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Event Safety Plan Guidelines

Guidance on events will continue to evolve and will be subject to change. Below is an overview of guidelines for in-person events during Phase 5 of the Restore Illinois plan.

There are no capacity restrictions in Phase 5 of the Restore Illinois Plan for indoor or outdoor events. Event sizes will be limited to the established SIUE-approved facility capacity.
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.
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 if any of the following conditions are met:
- Open to any member of the SIUE Community or public to attend
- All attendees would not be known to the organizer
- Organizer would not be able to furnish a list of attendees including contact information in a timely manner
- An external, non-University group
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.).

Facility/Space Coordinator and Safety Plan Reviewer Contacts

Location	Facility Coordinator	Facility Coordinator Email
Academic/Classroom	Tricia Schwind/Denise West	Academicscheduling@siue.edu
Birger Hall	Janine Meyer	Janmeye@siue.edu
Bluff Hall	Rachel Cunningham	Raccunn@siue.edu
Cougar Pavillion (VC)	Jameson Adams	Jamadam@siue.edu
Cougar Village	Jennifer Hoxsey	Jehoxse@siue.edu
Evergreen Hall	Karen Ash	Kash@siue.edu
Korte Stadium	Jameson Adams	Jamadam@siue.edu
Lovejoy Library	Tracey Price	trprice@siue.edu
Morris University Center	Pat Apponey	Pappone@siue.edu
MUC- Cougar Lanes	Kayla Harris	Kaylhar@siue.edu
Prairie Hall	Rachel Cunningham	Raccunn@siue.edu
Quad (Stratton)	Pat Apponey	Pappone@siue.edu
School of Dental Medicine	Christina Daniels	Cdaniel@siue.edu
SIUE Gardens	Bob Vanzo	rvanzo@siue.edu
Student Fitness Center/Rec Plex	Tracey Zeigler	Tzeigle@siue.edu
Student Success Center	Pat Apponey	Pappone@siue.edu
Vadalabene Center	Jameson Adams	Jamadam@siue.edu
Woodland Hall	Karen Ash	Kash@siue.edu

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.

Submitting an Attendance List

The attendance list must include the following information for each attendee:

First and Last Name
Email Address
Phone Number

The attendance list must be submitted within 24 business hours of the conclusion of the event. Attendees' contact information will be utilized by SIUE Health Service and appropriate health department officials if needed as part of contact tracing efforts.

Contact your SIUE facility coordinator directly with any questions.