COVID-19 Event Guidelines

COVID-19 Event Guidelines

In order to best manage on campus facilities in a controlled manner, please follow the below guidelines for events on campus: 

  • Room capacities of larger indoor and outdoor multipurpose spaces on campus can have a large gathering capacity of up to 150 people for events.  For a list of all of the modified location capacities on campus, please visit the Building Features website.
  • Classrooms on campus have a modified capacity that is 50% of their normal capacity with furniture.  Classrooms that have a normal capacity of 100 or more people will have a modified location capacity of 50 people.
  • The capacity of select teaching labs that are coded as 210's will be calculated based on square footage, at 50 square feet per person.

As noted in FGCU’s Fall 2020 COVID-19 Plan, the main objective is to protect the health, safety, and well-being of our students, faculty, and staff. Therefore, everyone needs to make careful considerations when planning events on campus. Per FGCU Administration, masks are strongly encouraged to be worn while on the FGCU campus indoors. Masks are also encouraged to be worn while outdoors when social distancing is not possible. Please follow the below event planning guidelines to help keep the FGCU Community safe.

 

 

 

 

Capacity: Number of attendees allowed and location capacities, per FGCU Guidelines

  • Facility Use Custodians (Campus Reservations, Athletics, Campus Recreation, Housing, ETI) will schedule events on campus while following the appropriate large gathering capacity guidelines as determined by University parameters. FGCU’s large gathering capacity is 150 people for larger indoor and outdoor multipurpose spaces.  Therefore, the headcount of an event/meeting in a larger multipurpose space cannot exceed 150 people at one given time
  • In addition to the large gathering capacity guidelines, noted above, each location will have a modified maximum capacity that is 50% of its normal capacity with furniture
    • Example 1: Cohen 213 has a normal max capacity of 48 people with furniture.  Under the 50% guideline, we would allow up to 24 people to attend meetings and events in Cohen 213 while following other important University guidelines (example: masks are required)
    • Example 2: The Cohen Ballroom has a normal maximum capacity of 500 people audience style.  Under the 50% guideline, up to 250 people could attend.  However, since 250 exceeds the large gathering capacity of 150 people, the maximum capacity for the Cohen Ballroom would be 150 people. For a list of all of the modified location capacities on campus, please visit the Building Features website
  • Your Facility Use Custodian can assist you with providing the modified maximum capacity of your reserved location, based on the proposed layout, and if your event exceeds the large gathering capacity based on the University's guidelines

 

Formats for Events/Meetings: Options to consider instead of having in-person events.

  • Virtual
    • Microsoft Teams
    • Microsoft Teams Live Events
    • Zoom
  • Recordings
    • Pre-recorded videos or recording of live session and shared at a later time
  • Hybrid
    • Live feed with some participants in the room while others are connected virtually
  • In person
    • Modified room capacities that follow the University social distancing guidelines
    • Multiple sessions with smaller headcounts
  • Host your event outdoors so guests have more room to spread out, see additional guidelines for Outdoor Events here

 

Cleaning, Safety, & Social Distancing

  • Per FGCU Administration, masks are strongly encouraged to be worn while on the FGCU campus indoors. Masks are also encouraged to be worn while outdoors when social distancing is not possible..
  • Event Organizers should require event attendees to:
    • Ensure there is appropriate social distancing throughout the event including: ingress, egress, and registration
    • Limit the use of shared equipment
    • Many indoor locations on campus will have a disinfectant wipe station. Event attendees should use disinfectant wipes to clean the area(s) in which they are seated or using
    • Replace handshakes
    • Wash/sanitize hands often
    • Not attend if they are sick
    • Use extreme caution and review the CDC guidelines if they are a part of a high-risk population (CDC Guidelines)

 

Food

  • Please follow the updated guidelines related to food below:
    • Plated meals can be served by an attendant while meeting/event attendees are in the room, given the attendant is wearing a face covering
    • Appetizers can be passed by an attendant while attendees are in the room, given the attendant is wearing a face covering
    • Self-serve drip coffee, drinks from carafe/dispenser, and napkins are allowed
    • Buffet items can be self-served, with sneeze-guards
      • Food still needs to be prepared by licensed caterer (no pot lucks)

 

Technology

  • Event Organizers should ensure microphones/technology equipment are not shared during an event
  • If there are multiple speakers, each speaker should have a designated microphone. If this is not possible, the microphones should be disinfected between each speaker by using disinfectant wipes. Event Organizers should ensure disinfectant wipes are available during this event
  • Lavaliere microphones will not be allowed if there are multiple speakers
  • All technology equipment, including but not limited to the speaker’s podium, air mice (clicker), computer keyboard, and mouse, should be disinfected between each user
  • Information Technology Services (ITS) can assist with additional technology recommendations to ensure the safety of all event attendees

 

Additional Considerations

Outdoor Event Considerations

  • Ingress, egress, and overall event flow should be monitored by the event organizer to ensure that there is the appropriate amount of social distancing
  • Event Signage must include verbiage that is University-approved while being consistent with the University’s requirements and theme
  • Event Organizers should eliminate activities with high touch points
  • Overall event setup - Event organizers should eliminate areas where people congregate
  • Hand washing/sanitizing stations- Event organizers should provide these for their outdoor events

 

Miscellaneous Event Considerations

  • Giveaways and Promotional Materials – Giveaways or other promotional materials should be individually packaged or distributed by one specific event attendant wearing gloves to ensure that there are not frequently passed or touched items
  • Event Registration- Event Organizers should have attendees register virtually in order to avoid having lines for registration.  If in-person registration will take place, Event Organizers need to ensure that attendees are at least 6 feet apart


Restricted Activities

  • Dunk Tanks are not allowed
  • Pieing in the face events are not allowed
  • Walkathons and Runs are not allowed.
  • Animals are not allowed as part of Tabling or Events. (See FGCU Policy 4.013 regarding Service Animals/ESA on campus)
  • No dancing with partners

         - If dancing, each participant needs to be at least 6 feet apart. Also, each participant is encouraged to wear a mask and must comply with the location capacity and large gathering guidelines

  • Bands/Music Groups/Worship Services: While following the location and large gathering capacity guidelines, each participant is encouraged to have a mask on and be at least 6 feet apart
         - Consider hosting virtual or outdoor performances

  • No shared equipment. If this is unavoidable, participants need to wear gloves and wipe down equipment after each use. This includes outdoor games like corn hole and can jam
         - Each participant is encouraged to have a mask on and be at least 6 feet apart.

 

Compliance

If the University determines that an event or gathering does not comply with these campus guidelines, the University reserves the right to:

  • Deny or rescind the event organizer’s permission to use the location (even if the event has already started); and
  • Restrict the event organizer from reserving campus space in the future
  • If student hosted, refer the group to the Office of Student Conduct

Finally, these guidelines will be adapted as needed as local, State, and Federal guidelines are revised and as public health circumstances on the campus and surrounding areas evolve