In-Person Event Procedures

As you begin to think about your Autumn Quarter programming, it is important to remember that any activity or event that can accomplish its goals remotely should continue to be held virtually. In-person meetings, events, and convenings on campus are strongly discouraged and should be proposed only where essential.

Any in-person student event will be required to comply with current city and state as well as all University guidelines and restrictions.  This includes, but is not limited to, upholding all expectations of the UChicago Health Pact including wearing a face covering, maintaining a distance of at least six feet from others, washing hands frequently, and self-monitoring for COVID-19 symptoms.

Before submitting your request to host an in-person student event this quarter, please take some time to familiarize yourself with the following process and guidelines. Event proposals that do not follow the guidelines for in-person student events will not be considered for approval. In-person student events that occur without approval or that violate the event guidelines may result in disciplinary action and/or loss in University benefits and privileges.

For the Autumn Quarter, the following are considered unsafe practices and will not be allowed during any in-person student event.

  • There will be no food and beverages allowed, other than personal water bottles. Attendees should refrain from removing their masks to eat or drink during any portion of your program.
  • There will be no approved travel for any RSO during the Autumn Quarter.  This includes official travel within the Chicagoland area.
  • Traditional tabling options (Reynolds Club Marketplace, for instance) will not be available for the Autumn Quarter. This includes informational tabling and/or fundraiser tabling

Additional guidelines concerning performance group rehearsals (singing, dancing, etc) and athletic activity (sports club practice and other physical exertions) will be shared before the start of Autumn Quarter.

1.   We recommend meeting with your RSO advisor before beginning the approval process.

2.   Submit your event proposal via Blueprint.  The 5-step submission process is illustrated at the top of this page.  Proposals should be submitted at least four (4) weeks in advance of the ideal date of event.

3.   Your RSO advisor will reach out to schedule preliminary meeting.  This meeting will include representatives from your RSO, CLI, and Student Centers.  Please reply promptly to this meeting request. Major delays in scheduling this preliminary meeting may affect the possibility of your approval.

4.   If your event is tentatively approved, you will work with Student Centers staff to confirm an appropriate location.

5.  There may be additional meetings required to facilitate planning before your event.

At your preliminary meeting, come prepared to discuss a multitude of topics, including (but not limited to):

  • Funding and event-related purchases
  • Event Communication
  • Venue Capacities & the registration/RSVP process
  • Social Distancing & PPE Requirements
  • Event Staffing
  • Detailed Event Timeline
  • Room & Equipment Needs

All in-person student events will require attendees to RSVP through the Blueprint system.   The RSVP system will be closed two (2) business days before the scheduled event.  Your CLI/Student Centers advisors will confirm RSVP list once closed.

All event registration and RSVPs must be completed in advance – walk-ups/on-site registration is not permitted, and anyone not on the submitted RSVP list will not be permitted into the venue. You may not accept more RSVPs than you have available space, and you may not keep a waiting list.

CLI/Student Centers advisors will issue individualized tickets to your approved guest list. All guests must show up with their associated ticket either printed or on their phone. Guests without a pre-distributed, individualized ticket will not be permitted entry.

Student event planners will be required to manage their own check-in and check-out of each guest. It is important to make sure all individuals at the event check-in before doing anything else and check-out at the end of the event and clear the venue at the time of check-out for contact tracing accuracy.

Your scheduled space will remain locked until the beginning of the reservation to avoid cross contamination. A CLI or Student Centers staff member will be present at the start of the reservation and will do periodic spot checks for compliance.

The Student Centers will ensure all rooms are properly sanitized and hand sanitizing stations are available throughout facility.

Student planners will be responsible for checking in attendees against the previously provided RSVP list.

Student planners will be responsible for enforcing social distance and PPE guidelines for all attendees.

Sanitizing supplies will be made available throughout space for attendees to use. We recommend sanitizing the space before the event and require event planners to sanitize the space after the event.

Please also note that as COVID-19 guidance and policies can and do often change rapidly. At any point in the planning process you should be prepared to adapt to updated requirements, to communicate with your team and guests quickly, and to potentially even postpone or cancel your event. All events that are approved are contingent upon thorough planning, execution, compliance with all guidelines, and the relative stability of the current climate of COVID-19 in our community.

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