In response to the increasing number of confirmed cases of coronavirus (COVID-19) in and around our region, event organizers are directed to consult with vice presidents or deans overseeing their respective areas on decisions regarding campus events using the criteria listed below.
Event organizers and planners who decide to cancel or postpone their events should work with the scheduler listed in your 25Live reservation to update the room reservation. If the event is transitioning to Zoom or another online format, the location of the reservation can be updated to "online/webinar" for the location. Be sure to provide the URL in the “registration/more info link” field. In addition, please communicate with speakers and guests, cancel catering, cancel work orders and any other related event arrangements.
In the event that you are unable to get a refund for expenses related to the cancellation or postponement of an event please track those expenses and send them to firstname.lastname@example.org.
With the guidance of the California Department of Public Health and the Chancellor’s Office, Stanislaus State will make decisions to cancel or delay campus events, to include large-scale events and meetings based on the following criteria:
- Large gatherings involving 250 or more individuals should be cancelled or rescheduled. This includes, but is not limited to, conferences, performances, athletic events, and other social gatherings.
- For activities and events deemed essential by the campus, smaller gatherings must be held in venues that allow social distancing of six feet per person. If this degree of social distancing cannot be achieved – regardless of the venue in which the gathering is being hosted - then the gathering should be cancelled or rescheduled.
- A “gathering” is defined by the CDPH as any event or convening that brings together people in a single room or single space at the same time, such as an auditorium, stadium, arena, large conference room, meeting hall, cafeteria, or any other indoor or outdoor space.
- The CDPH is further recommending that gatherings of individuals who are at higher risk for severe illness from COVID-19 should be limited to no more than 10 people. Individuals considered at higher risk include: individuals over age 60, individuals with compromised immune systems, and individuals with severe underlying health conditions — like heart disease, lung disease and diabetes, etc.
- Again, at this time, the CSU Chancellor’s Office interprets the guidance provided to apply primarily to co-curricular and/or non-instructional activities. However, campuses should strongly consider this CDPH guidance when reviewing plans for instructional continuity.
- Can the goals and outcomes of an event be accomplished effectively through alternative modalities of communication that do not require in-person engagement?
- Will intended audience members be traveling via air to attend the event, in particular on flights that will be of longer duration?
- Will intended audience members or meeting participants be members of target populations considered to be at increased risk or susceptibility to COVID-19 infection
- What is the current guidance from your local health department?
This criterion applies to all non-essential professional, social, and community gatherings regardless of their sponsor.
For all events and meetings, instituting rigorous environmental cleaning before and after the event/meeting, as well as minimizing the amount of person-to-person contact, as well as encouraging the practice of preventive behaviors (e.g., providing hand sanitizer, tissue, etc.), is strongly recommended.
Creation of New Events
Where feasible, campuses should delay confirming any new major events or meetings that require the signing of contracts or making other potential financial commitments. Identifying and tracking timelines for “must decide” milestones is recommended, as well (e.g., cancellation policy is 60 days before the event).
Student Events & Meetings Update
March 19, 2020 - We hope you are all well and taking care of yourselves in these challenging times. Due to the continued gathering restrictions and the university’s move to on-line classes and office support, ALL physical student organization events and meetings will be cancelled for the remainder of the Spring semester. Student Leadership and Development staff will cancel all events and meetings in 25Live.
We encourage organizations to continue to meet and build community virtually via WARRIORHUB, online portals, social media, and/or phone. Student Leadership and Development will be sending another email early next week with information and resources to help you manage your organization communities on-line.
Student Leadership and Development will remain open remotely. If you have questions regarding student organization events and meetings please email: email@example.com, for general questions email: firstname.lastname@example.org, and/or visit us on our website.