Events taskforce policy

Guiding Principles:

  • The health and well-being of our students, faculty, staff, alumni, donors and guests is our top priority. As the recommendations of the Columbia/Boone County Public Health and Human Services, Centers for Disease Control and Prevention (CDC) and MU Health Care evolve, so too will our event guidelines.
  • If your event can be done virtually, then pivoting to a virtual platform instead of an in-person event is strongly encouraged.
  • For an in-person event to be considered for the 2020-2021 school year, it should support the academic mission.
  • Any university-sponsored or university-affiliated student event with more than 50 people will need to be approved as an exception by a vice chancellor, dean or unit administrator, as well as MU’s Incident Command team.
  • University-sponsored events* over 50 people are discouraged and require approval in advance.

*An event, as referenced above, is defined as: a communal gathering, on or off campus, outside of a classroom setting for longer than 15 minutes. 

Face Coverings:
In accordance with the campus policy to wear face coverings on campus in most situations, face coverings will be required at all indoor events and at outdoor events. Campus guidance on wearing face coverings can be found on the Show Me Renewal website.

Event coordinators are required to have a supply of face coverings on-hand for guests who do not arrive with one. Face masks, face shields and other PPE supplies can be requested for purchase through this Mizzou Store form.

Speakers and performers at events would be exempt from wearing face coverings while speaking/performing as long as a social distance of 10 feet or more can be maintained between the stage/lectern and the attendees. It is discouraged to have multiple speakers using the same microphone. If a shared microphone or lectern is used by multiple speakers, the items should be sanitized between users.

Social Distance at Events (including setup):
Events should be set up with social distance (no less than 6 feet) in mind. Common spaces on campus are already set up with furniture separated by at least 6 feet and with single chairs at tables.

If you have a seated event, chairs should be spaced 6 feet apart; this would include setups with chairs in rows and chairs at tables. If your event includes groups from the same household, your setup could include groupings of chairs closer than 6 feet apart for families/roommates.

Facilities on campus with event rental space will be able to provide consultation on their updated maximum capacities based on your event setup.

Large-Scale Events:
If you have an in-person event over 50 attendees that cannot be made virtual and is critical to the academic mission, you will be required to submit an approval request to Incident Command.

 Risk Acknowledgement:
The following statement has been vetted by Risk Management:

 As you know, COVID-19 is a highly contagious infectious disease. To minimize the risk of transmission, we will strictly adhere to the requirements of the University of Missouri, Columbia/Boone County Public Health and Human Services and Centers for Disease Control and Prevention, and are asking you to do the same.

___By checking here, you agree to abide by the guidelines in place at the time of the program, as well as on-site instructions.

Note:

  • Resources above should be updated as applicable to the event location.
  • When there is registration for an event, it is recommended the statement above be accompanied with an action (e.g., checking a box).
  • If there are additional requirements specific to a facility, reference them as part of the event information and direct participants to the facility website.
  • Review facility contracts for possible terms and conditions and determine if appropriate. If agreed upon in a fully executed contract, then be sure to provide facility information to participants. Reference: contract processing and consultation.

 Accountability Measures:
Event coordinators and sponsors should be prepared to kindly ask guests not complying with campus policies to please do so. If policy adherence continues to be an issue, below are resources:

If you are unable to wear a face covering of any type, you should reach out to the Disability Center (students) or Office of Accessibility and ADA (employees and guests) to identify reasonable accommodations.

If a guest is not wearing an acceptable face covering, you may ask whether the individual has a disability that prevents the guest from doing so, but no other action is required by the event coordinator. If the answer is “yes,” the guest will be referred to the Disability Center (students) or Office of Accessibility and ADA (employees and guests). The guest should not be asked to disclose any disability or provide medical documentation. If a guest is not wearing an acceptable face covering and does not have an approved accommodation to not wear one, the guest will be excluded from the event.

More information on face covering requirements can be found on the Show Me Renewal website.

Food at Events:
As always, a temporary food permit should be obtained for events where food will be served.

Individually packaged food and beverages are strongly encouraged for events.

External Constituents at Events:
As with all campus visitors, we ask that event guests, including external constituents, self-monitor and check for symptoms before attending a university event. This would pertain to university-sponsored and university-affiliated events on and off campus.

External Client Events:
At this time, only university-sponsored events are allowed on campus. All external client requests will be denied unless an official exemption has been given. In the rare occurrence an external client is approved for an on-campus event, additional venue criteria may need to be met.

 Event Registration and Check-in Protocol:
Gathering event attendee information is required, whether this takes place before the event (registration or RSVP) or on-site at the event. This is important for contact tracing should an event attendee later test positive for COVID-19. Each guest’s first and last name should be collected, in addition to at least one form of contact, preferably two (phone number and email address). Registration systems and RSVP processes should be amended to gather this information if they are not already in compliance.

If an event is held with an open invitation and no registration or RSVP process beforehand, a system to gather attendee information on-site will be required. PLEASE NOTE: Every effort should be taken to minimize contact and congestion at check-in while this data is gathered.

Please refer to the attached checklist for guidelines as you determine your event’s registration and check-in process.

Communicating Expectations to Event Attendees:
Event coordinators should clearly state what is expected of event attendees prior to entering the event space. Signage dictating proper social distancing, entrance/exit locations, symptom monitoring and other information is available on the identity website.

Event invitations should include the following approved verbiage:

“If you are experiencing any symptoms, please refrain from attending this event and consider seeking medical attention.”

 If an Event Attendee Tests Positive for COVID-19 After the Event:
MU is partnering with Columbia/Boone County Public Health and Human Services in their efforts to trace contacts of COVID-19 positive students. The contact tracing team will maintain high standards of communication and confidentiality in accordance with HIPAA, FERPA and state communicable disease laws. Together, the teams are using REDCap (Research Electronic Data Capture) for the data management system.

If contacted by a contact investigator or tracer, cooperate and provide the information requested.

 

Downloadable/Printable PDF

Events Taskforce Policy PDF