University Policies

COVID-19 Guidance: Event/Meeting Scheduling and Guidelines

Last Update: 8/5/2021

Introduction:

Western Illinois University is committed to providing engaging experiences this upcoming year, including events and activities for the campus community to participate in. To ensure that WIU is monitoring events and providing a safe experience, events have been broken down into (3) general categories and the following protocols have been established to help aid in planning and protection.

In an effort to keep our students, faculty, and staff safe, guidelines for meetings and events occurring on campus will be implemented. In addition to these guidelines, a campus scheduling process will be implemented for any event or meeting, regardless of the facility. This process has been established in order to effectively communicate the most up to date campus health and safety guidelines and implement attendance tracking if determined necessary.

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:

  • All events on campus will be directed through the Union Scheduling and Event Services Office as the centralized scheduling location. Event planners will be subject to understanding and agreeing to prescribed protocols for their event.
  • The University strongly encourages events and programs occur in an outdoor setting as much as possible.
  • Event coordinators should remember that some members of the University community remain hesitant to participant in face-to-face/in-person activities and events. When applicable/feasible, a virtual component is encouraged.
  • Student clubs and organizations will have the opportunity to meet in person in accordance with appropriate University public health practices and protocols. Student groups may also choose to meet virtually.
  • Concerts, comedians, lecturers, and other visiting performers are permitted on campus, but must follow all on-campus protocols and procedures. It will be the event host to inform all attendees of these procedures. Failure to comply with these procedures could result in the event host being fined.
  • Any rental of a University facility must follow the on-campus protocols and procedures. It is the responsibility of the event host to inform all attendees of these procedures. Failure to comply with these procedures could result in the event host being fined.
  • Banquets and socials are allowable following University guidelines.
  • Some events may require attendance tracking (name/phone number/email) in the event participants need to be contact traced by the respective health department. The Scheduling and Events Services Office will provide guidance, card swipes, and other tools needed to successfully accomplish these tasks. It will be the event host’s responsibility to perform the necessary precautions as provided by the Scheduling and Events Services Office.
  • All events and activities should encourage participants to be fully vaccinated. It is recommended that on invitations, advertisements, etc…related to the event that the statement “participants are encouraged to be vaccinated” should appear.
  • All events and activities should encourage participants to complete the WIU self-check before arriving to campus and include this information on invitations, advertisements, etc.
  • Event coordinators should not ask if a participant is vaccinated or use vaccination status to accept or deny entry into an event.
  • All individuals should be aware that these protocols and procedures could change based on compliance and COVD-19 related positive case numbers within the area.

Gathering Type 1:

Groups consisting of attendees all from WIU community (i.e. no participants from outside of the University Community. Events include organization events, informational tablings, Does not include performers, entertainers, etc… that would be able to be distanced from crowed)

Inside Recommendation:

Since all members of the campus community are either vaccinated or actively engaged in the testing program, the recommendation is that members of the campus community be allowed to host gatherings with no capacity restrictions and the following protocols:

  • Face Coverings must be worn by all participants (Can be removed when seated and eating/drinking).
  • Check-in, pre-registration, or roster of attendance required (name, phone, and email)
  • Distancing is recommended to the best of hosts abilities. No set distancing restrictions in place.
  • For informational tablings, staffing should be limited to 1-2 individuals from the organization.
  • For events such as fairs or booth style setups, aisles should be arranged to eliminate participants from crossing one another.
  • Other reasonable COVID protocols in place (i.e. sanitizer stations, signage, etc…)
Outside Recommendation:
  • Face Coverings optional for participants.
  • Check-in, pre-registration, or roster of attendance required (name, phone, and email).
  • Distancing encouraged to the best of host’s abilities.
  • Other reasonable COVID protocols in place (i.e. sanitizer stations, signage, etc…)

Gathering Type 2:

Groups consisting of outside attendees where WIU community members are limited in their participation. (i.e. rentals such as a wedding at the Union, gym rentals, community arranged banquets, rental of pool at recreation center, etc…)

Inside Recommendation:

In most cases, where outside entities utilize University facilities for private engagements, exposure is limited to members of the campus community (staffing, limited attendee participation)

  • Face Coverings must be worn by all participants (Can be removed when seated and eating/drinking).
  • Check-in, pre-registration, or roster of attendance encouraged (name, phone, and email).
  • Distancing is recommended to the best of hosts abilities. No set distancing restrictions in place.
  • Other reasonable COVID protocols in place (i.e. sanitizer stations, signage, etc…)
  • Event hosts should be made aware that they could be assessed a fee for non-compliance.
Outside Recommendation:
  • Face Coverings optional
  • Distancing encouraged to the best of host’s abilities.
  • Check-in, pre-registration, or roster of attendance required (name, phone, and email)
  • Other reasonable COVID protocols in place (i.e. sanitizer stations, signage, etc…)

Gathering Type 3 :

Groups consisting of outside attendees and WIU community members are engaged with one another. (i.e. fairs, concerts, spectator events, marches, theatre productions, etc…)

Inside Recommendation:

Since we will have individuals outside of the campus participating and will not know whether or not they are vaccinated or actively engaged with testing for monitoring purposes, the following protocols shall be followed.

  • Face Coverings must be worn by all participants (Can be removed when seated and eating/drinking).
  • Check-in, pre-registration, or roster of attendance is encouraged when applicable to the event (name, phone, and email) to assist with contact tracing if needed.
  • Seats to be arranged to allow for proper social distancing.
  • For events where manageable, all attendees are required to complete the WIU Self-Check before arrival to campus.
  • For events such as fairs or booth style setups, aisles should be arranged to eliminate participants from crossing one another.
  • For events such as fairs or booth style setups, tables and interactions should be properly distanced from one another.
  • Other reasonable COVID protocols in place (i.e. sanitizer stations, signage, etc…).
  • Event hosts should be made aware that they could be assessed a fee for non-compliance.
Outside Recommendation:
  • Face Coverings optional
  • Distancing encouraged to the best of host’s abilities.
  • Other reasonable COVID protocols in place (i.e. sanitizer stations, signage, etc…)

Campus Event/Meeting 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 and meetings, are required to use this process to submit their room request. For more information on Campus Scheduling, please visit wiu.edu/scheduling/. 

Event Scheduling on the Macomb Campus
  1. COMPLETE CAMPUS SCHEDULING FORM: To schedule an event or meeting, an identified event coordinator from the organization or department is to complete a Campus Scheduling Form.
  2. COMMUNICATION OF HEALTH AND SAFETY EVENT GUIDELINES: A component of the Campus Scheduling 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 of the meeting or event. 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.
  5. EVENT SUPPLIES: Pending the nature of the event, event coordinators may request event supplies prior to their event. Event Kits may 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. If outside, pop-up tents to designate event area
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.