UW-Madison Registered Student Organization Covid-19 Policy For Summer 2021 Events and Meetings
Effective, May 10, 2021:
The University of Wisconsin–Madison’s event attendance and space occupancy limits are reviewed periodically as Public Health Madison Dane County (PHMDC) issues updated public health guidance for gathering and event sizes. Effective May 10, 2021, we are linking our policy related to the size of university affiliated events on or off campus to the most current PHMDC Emergency Order.
The current and previous PHMDC orders may be viewed at PHMDC Current Order.
Rationale/Purpose of the Policy
The following policy for Registered Student Organization (RSO) events is aligned with University of Wisconsin–Madison’s COVID-19 Response which seeks to mitigate risks to our campus community while allowing for necessary activities. This policy may be modified as new information becomes available from national, state and local public health agencies. Local units may establish more restrictive policy as deemed appropriate. The most current University event policy can be found in the UW–Madison Policy Library. Questions about these guidelines may be referred to firstname.lastname@example.org.
Any individual present at an event hosted by the RSO. This includes all students, faculty, staff, and visitors/guests.
Any activity (including all meetings, internal or other), regardless of the location on or off university property, coordinated by an RSO to bring people together.
The sponsoring RSO, or other connected entity. For purposes of meetings, the event host is the convener.
A sponsored event is one where a University department provides an approved Invitation or Financial Sponsorship letter, indicating that the event meets the mission of their department.
Third Party Event
Any event not affiliated with or sponsored by the University.
This policy applies to the sponsored programs, activities, meetings, or gatherings, regardless of their location on or off university property, of all Registered Student Organizations (hereafter referred to as RSOs). Third party events are not permissible under this policy and require an exception.
1. Registered Student Organizations (RSOs) may host events so long as they follow this campus policy, PHMDC Current Order, and CDC guidelines. This applies to all sponsored programs, activities, meetings, and gatherings, regardless of their location on or off university property.
2. RSO events and meetings that are deemed critical to the university’s mission, but that have aspects which fall outside of PHMDC and CDC guidelines (e. g. size, health protocols, etc.) require approval from Vice Chancellor for Student Affairs (or designee). This includes all third party and sponsored events. This process can be completed by creating an event for the organization in the Wisconsin Involvement Network (WIN).
3. Student groups that are not RSOs but who are connected to a school, college, or division (e.g. student advisory board) must have any event exceptions approved by their respective Vice Chancellor, Academic Dean, or Research Center Director.
4. Vice Chancellors, Academic Deans, and Research Center Directors may establish their own more restrictive policy for their units and the spaces that they manage.
5. Run/walk events should not be held and will not be approved.
II. VIRTUAL EVENTS
1. Whenever possible, it is recommended that on-line/virtual event formats are utilized to minimize traffic and density.
2. It is highly recommended that, where technology permits, all events are designed to allow for attendees to participate virtually if they choose not to or are unable to participate in person.
III. EVENT SIZE
1. Indoor events are limited to the maximums reflected in the PHMDC Current Order. As of May 10, 2021, the maximum is three hundred fifty (350) individuals when food or drink is offered and five hundred (500) when food or drink is not offered. Numbers must be limited to ensure individuals who are not members of the same household or living unit maintain six (6) feet physical distancing at all times. Face coverings are required, except when eating or drinking
2. Outdoor events must be limited to ensure individuals who are not members of the same household or living unit maintain six (6) feet physical distancing at all times. Organizations are encouraged to examine hosting events outdoors, when possible, to facilitate physical distancing. Face coverings are not required as long as physical distancing can be maintained.
IV. HEALTH AND SAFETY PROTOCOLS AT EVENTS
1. Event hosts are responsible for assessing the health risks of the activity and making appropriate modifications.
2. Event host(s) will:
B. Provide, and require attendees to use as appropriate, face coverings, hand sanitizer and cleaning supplies at each event.
C. Develop, either directly or in accordance with venue guidelines, a plan for the flow of traffic to and from the event space.
D. Register attendees and take attendance through an electronic or manual system.
i. The event host must collect the following information from all attendees and maintain these records for at least four weeks: name, e-mail, primary phone number, and current address.
ii. The university encourages RSOs to use the Wisconsin Involvement Network (WIN) and reserve card scanners, which are free and provide enhanced ease of use for students to collect attendee information.
E. Communicate with potential attendees: the event safety measures; expectations of health related behaviors; the reporting mechanism for non-compliance by the event host or those attending.
3. Event hosts have the option of limiting attendance to those with a Badger Badge that indicates a green “Building Access Granted” status. At least one week’s notice must be given before any event can require a green Badger Badge for access and a Badger Badge form must be completed. Visitors and guests, who are unable to use the Safer Badgers app, will not have access to these events.
V. FOOD AND REFRESHMENTS AT EVENTS
1. Food and drinks are allowed at events in accordance with the Campus Catering Policy.
2. All food and beverage provided at events must be either commercially prepackaged/individually packaged or served by university catering staff. If food is provided by a restaurant or catering company not affiliated with the university, it must be provided in single serve packaging.
VI. MONITORING, ENFORCEMENT, ACCOUNTABILITY
1. The event host is responsible for monitoring and enforcement of this policy as it pertains to their event or meeting.
2. RSOs may have their event canceled or prevented from continuing if this policy is not followed. The University is not responsible for related financial expenditures or consequences.
3. Any student or RSO that fails to abide by these guidelines may be asked or directed to leave the event and may be subject to disciplinary action.
4. Non-compliance by individuals or groups should be reported via this specialized form.
VII. ADDITIONAL BEST PRACTICES AND RESOURCES FOR EVENT PLANNING DURING COVID-19
1. Adjust in-person event timeframes to allow additional pre-function time for safe queuing practices, crowd management, attendee check-ins, and safety announcements.
2. When contemplating or planning service learning and community service events, consider the type of activity participants will engage in and the potential health impact on those attending.
3. Regardless of the event delivery format, e. g. formal, informal, on-line, in-person, etc., consider how the RSO will actively promote safe practices and healthy, engaging community environments.
4. Instructional/academic use of campus event space is a priority. Event space will likely be in high demand; therefore, planning ahead will be paramount to RSO event success.
5. Consider using a health protocols checklist (Appendix A) in planning.
University of Wisconsin–Madison Events Safety Checklist
Name of Event:
Organization(s) Hosting Event:
Purpose of Event:
Point of Contact:
Point of Contact’s Email:
Point of Contact’s Phone Number:
Date(s) of Scheduled Event:
Time(s) of Scheduled Event:
Location of Scheduled Event:
Number of Anticipated Attendees:
|Table 2. Event Host Checklist|
|As the event host, I:||Yes||No|
|…have reviewed and understand the Covid-19 Policy for Events beginning May 10, 2021||Yes||No|
|…have a plan for checking Badger Badges if planning to do so for event entry.||Yes||No|
|….have a plan to provide, either directly or in accordance with venue guidelines, face coverings, hand sanitizer and cleaning supplies at each event.||Yes||No|
|…will require attendees to use the sanitizing and cleaning materials before sitting or engaging in the event.||Yes||No|
|…have/will develop a plan for the flow of traffic to and from the event space.||Yes||No|
|…will pre-register all event attendees and include information about my safety plan to attendees (see below).||Yes||No|
|…will take attendance at the event; attendance information collection will include each attendee’s name, email, primary phone number, current address and this information will be held for four weeks.||Yes||No|
|…have a plan to sanitize any equipment used during the event (see below).||Yes||No|
|Safety plan information to be shared with attendees:|
Related UW–Madison Documents