COVID-19 Policy and Guidelines for Events
The scheduling and Events department is working with the guidance of the legislative policy and public health guidelines such as LACDPH and the CDC to make sure that events can still happen on campus and will keep all faculty, staff, students and community members safe.
We will facilitate physical distancing on campus in areas where students, faculty and staff may gather or be in proximity of one another due to scheduled events or meetings. These controls will serve to reduce physical contact as well as to remind community members of this critical infection control strategy.
Events and events organizing will be at minimum in line with state and county guidance. The University may engage in restrictive measure for protection of University community as deemed appropriate.
The University will maintain event protocols that includes guidance on social distancing and hygiene. Event participation and organizing will be limited to university students, staff, and faculty. The university reserves the right to be more restrictive than state and county guidance on gatherings.
The following will be the protocol and policies to follow:
Face Coverings: At all times while on campus, employees, students and visitors to campus are instructed that they must wear cloth face coverings. This applies to all adults and to children over the age of 2. Only individuals with chronic respiratory conditions or other medical conditions that make use of a mask hazardous are exempted from this requirement.
- Disposable face coverings will be available at the Abraham Campus Center and Campus Safety Office for employees or students whose face coverings have been lost or forgotten. Face coverings will also be available for purchase at the University Store.
Virtual Conferencing: Whenever feasible, virtual events should take place in lieu of in person gatherings. Where in person meetings are necessary, all attendees should engage in appropriate safety protocols outlined in this document, including wearing a face covering, engaging in social distancing, and completing a self-check and staying home if ill or displaying symptoms.
Indoor Event Capacity: The number of people in any outdoor event is limited at any given time such that all people in the event can easily maintain at least six-feet social distancing. Maximum number of participants may not exceed 50 percent of total occupancy for the space or more than 30 individuals, whichever is lower.
Outdoor Event Capacity: The number of people in any outdoor event is limited at any given time such that all people in the event can easily maintain at least six-feet social distancing. Maximum number of participants may not exceed 50 percent of total occupancy for the space or more than 30 individuals, whichever is lower.
Event planning guidance:
- To the extent possible, events should provide a virtual/online option for participants, or organizers should consider doing a fully virtual event.
- Organizers will have to go through an Event Host Training before their scheduled event.
- Conducted through the Scheduling and Events Department.
- Organizers should plan to record attendance at the event using the Campus Lab event module.
- Organizers should inform guests/participants of event behavior expectations,
- Appropriate wearing of face-coverings
- Engaging in social distancing
- If they are ill or displaying symptoms, they should stay home
- Location of hand washing stations or hand sanitizer
- Unapproved outside visitors/guest are not permitted at events (please see COVID-19 Campus Visitor Policy)
- Event organizers may not plan events larger than 30 participants during any one time.
- Event organizers are encouraged to cohort guests/participants, have participants make appointments, or use multiple spaces as strategies to manage capacity.
- Events where capacity is exceeded will require organizers to inform guest of online options, ask guests to leave, or request that they come back at another time. Guests will not be allowed to wait in line.
- Event organizers may not relocate or move furniture from set locations.
- Event organizers are asked to conduct symptom checks of participants prior to attending event. Symptom checks should include temperature checks. Participants who have a fever of 99.9 F or higher or are experiencing one or more of the other CDC articulated symptoms, or are otherwise ill, may not attend events, should immediately notify the Student Health Center, and should stay home.
- Events may be evaluated for transmission risk. Events for which there is a risk concerned will be reviewed by Risk Management. Events deemed to have a high-risk level will not be permitted.
Scheduling and Events Office Support: The Scheduling and Events Office will support safe events by:
- Identifying COVID-19 event capacity for available programming spaces.
- Assist event planners with an Event Host Training before their scheduled event.
- Assisting event planners in monitoring event attendance at any one time so it does not exceed capacity and that records of attendance are kept (using Campus Labs).
- Set-up of tables, chairs, and other equipment such that social distancing is maintained.
