COVID-19 Event Guidelines

In an effort to allow for additional on-ground programming, we have established the following guidelines.

All Programming  (Indoor and Outdoor)

  • All social distancing guidelines must be followed for any event to be considered for approval.
  • All participants must be able to remain at least 3 feet (3') apart for the duration of any program, whether indoors or outdoors.
  • Masks must be worn at all times by all participants (see Exceptions to Mask Policy Outdoors below).
  • Indoor events must abide by posted room capacity.
  • Hand sanitizer or hand sanitizing stations must be made available at all events.
  • For each event there must be a Social Distancing (SD) Coordinator named. The SD Coordinator will ensure that proper social distancing protocols are being met. This person should not have any other role to fill during the event.
  • Program organizers should develop contingency plans in case the event needs to be postponed or cancelled.
  • A written or typed list of attendees and contact information of all participants must be kept for every event that takes place on ground and made available by the event planner.
  • Events where physical contact may happen require masks to be worn at all times whether inside or outside.

Exceptions to Mask Policy (Outdoors)

Face masks/coverings must be worn at all times when outdoors, with the following limited exceptions:

  • While engaged in vigorous outdoor recreation, such as biking or running, so long as 3 feet (3') physical distancing is maintained at all times including with those walking on campus paved paths, sidewalks, and plazas.
  • While actively engaged in eating/drinking outdoors, so long as 3 feet (3')’physical distancing is maintained.
  • While outdoors and sitting in one spot, so long as 3 feet (3') physical distancing is maintained.

Outside Guests

  • Outside guests are permitted to attend events that are open to the public.
  • Outside guests must wear masks at all times and abide by any other COVID mitigation policies.
  • All event hosts are responsible for the RSVP and tracking guests at their events.
  • Event hosts are responsible for enforcement of COVID policies.  A violation by an outside guest might impact future events of that organization during COVID.

Food

  • Serving of open food/drinks is permitted, but must be served by event staff who are masked and gloved.
  • Manufactured pre-packaged food/drink in individually sealed containers/wrappers are highly encouraged.
  • SCSU Catering Services is available this semester.
  • External catering services may be used, but any outside vendors that come on campus must remain masked.
  • Food trucks may be used, but must comply with all university regulations regarding food truck service. Contact Lisa Kortfelt, Director of Environmental Health and Safety at kortfeltl1@southernct.edu.

Tabling

  • Indoor/outdoor tabling will be permitted when there is appropriate space for social distancing.
  • Masks must be worn by all people tabling.
  • No more than two people should be working behind each six-foot table.
  • Bake sales are permitted but items must be pre-wrapped. Event staff must be masked and gloved whether indoors or outside.

Travel / Vans

  • Unvaccinated students are not permitted to participate in out-of-state or overnight travel.
  • SCSU vans can be used for travel with a maximum capacity of 8 travelers (including the driver).
  • Masks must be worn by all travelers while inside the vans.
  • All trips must follow CDC guidance for public transportation.

All Programming (Indoor and Outdoor)

  • All social distancing guidelines must be followed for any event to be considered for approval.
  • All participants must be able to remain at least 3 feet (3') apart for the duration of any program, whether indoors or outdoors.
  • Masks must be worn at all times by all participants [see Exceptions to Mask Policy (Outdoors) below]
  • Physical distanced seating is encouraged for all attendees who gather in the same space for an event.
  • Hand sanitizer or hand sanitizing stations must be made available at all events.
  • For each event there must be a Social Distancing (SD) Coordinator named. The SD Coordinator will ensure that proper social distancing protocols are being met. This person should not have any other role to fill during the event.
  • Program organizers should develop contingency plans in case the event needs to be postponed or cancelled.
  • A list of attendees and contact information of all participants must be kept for every event that takes place on ground. The attendance tracking feature on OwlConnect must be used to track this information.
  • Events where physical contact may happen require masks to be worn at all times whether inside or outside.

Exceptions to Mask Policy (Outdoors)

Face masks/coverings must be worn at all times when outdoors, with the following limited exceptions:

  • While engaged in vigorous outdoor recreation, such as biking or running, so long as 3 feet (3') physical distancing is maintained at all times including with those walking on campus paved paths, sidewalks, and plazas.
  • While actively engaged in eating/drinking outdoors, so long as 3 feet (3') physical distancing is maintained.
  • While outdoors and sitting in one spot, so long as 3 feet (3') physical distancing is maintained.

