Hello RSO Leaders,
The University recently released a set of guidelines, outlining the measures that need to be in place in order to host in-person events once we move into the next phase of the Safe Return to Campus Plan. You can read the full guidelines here, but we have included highlights of the official plan below and provided some additional explanation, so you can hit the ground running and start planning fun, creative events for the fall!
Here are the key points from GMU's Fall 2020 On-Campus Event Guidelines and Processes:
- No more than 50% occupancy of an event space or 150 people, whichever is less, will be allowed. (This cap includes organizers, panelists, etc.)
- Spaces must be configured to provide six feet of physical distance between participants.
- Events must be seated to ensure appropriate physical distancing.
- All attendees, including organizers, panelists, etc., must wear face coverings.
- Exits will be configured to reduce the occurrence of bottlenecks at the conclusion of the event.
- Events will not be open to the general public; there must be an evite or registration system in place.
- Organizers, event staff, and attendees must comply with the public health and safety requirements (including the use of face coverings) outlined in the Safe Return to Campus Plan.
So, what does that mean for RSO events?
For reservations made in 25Live prior to the release of these guidelines:
- The Office of University Events will review existing reservations in 25Live and cancel events that do not meet the new guidelines or are located in a space that is being used as additional classroom space.
- Dances, dance practices, JC Dance Studio reservations, and other reservations, which require open setups, will be cancelled since these types of events are not able to be seated.
- If any changes/cancellations are made to your event, you will receive an email notification in the coming weeks.
Required additional 'Fall 2020 Event Management' Training:
- All RSO 25Live Representatives must complete and 'pass' an additional training and quiz.
- The training and quiz link will be sent directly to each RSO 25Live Representative in early August.
- The deadline for completing the training module and passing the Mason360 quiz is September 20, 2020. Failure to meet this deadline may result in the deactivation of your RSO's 25Live account.
Student Funding Board (SFB)
- The Student Funding Board will continue to accept applications (via Mason360) based on the deadlines listed on their website si.gmu.edu/sfb.
- Funds will not be approved until your event has been reviewed by a University Events scheduler and determined to be compliant with COVID-19 guidelines.
- The Student Funding Board will only fund requests that comply with current GMU event and travel guidelines.
Planning a virtual event?
- You are encouraged to host your event virtually if possible, and there are a lot of resources available to help! Please visit https://events.gmu.edu/virtualevents/ for virtual event resources, best practices, and FAQs.
- At this time, Zoom is our preferred platform for virtual events. All students currently have access to a basic Zoom account, which allows users to host meetings for up to 100 attendees for a maximum of 40 minutes. In order to host meetings with a larger attendance number or longer duration, you can request an account upgrade through ITS. For more information on Zoom services and access, please visit https://its.gmu.edu/service/zoom/.
- Virtual events should still be requested via 25Live so that they can be tracked as part of University Operations, added to the Today@Mason calendar, and flagged as potentially needing additional ITS support. When selecting the location on the event form, please make sure the “hide conflicts” box is not checked and run a location keyword search with the word “virtual.” Select the one that best fits your event (or choose “Virtual Event” if you’re not sure) and fill out the rest of the form as usual. Don’t forget to put links to your main event page in the description, so your attendees will know how to register!
- If you currently have a space reservation in 25Live that you would like to switch to a virtual event, email your event scheduler or gmuevent@gmu.edu with the event reference ID, and they can make that change for you.
Planning an in-person event?
- These guidelines must be followed for all on-campus events and Mason approved/sponsored off-campus events.
- Each venue (indoor and outdoor) that is still open has an approved setup that was determined to allow the maximum number of attendees while maintaining safe social distancing. These layouts are listed in 25Live as ‘Physical Distancing’ or ‘Physical Distancing Classroom’ and list provide the maximum capacity for the space when using that layout. You can find these layouts when editing the location selection on the request form, or when viewing the location details page by clicking on the location name and selecting the details option.
- The guidelines apply to everyone at your event, not just your attendees, so make sure you are accounting for that in your event plan! For example, an event in Dewberry Hall can fit a maximum of two performers on the stage, who must be seated at least 6 feet apart from each other and wearing masks at all times. Any additional performers waiting offstage must remain seated and would, therefore, count towards the space capacity limit.
- With the new guidelines, the largest available spaces will be some of the outdoor locations. You can rent AV equipment and furniture for those spaces from Event Services, who will make sure items are placed appropriately for social distancing.
- Catering at events will be limited to boxed or pre-packaged items only. Our on-campus and approved retailers are aware of this and have boxed options available.
Student Involvement, University Events, and Event Services are available to help!
- As part of the University’s Safe Return to Campus Plan, most staffs will continue teleworking with limits to how often they will be on campus. However, we are all still available by email and happy to meet virtually to answer questions and discuss your event ideas in more detail. We are working on finding more ways to stay connected, so keep an eye out for future updates on all the ways we can be reached!
- We appreciate your flexibility and patience while we work together to prepare for the upcoming semester. We are also grateful for all you are doing to keep your Mason Nation safe! Please note that these guidelines are subject to change and Student Involvement will notify accordingly.
For further guidance and questions please contact the RSO Lead Team at rso@gmu.edu or simply reply to this email.
On behalf of,
Student Involvement https://si.gmu.edu/
University Events https://events.gmu.edu/
Event Services https://studentcenters.gmu.edu/events/
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