inadvertent traffic from other parts of campus or the Greencastle Community. Please consider outdoor spaces that are defined by physical barriers such as buildings, or created barriers such as check-in tables (e.g. Theta Gardens, defined areas of Bowman Park, defined areas of East College lawn). Event sizes will be limited based on space, allowing for the appropriate square footage per person, and will not exceed limits set by the state of Indiana.

All outdoor events must have a clearly defined “area of engagement,” to include clear entry and exit points.

All outdoor event attendees are required to wear a medical mask, cloth face covering or non-medical mask if appropriate physical distance cannot be maintained. See the Community Mask Usage guidelines for further details about mask usage.

Additional Guidelines:

  • An appropriate physical distance of 6 feet must be maintained between all attendees at all times.

  • If using seating, seats must be pre-placed in a manner that provides 6 feet of physical space between attendees.

  • No objects shall be shared between participants.

  • If the event is a standing reception, individuals should maintain appropriate distance from others (6 feet minimum) and wear cloth face coverings or non-medical masks.

  • All attendees should perform a personal health assessment immediately prior to any event.

If the event requires attendees to move in the space or interact with one another, please outline these details in the required Safety Plan.

Note: The University recognizes the need to take into account the context of individual events or gatherings, noting that stationary, seated, events vs. standing/roaming or “mingling” events may need to differ with regard to attendance limits, staggered attendance schedules, etc.

After the event Safety Plan is approved, the event may be advertised. It is recommended that a link to the Health Practice Recommendations and Requirements  (https://www.depauw.edu/coronavirus/fall2020health) be included in advertisements.

OFF-CAMPUS UNIVERSITY-SPONSORED EVENTS

Any University-sponsored event that takes place off-campus must abide by all of the guidelines in the Event and Gatherings policy, as well as any policies put in place by the outside venue. Additionally, the event sponsor must receive written acknowledgement from any student or employee participating in the university-sponsored off-campus event stating they understand the possible risks of participating in the event.

ATHLETICS 

For intercollegiate athletics practices and competition, the NCAA has developed Core Principles of Resocialization of Collegiate Sport to be used as a foundation for more specific guidance from the NCAC. The NCAC has established a Health and Safety Subcommittee which will define what is recommended and required, from a health and safety perspective, for athletics to occur within the guidelines from campus, local, state and federal medical and public health authorities. This document will include recommendations and requirements for appropriate physical distancing and maximum event and gathering size limits based on the phase of resocialization, as well as performing personal health assessments. Given the fluid nature of the pandemic, each campus will consider its planning across the spectrum of academic and campus programming to allow for flexibility in the event the situation requires a return to more restrictive measures. 

More specific information will be provided by the Athletics Department once the NCAC Health and Safety document is approved by Presidents of NCAC institutions. 

EVENT SET UP, TEAR DOWN, AND CLEANING

Event organizers are permitted no more than 30 minutes prior to the event for set up and 30 minutes post event for clean up. All commonly touched areas should be wiped down pre- and post-event.

SAFETY PLAN SUBMISSION 

Safety Plans are required to be submitted via Campus Labs for approval at least three weeks prior to an event, and prior to any publicity for the event. It is recommended that event sponsors attend a virtual information session about planning events prior to submitting proposals. Virtual information sessions will be offered at various times throughout the summer and fall semester.

In-person events are required to be shared virtually in order for all students, on and off campus, to have access to the same opportunities.

An Event Planning Guide will be available by July 15 to help plan events.

For planning purposes, please consider the following questions for the Safety Plan:

  • Event Date/Time

  • Event Location

  • Name of Person Responsible for Event

  • Event details, including whether attendees will remain seated throughout, what activities will take place, and any other important information that pertains to the safety of attendees.

  • Anticipated Attendance (Please note that indoor events are limited by the space selected. Attendance at outdoor events may need to be modified based on activities and the number of employees monitoring the event.)

  • Plans for ensuring the safety of attendees, including social distancing and removal of any shared items such as microphones

  • Plans for sharing the event virtually in addition to in-person

  • Catering plans, including contact information for the catering service

  • Plans for registering attendees and tracking actual attendance

  • List of employees who will be working at the event (Please include these employees in any attendance count.)

Safety Plans will be reviewed by members from Facilities Management, the COVID-19 Events Pod, DePauw Police, and Information Services. Any Safety Plans for classroom events will additionally be reviewed by the VPAA.

VIRTUAL COMPONENTS FOR ON-CAMPUS EVENTS AND VIRTUAL-ONLY EVENTS

In-person events are required to be shared virtually in order for all students, on and off campus, to have access to the same opportunities.

Virtual-only events may be planned without submitting a Safety Plan. Virtual-only events may be shared via Campus Labs to help with marketing, RSVPs, and attendance tracking.

Campus Labs has enhanced features to make marketing and tracking virtual events easier. An event sponsor can now add an online location link and instructions for accessing the link directly to an event. More info on this process can be found by logging into Campus Labs and viewing the March 19, 2020 release notes.

On the Manage Event page for any Campus Labs Event, there is now an Attendance URL. Any user who visits this link during the event, or up to 72 hours after the event ends, will be marked as “attended” for this event. For example, the event sponsor could send this link through the chat feature of an online meeting platform of choice, and anyone who clicks on it will be self-reporting their attendance.

When uploading attendance to a Campus Labs event, event sponsors now have the option to upload a Zoom participant export. When the Zoom meeting is complete, the event sponsor can export the participants and upload that file into the Manual Upload section of attendance tracking in Campus Labs.

ATTENDANCE TRACKING

Check-In for Students, Faculty and Staff

  • Option A (preferred): Event attendees can either provide their student/faculty/staff ID number or their name to the event sponsor. During event check-in, the event sponsor can either type attendee names into the search bar on the “Look Up” tab of the Campus Labs Check In App or they can type in ID card numbers into the white bar while using the swipe URL page on the Campus Labs site. 

  • Option B: Event attendees can self report while at the event. Take first few minutes of the event to show attendees how to self check-in using the self-reporting attendance process.

Attendance tracking for virtual events or virtual components of in-person events is being researched by DePauw and Campus Labs.

Campus Labs continues to update their system for optimization including:

  • Adding new options in the Event Check-In App for more distance between the scanner and attendee.

  • Expanding the concept of attendance capacities on events, and making it easier to enforce those capacities.

Please check in regularly for updated information.

Campus Visitor Check-In for Outdoor Events

Event sponsors should develop a plan for checking-in campus visitors at outdoor events. Sponsors should collect names, phone numbers, and email addresses to assist with contact tracing. Event sponsors are responsible for uploading this attendee information via an online form. Tracking forms are to be submitted within one business day following the event.

These recommendations and requirements will be updated as new information about the virus develops and we monitor and evaluate data. (last updated 7.7.20)