In-Person Event Procedures

RSO activity from January 10 – January 23 is encouraged to take place virtually when possible. If you believe your RSO has a compelling reason to host in-person activity during this time, please contact your RSO advisor for approval and planning support. During this period, any in-person activity will be subject to additional guidance including the restriction of food and un-masking for any reason. RSO reservations in Student Centers spaces will be placed on a hold status and not confirmed until approvals to meet in-person are secured.

Beginning January 24 and until further notice, the following guidelines will be in place for in-person RSO activities.

  • All gatherings will be limited to fewer than 100 people, including event organizers.
  • Serving food or drinks is prohibited during any gathering.
  • All attendees and organizers must be masked at all times.
  • Event organizers must designate a COVID monitor to ensure that these guidelines are followed.
    • Event monitors should watch for general attendee compliance with current COVID protocols, assist with accommodations for additional social distancing measures if requested, and ensure overall capacity does not exceed the venue limits.
  • Event organizers must submit a Blueprint Event Request form if your activity:
    • Is being held in a location outside of Student Centers spaces;
    • Includes minors; or
    • Is being held in spaces that hold more than 100 attendees, including Mandel Hall, FXK Theatre, Hutchinson Commons, Cloister Club, Ida Noyes Library & Lounge, Max P Cinema, and the Ida Noyes Third-Floor Theater.
  • Organizers should adhere to the principle below and communicate the written statement to all attendees:

“This convening is open to all invitees who are compliant with UChicago vaccination requirements and, because of ongoing health risks, particularly to the unvaccinated, participants are expected to adopt the risk mitigation measures (masking and social distancing, etc.) appropriate to their vaccination status as advised by public health officials or to their individual vulnerabilities as advised by a medical professional. Public convening may not be safe for all and carries a risk for contracting COVID-19, particularly for those unvaccinated. Participants will not know the vaccination status of others and should follow appropriate risk mitigation measures.”

  • RSO event attendance may not exceed the capacity of the venue. University spaces have been through a rigorous assessment of their ventilation systems and may have updated capacities and capabilities. Before planning your RSO event, check with the venue to learn about these updates. Information on Student Centers spaces can be found on their website.
  • Event monitors should watch for general attendee compliance with current COVID protocols, assist with accommodations for additional social distancing measures if requested, and ensure overall capacity does not exceed the venue limits.

You can find some additional recommendations and best practices for in-person gatherings in the menus below.

  • Convene outdoors when possible.
  • Limit gatherings to 90 minutes.
  • Provide options for guests to distance from others as appropriate through seating and/or generous circulation space. This is often referred to as “breathing room”.
  • Keep a list of attendee names and contact information in case contact tracing is required.
  • Limit bottlenecks at check-in, registration, food pick-up, or other areas by staggering arrival or departure times.
  • Consider any reasonable accommodation requests to allow participants to engage virtually.
  • Monitor federal, state, city, and University guidelines as your event date approaches, and be ready to pivot if needed. Regulations and COVID protocol can change quickly, and all events are subject to current University guidance at the time they occur, rather than the time they were planned.
  • Check the venue’s website for COVID-19 protocol descriptions. If protocols are not robust, consider using another venue.
  • Confirm what steps the venue has in place to clean and sanitize the event space and shared areas, such as restrooms.
  • Provide hand sanitizer for attendees as needed.
  • Serving food or drinks is currently prohibited during any gathering.
  • Individually packaged or boxed meals may be provided as grab-go options after review/approval from your CLI advisor
  • Any RSO wanting to travel (or pay the travel expenses for a visitor) must complete the Travel Request Form.
  • RSOs should monitor state and local travel advisories to confirm that there is no advisory for their intended destination.
  • International travel is not permitted at this time.
  • All events involving minors must go through the RSO event approval process. Please fill out this request form to begin the process.
  • Review the University Compliance Checklist in advance of planning any event involving minors.
  • Plan to have adequate space for social distancing for all attendees and reinforce masking requirements.

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