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COVID-19 Guidance: Event/Meeting Scheduling and Guidelines

Last Update: 8/3/2020

Introduction:

Western Illinois University is committed to the health and wellness of our campus community. In an effort to keep our students, faculty, and staff safe, new guidelines for meetings and events occurring during the Fall semester will be implemented. In addition to these guidelines, a centralized scheduling process will be implemented for any room request that is not directly associated with the scheduled meeting time of a particular course section, regardless of the facility. This process has been established in order to effectively communicate health and safety guidelines and implement attendance tracking via the centralized University attendance tracking system.

Due to social distancing and cleaning measures required for our WIU community to return safely to campus, meetings and events will be significantly impacted throughout the Fall semester. The following guidelines have been set forth by the Presidential Event Guidelines Committee to be administered by Scheduling & Event Services on the WIU Macomb Campus and Event Scheduling on the Quad Cities Campus to ensure the safety of our students, faculty, and staff. They are intended to supplement University-wide policies, CDC Guidelines, and the State of Illinois “Restore Illinois Plan

Event Guidelines:

  • The University will require adherence to local health department and CDC guidelines at all times for meetings/events, unless an exception has been made by WIU administration.
  • Organizers should continually assess, based on current conditions, whether to postpone, cancel, or significantly reduce the number of attendees (if possible) for large meetings/events. Virtual and/or hybrid meetings/events are highly encouraged.
  • Events should be held outdoors if at all possible. If this is not feasible, health and safety guidelines must be strictly followed.
  • No open admission/general public events/activities are allowed on campus.
  • Due to adjusted operations during COVID-19, space will be limited for meetings/events. Room capacities and setups will be temporarily adjusted to ensure appropriate social distancing.
  • Meetings/events are limited to 50 attendees or less under WIU Phase Three. This number will likely change as health regulations are adjusted.
  • If Non-WIU attendees are expected at an event, they will be required to follow all guidelines in force at the University. Guidelines will need to be communicated prior to arrival on campus.
  • Attendees are required to maintain social distancing (at least six feet) and wear face coverings during all meetings/events as directed. Hand sanitizer must be available for event attendees.
  • WIU Facilities Management will continually clean and disinfect spaces. Cleaning supplies will be placed in event spaces for self disinfection.
  • Plans must be developed to limit congregation during both entry/exit and throughout the duration of the event. Visual markers must be in place to enforce this guideline.
  • Common touchpoints that would normally be present at events must be eliminated (e.g. handouts/shared items).

Campus Scheduling Process:

All events and meetings will be scheduled through a centralized process. This process is applicable to student organizations, departments, campus-wide events, and Non-WIU events. All events, meetings, and non-course meetings (such as departmental meetings, exam review sessions, tutoring sessions, etc.) are required to use this centralized process to submit their room request.

Event Scheduling on the Macomb Campus
  1. COMPLETE CAMPUS SCHEDULING & REGISTRATION FORM: To schedule an event or meeting, an identified event coordinator from the organization or department is to complete a Campus Scheduling & Registration Form .
  2. COMMUNICATION OF HEALTH AND SAFETY EVENT GUIDELINES: A crucial component of the Campus Scheduling & Registration Form will inform event coordinators of pertinent health and safety guidelines as they relate to events on campus.
  3. EVENT APPROVAL: After completing the previous steps, an official approval will be sent to the event coordinator if the meeting or event is deemed necessary. For events that are more complex than a standard meeting, a pre-event meeting may be scheduled with the event coordinator and additional campus entities involved with the execution of the event.
  4. ATTENDANCE TRACKING: Upon event approval, event coordinators will receive instructions on how to track attendance for contact tracing purposes. All event and meeting attendance must be reported through the centralized University attendance tracking system.
  5. EVENT SUPPLIES: In addition to attendance tracking information, event coordinators will also be provided with a kit of event supplies prior to their event. Event Kits will be provided for events outside of organizational or departmental meetings. Depending on the complexity of the event Event Kits may include:
    1. Hand sanitizer for both event staff and event attendees.
    2. Bottles of disinfectant and paper towels to wipe down event equipment
    3. Scanners for attendance tracking
    4. Thermometers if deemed necessary
    5. If outside, pop-up tents to designate event area
    6. Digital access to customizable event signage.
Event Scheduling on the Quad Cities Campus

The current reservation process will remain in place on the WIU Quad Cities campus. Individuals wishing to host a meeting or event on campus will complete the Event Reservation Form with Event Scheduling staff. When approving requests, Quad Cities staff will pass along pertinent health and safety guidelines and attendance tracking information as they pertain to events as noted above.

If an event attendee thinks they may have been exposed to COVID-19, please contact Scheduling & Event Services on the Macomb Campus or Student Services on the Quad Cities Campus immediately so the appropriate parties may be notified.

Failure to Comply:

It is an expectation that sponsoring organizations or departments will enforce the above stated event guidelines and follow the appropriate scheduling procedure when hosting events on University property. Failure to comply with the protocols set forth in this document may result in disciplinary action through Human Resources or conduct processes.

Change to Policy:

Due to the fluidity of the COVID-19 pandemic, all procedures and processes outlined in this policy are subject to change with notification.

Questions?

Please direct any questions or concerns regarding meeting and event guidelines to Scheduling & Event Services at UnionSES@wiu.edu or 309-298-2421 on the WIU Macomb campus and Event Scheduling on the Quad Cities Campus AK-Shook@wiu.edu at 309-762-5945.