- Informing organizers of washing stations or assisting in providing hand sanitizer stations where appropriate.
- Cleaning and disinfecting event equipment before and after every event.
- As feasible, providing and assisting with equipment for virtual delivery of event.
Outside Groups, Guests or Events: No outside groups, guests, or events will be permitted on university property at this time. (Please see COVID-19 Campus Visitor Policy)
Food: Food at events will be restricted to prepackaged meal options. Buffet or self-serve options will not be permitted. Having food at events is highly discouraged.
Event and Guest Behavior Expectations: In accordance with the Los Angeles County Department of Public Health and the CDC, the following guidance is provided to event organizers and their guests:
- Participants are expected to wear face coverings in any settings where others are present, including classrooms, offices and buildings, and university outdoor spaces. Participants will be asked to maintain six feet social distancing from others when at events. Participants may momentarily come closer when passing in hallways, stairwells, elevators, in restrooms, or as otherwise necessary.
- Participants are asked to not congregate in any area, especially common area lounges/game rooms, kitchens, or areas of high traffic such as bathrooms, hallways, and stairwells.
- Participants may not relocate or move furniture from set locations.
- Visitors/guests will not be permitted at events, unless approved through guest policy guidelines.
- Participants are asked to conduct symptom checks prior to attending event. Symptom checks should include temperature checks.
- Participants who have a fever of 99.9 F or higher or are experiencing one or more of the other CDC articulated symptoms, or are otherwise ill, may not attend events, should immediately notify the Student Health Center, and should stay home.
- Participants may not be permitted to wait in line for an event. Participants waiting in line will be turned away or asked to come back at another time.
Any guest not complying with any provision of COVID-19 policy or guidance will be asked to leave campus. Any violation of this policy by a student or employee risks the health and safety of the university community and will be grounds for corrective or disciplinary action through the Code of Student Conduct or Human Resources.
Signage will be posted across campus to remind the community and visitors to practice healthy hygiene, be mindful of symptoms, and other protocols.
Link to La Verne Sage Return: https://laverne.edu/safereturn/
Non-academic space may be reserved through the 25Live reservation system, via e-mail or in person at the Abraham Campus Center. We do not accept reservations via phone, but encourage you to call if you need general information. If you have a 25Live user account, please use the reservation system. If you need to change an existing reservation, it is best to send an us e-mail to ensure we have correct information. If you do not have an account, please contact the Scheduling and Events Office at (909)-448-4910, and we will be glad to schedule a training session with you. Training can usually be done in 15 minutes or less, and it will greatly speed up the process of scheduling an event.
Before attempting to schedule any event, please check the Events Calendar, to see if your desired space is available. For e-mailed requests, please be sure to include the following information:
- Event Name: A short descriptive name which will appear on the events calendar.
- Event Type: What type of event is it? Meeting, movie, dance, information booth?
- Event start and end times: Please list the exact time of the event. If you need additional time to set-up or take down the event, list that separately.
- Approximate number of attendees: Please provide us with an approximate head count for your event. This helps to make sure the room selected has adequate space for your event. For insurance and safety reasons, we can’t exceed room capacities. If you are unsure of the capacity of a specific room or space, please contact us at (909) 448-4910.
- Set-up needs: Determine how you would like the space set up using one of the Campus Center’s standard layouts.
- Space name: If you have a specific room you would like, please indicate the space. If you are willing to accept another space, please let us know.
Reservations must be placed at least 48 working hours before the event. An event scheduled on Monday must be received by Thursday of the previous week. This advance notice allows us to get approvals from various departments and to ensure rooms are properly prepared for your use. If you have an event which requires elaborate set-up, (i.e. more than three tables and 15 chairs, or canopies, sound system, etc.) please place the reservation at least two (2) weeks in advance. Examples of this type of event would be a picnic, job fair, or conference. These events typically require the use of a large set-up crew and possible scheduling of additional personnel with Campus Safety, Housekeeping and Facilities.