Outside Guests

  • Outside guests are permitted to attend events that are open to the public.
  • Outside guests must wear masks at all times and abide by any other COVID mitigation policies.
  • All event hosts are responsible for the RSVP and tracking guests at their events.

Event hosts are responsible for enforcement of COVID policies.  A violation by an outside guest might impact future events of that organization during COVID.

Food

  • Serving of open food/drinks is permitted, but must be served by event staff who are masked and gloved.
  • Manufactured pre-packaged food/drink in individually sealed containers/wrappers are highly encouraged.
  • SCSU Catering Services will be available this semester.
  • External catering services may be used, but any outside vendors that come on campus must remain masked.
  • Food trucks may be used, but must comply with all university regulations regarding food truck service. Contact Lisa Kortfelt, Director of Environmental Health and Safety at kortfeltl1@southernct.edu.

Tabling

  • Indoor/outdoor tabling will be permitted when there is appropriate space for social distancing.
  • Masks must be worn by all people tabling.
  • No more than two people should be working behind each six-foot table.
  • Bake sales are permitted but items must be pre-wrapped. Event staff must be masked and gloved whether indoors or outside.

Travel/Vans

  • Unvaccinated students are not permitted to participate in out-of-state or overnight travel.
  • SCSU vans can be used for travel with a maximum capacity of 8 travelers (including the driver).
  • Masks must be worn by all travelers while inside the vans.
  • All trips must follow CDC guidance for public transportation.

Classroom Use

  • Student Organizations have the ability to utilize classroom space and must abide by posted room capacity.

Financial Paperwork

  • Financial paperwork will be accepted both physically (hard copy) and electronically.
  • All paperwork will require advisor signature, certified user signature and appropriate supporting documents (itemized receipts, minutes when applicable.)
  • When submitting paperwork electronically, if an advisor or certified user signature cannot be obtained, an email chain will be accepted in lieu of actual signatures.  The email chain must include paperwork, supporting documents, an email from the advisor stating they have seen and approve documents and an email from the certified user stating they have seen and the approve document. NOTE: It is important that you use the “Forward” option on these emails and not “Reply” to ensure that the attached documents are not lost.

Funding for Virtual Events

  • SAFAC will continue to consider funding for virtual events.

  • Virtual events must be open to ALL SCSU students.
  • Virtual events must be posted on OwlConnect with a link to the event.
  • Prizes/promos may only be awarded to registered SCSU students.
  • Prior to prize(s) being awarded, the name and student ID number of the prize recipient must be sent to Student Involvement (cammarasanc1@southernct.edu) for student registration verification.

Meetings

Student club and organization meetings should be held in-person in spaces that allow for 3’ social distancing. Contact Daphney Alston at Alstond1@southernct.edu  for help reserving space. If extenuating circumstances require you to hold your regular meetings virtually, these accommodations must be approved by Daphney Alston.  All meeting announcements must be posted to OwlConnect. We encourage the use of university sponsored platforms such as TEAMS or WebEx to host meetings.

Off-Campus Events Hosted by Student Organizations

  • Student groups hosting off-campus events are expected to follow the current Connecticut guidelines regarding event location/attendance/activity
  • Events that meet the parameters of the Connecticut guidelines should be conducted with the health and safety of members, attendees, and the vendors/staff of the establishment in mind.
  • Hosting an event at a private residence that brings large numbers of people together who do not live in the same residence is strongly prohibited as this type of event has been shown to be a source of rapid community spread. 

Organizations With Inter/national Affiliation and Membership, Fraternities/Sororities and All Other Inter/nationally Recognized Groups

  • Clubs and organizations that have membership with a coordinating Executive or Headquarters Office are expected to observe the requirements of those organizations as it relates to meetings, activities, and events.
  • If there is a difference in requirements, organizations are expected to observe the most stringent requirements or guidance received regarding meetings, activities, and events.

Performance-based Practices

  • Space will be significantly limited, so groups may have to consider outdoor and virtual options. Where indoor space is available face coverings must be worn at all times.