Event Guidelines

Last Updated: November 16, 2020

Events, lectures, concerts, sporting events, and performances create unique experiences on and off campus at the University of Evansville. In order to provide events during the COVID-19 pandemic, the following should be considered:

  • For the purposes of this guidance, an event or conference is any non-credit bearing planned gathering of 25 or more people, whether public or private, indoor or outdoor, on- or off-campus, with a specific location, date, or time.
  • In-person meetings and/or events should occur in open areas or rooms that allow for ample social distancing. In accordance with Governor Holcomb’s Executive Order issued on November 13, the following restrictions apply for orange and red counties (as of November 13, 2020 Vanderburgh is an orange county):
    • Restrictions for orange counties:
      • Social events limited to 50 people
      • Special events of more than 50 people will need approval from the local health department.
    • Restrictions for red counties:
      • Social gatherings limited to 25 people
      • Special, seasonal or commercial events planned for more than 25 people need approval from the local health department.
      • Events are not advised to be held. College and professional sports are included.
  • Outdoor events including any open lawn space the maximum attendance is 40 individuals.
  • Event Approvals:
    • Student organizations must have their event plan approved by the Center for Student Engagement, which will ensure the student event is safely conducted and complies with those guidelines. Student organization events may be authorized to be held off campus for the fall 2020 semester provided that all safety measures are maintained.
    • All other events should be approved by the area’s Vice-President.
  • Compliance with current guidance from CDC, Indiana State Department of Health (ISDH), the Indiana Back on Track plan by Governor Holcomb and University policy and guidelines
  • When possible provide virtual experiences for those who cannot or should not attend in person
  • Prior to an event
    • When possible provide contactless transactions (ticketing, ticket scanning, conference materials, programs, etc.)
    • Registration and ticketing processes with updated terms and conditions, waivers, etc.
    • Method to obtain contact information for potential contact tracing for attendees, staff, contractors, presenters/performers/athletes, volunteers
    • Prior to attendance through ticketing provide messaging for attendee education of risk and communication of behavioral expectations such as required masks, social distancing, required ticket for an event and expectation of screening process
    • Reduce printed materials and handouts
  • While at event
    • Required use of face coverings for attendees
    • Preserve physical distancing wherever possible at a minimum of 6 feet.
    • Entry and dismissal procedures that maximize physical distancing by employing timed or zoned entry/exit, maximizes the use of all available doors most proximate to the event or seat location
    • Attendee safety, security, and compliance screening procedures and enforcement plans
    • Screening protocols for presenters/performers/athletes
    • Event layouts, signage and seating configurations that maintain physical distancing guidelines for seating, line queuing, restroom usage, and attendee circulation
    • Personal hygiene facilities available for handwashing, hand sanitizing, etc.
    • Required use of face coverings for attendees
    • Food and beverage offerings and procedures that minimize contact, queuing, and eliminate shared use
  • Post event
    • Sanitation protocols for venue surfaces, seating, and equipment (microphones, radios, headsets, etc.)

Singing and Chanting Guidelines

Due to the increased risk of COVID-19 inherent in these activities, the University recommends that activities during which individuals might raise their voice (i.e., singing and chanting) should be performed outside with the following guidelines:

  • Maintain social distance of a minimum of 6 feet with a recommendation of 8 feet.
  • Wear masks or face coverings.
  • Limit group size to a maximum of 40 people in accordance with our current event guidelines.

If an event must be moved inside due to inclement weather, the following guidelines must be observed:

  • Maintain social distancing of a minimum of 10 feet.
  • Wear masks or face coverings.
  • Room occupancy is limited by the required 10 feet of social distancing guideline.
  • Singing and chanting should only take place at the end of an event or service and should not last longer than 30 minutes.

Student Organization Events Guidelines

Student organizations and University-sponsored programs will be expected to follow all University guidelines required of events on campus and provide all plans and precautionary measures that will be in place for the event or meeting. Bringing people together in gatherings of any type at this time is an inherent risk. Events and group meetings should carefully gather and with an abundance of caution. Student Organizations can continue to gather and socialize within these parameters, but event planners should recognize that events need to be smaller, either entirely or partially virtual, or stretched out over time and broken into smaller groups/offered multiple times to allow for social distancing.

New this year, organizations must complete an Initial Event Proposal form before creating an event in UEngage. Space for events or meetings will not be approved until evidence of carefully-considered plans is submitted, for student organizations via UEngage and other University departments through the Resource Scheduler process. COVID-19 precautions should be set before registering any activity and requesting space, and the Initial Event Proposal is the clearinghouse for any questions we may have about your safety measures.

Key considerations when event planning:

  • Event approvals and space reservations may take more time and require more information from organizations than past years. Please complete UEngage Activity Registration Forms completely and allow 3 business days for approval or follow up. We request you begin the Initial Event Proposal two weeks before your event or meeting is to take place.

  • Virtual meetings are still preferred at this time for regular business. When organizations need to meet in person, event guidelines must be followed.

  • Classrooms and areas with fixed seating may accommodate a maximum of 50 percent of their standard capacity. Rooms with flexible set-ups and close seating may accommodate less than 50 percent of normal capacities to allow for social distancing. Some examples of new capacities:
    • Smythe Lecture Hall, SOBA 170 – Capacity 61
    • Harkness Hall, SOBA 162 – Capacity 34
    • Typical classrooms in SOBA – Capacity 23
    • Typical classrooms in Hyde – Capacity 12
    • Vectren Lecture Hall, Koch 100 – Capacity 50
    • Eykamp 251-255 combined – Capacity 100-150 depending on seating arrangements
    • Grabill Lounge, Neu Chapel – Capacity 50
    • Outdoor events (any open lawn space) – Maximum attendance 40
  • Six-foot social distancing and mask or face coverings are required factors for all approved University events, both indoor and outdoor. For any event in an unstructured space without fixed seating, be prepared to create a plan and process for how you guarantee social distancing will be maintained.

  • Ensure that handwashing options and hand sanitizer are available to all attendees and reminders for hand hygiene are stated verbally or with signs.

  • Food and beverage must be served in individual packaging or served by a third-party associate. Chartwells will ensure compliance. Food can complicate an event and require additional space for social distancing while eating. Consider concluding an event with a takeaway snack or beverage.

  • A strong emphasis will be put on using UEngage or other sign-up tools to allow for RSVP and communication with attendees regarding guidelines. Attendance should be tracked in UEngage in case a need for contact tracing arises. Prior commitment for attendance is important in ensuring a safe event.

  • Off-campus events may still be approved if all safety precautions are in place. When riding in vehicles with others from outside of a household, masks should be worn.

  • Organizations may still use Ridgway tables for advertising. The reservation process will remain the same. Only one person at a time should represent a table.

  • Organizations are responsible for disinfecting all surfaces and high-touch areas before, during, and after an event.

Chance of Transmission infographic

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