Event Safety Guidelines
Guidance on events will continue to evolve and will be subject to change. Below is an overview of guidelines for in-person events.
- Organizers should consider whether meeting in-person is critical to the success of the event, especially during the next few weeks. If events, gatherings, and meetings are held in person, mask wearing, physical distancing, and a documented seating chart are required.
- Through Friday, January 28, 2022, events, meetings, and gathering sizes are restricted to 50 people or less indoors and 100 people or less outdoors. Indoor recreational and athletic facilities should operate at 50% capacity for seated spectators.
- Events must comply with the SIUE Face Mask and Distancing Guidelines.
- Outdoor gatherings on SIUE property require University permission.
- Food and beverage are permissible at both indoor and outdoor events, but safe food handling procedures must be followed. All food and beverages served at meetings or events in the Morris University Center and Student Success Center must be supplied through University Catering Services.
- Any refreshments should be individually packaged as “to go” for event attendees to take with them.
- All colleges, divisions, schools, departments and other organizational units, including recognized student organizations, planning meetings, gatherings or other events must observe all county and Our Cougar Commitment guidelines that are in effect at the time of the event.
- Event organizers are required to submit an attendance list within 24 business hours of the conclusion of the event.
- An attendance list must include the following information for each attendee: First and Last Name, Email Address, Phone Number.
- Attendees' contact information will be utilized by the COVID Response Coordinator, SIUE Health Service or appropriate health department officials if needed as part of contact tracing efforts.
Guiding Principles
- The health and safety of attendees and event staff will drive all in-person event decisions, and events must comply with current guidance and restrictions from the Center for Disease Control & Prevention (CDC), Illinois Department of Public Health (IDPH), local government and health officials, and University policy.
- SIUE events held in off-campus venues need to follow the same protocols as those held on campus.
- Outdoor events are strongly encouraged when feasible.
- Attendee education of risk and communication of behavioral expectations (invitations, ticketing flow, “know before you go” messages, printed handouts, event signage, announcements, mask requirements) is critical and messaging should be shared prior to event.
- Personal hygiene facilities available for handwashing, hand sanitizing, etc.
- Consider contactless transactions (advanced event registration, attendance check-in, ticketing, ticket scanning, conference materials, programs, etc.).
Event Pass: Contactless Check-in Option
SIUE is excited to launch the new EVENT PASS featured from getinvolved.siue.edu. The event pass is similar to a mobile boarding pass and allows for a contactless check-in experience for events choosing to utilize this technology. It’s unique to each user and it’s tied to your getinvolved.siue.edu account.
Student/Faculty/Staff Event Attendees
Attendees DO NOT need to download an App to access their EVENT PASS.
Follow these steps or view the tutorial:
- Sign in to Get Involved
- Click on profile pic in top right of screen (or Initial, if no profile pic)
- Click “Event Pass”
- Add Event Pass to Apple Wallet, Android Pay, Screenshot, or Print and Carry with You
Event Organizers
- Event organizers must create an event within Engage in order to track attendance with the App
- Download the Campus Labs® Event Check-In App
- Open the App and enter the Event Access Code
- To find the code, find your event through the Action Center; the access code should appear in the bottom right of the screen once you click on your event.
- Enter Code into App, tap “Start Session”
- Sign in with your SIUE e-id and password
- Tap “Start Scanning” and you’re ready to scan!
- If your phone asks for permission to use your camera, choose “yes” because it will need the camera in order to scan event passes.
- Position the edges of the box over the edges of an attendee’s Event Pass. As soon as it recognizes the user, it will display a box with their basic details, including their RSVP status.
- Tap “Check In” to confirm the user and click OK to continue scanning.
- For Attendees with No Mobile Pass
- If you come across an attendee without a mobile pass, tap “No Pass?” below the scanning area or select “Lookup” from the bottom menu.
- Search for the attendee by name or email and when you find the right person, tap their name to confirm their check-in. If searching by email, you will need to enter the complete email address of the user to locate them.
- If the attendee is not in the system, you can add them by email if you click the plus sign in the top right of the screen, type in their email address, and submit.
- At any point, you can toggle between scanning passes and the attendee list. Tap Attendees in the bottom right of the screen to view the full list of attendees. If you need to remove someone from this list, tap on their name, swipe left, then select Remove.
- Final Steps: When you’re done tracking attendance, there are no additional steps required. You can close the app, and all of your attendance information will be saved. While not required, you can end your check-in session if you tap on your profile picture in the top left of the screen, then select End Session.
- Open the App and enter the Event Access Code
Submitting an Attendance List
The attendance list must include the following information for each attendee:
- First and Last Name
- Email Address
- Phone Number
Contact your SIUE facility coordinator directly with any questions.
