The Event and Gathering guidelines promote inclusion knowing that health, safety and the student experience for all students 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, closed employee meetings and athletics practices and competition. 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.
Indoor or outdoor informal gatherings, whether involving students or employees, should maintain a limit of 10 people or fewer.
UNIVERSITY-SPONSORED AND STUDENT-ORGANIZATION SPONSORED EVENTS
University offices, programs, and student organizations may apply to host in-person events on university-owned property only beginning on September 21.
All University-sponsored and student-organization sponsored indoor and outdoor events have a limit of 10 people, unless noted below.
- INDOOR EVENTS: In-person indoor events are limited to 10 people or the listed room capacity, whichever is less. Per the visitor policy, visitors are not permitted inside university buildings or inside student residences.
- OUTDOOR EVENTS: University-approved events on university-owned outdoor property may exceed the 10 person limit with application to and approval from the COVID Task Force Events Pod via a Safety Plan through Campus Labs. Event sponsors should account for 36 sq. ft. per person at an outdoor event. In alignment with current campus policy, masks are required when individuals are in close physical proximity to others. In general, event sizes should not exceed a total of 25 in-person attendees; exceptions may be approved by the COVID Task Force Events Pod with the appropriate safety precautions in place.
- Events and programs that are sponsored and monitored by University staff may be given approval for different activities than events and programs sponsored by student groups.
- Masks are required at all outdoor events unless specific precautions are included in the Safety Plan and those precautions are approved by the COVID Task Force Events Pod See the Community Mask Usage guidelines for further details about mask usage.
- Event sponsors should work with Angie Battin at email@example.com, to identify appropriate outdoor spaces.
The event sponsor for any in-person event must submit a Safety Plan via Campus Labs.
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.
If feasible, event sponsors should find ways to offer these events virtually, in addition to in-person, for those who want to attend remotely. There is no limit on remote attendees.
Gathering sizes will be adjusted if our evaluation of COVID-19 on campus indicates that this will be a reasonable choice.
All other University policies must be upheld in the execution of the event.
OFF-CAMPUS UNIVERSITY-SPONSORED EVENTS
At this time, off-campus university-sponsored events are not permitted.
NON-UNIVERSITY SPONSORED EVENTS
DePauw will not host events sponsored by external groups until further notice.
Virtual events may be planned without submitting a Safety Plan, however a virtual event space must be booked through e-Services. Virtual events should 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.
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. 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 on DePauw’s plan for intercollegiate athletics can be found at https://www.depauw.edu/coronavirus/fall2020health/athleticsparticipation/.
INFORMAL ACTIVITIES WITH UNIVERSITY EMPLOYEES
Informal activities with university employees, such as a trip to Marvin’s with students, do not need to be entered as an event or submit a Safety Plan. However, employees should limit these informal activities to 10 people or less. All Health and Safety guidelines must be followed, and employees should keep attendance at these informal activities.
Food truck events with “grab and go” meals do not need to be submitted as an event on e-Services, but should still submit a Safety Plan on Campus Labs and follow all Health and Safety guidelines. Sponsors should work with Angie Battin (firstname.lastname@example.org) to reserve road space for the food truck.
SAFETY PLAN SUBMISSIONS FOR IN-PERSON EVENTS
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 is available to help plan events.
For planning purposes, please consider the following questions for the Safety Plan:
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.
Wellness Activities: Attendance Tracking 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 for in-person events should be managed through Campus Labs. Currently, visitors are not permitted at events.
Attendance tracking for virtual 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.
These recommendations and requirements will be updated as new information about the virus develops and we monitor and evaluate data. (last updated 10.21.20)