COVID-19 Information

Due to risks associated with food sharing and cross contamination, food and beverages are generally discouraged from being served or provided at all in-person events.  Food can complicate an event and require additional space for social distancing while eating.

• Food/bake sales will not be permitted
• In-person events hosted on-campus will only be permitted to serve or distribute food if done so through University Catering.  Catering options may be limited.
• Attendees are permitted to bring personal snacks and beverages for themselves. Personal food items should not be shared with others and eating at events should be limited.  

When removing masks to eat, attendees should increase their physical distance beyond 6 feet. Participants are responsible for the proper disposal of personal food item trash.  

In-person events hosted off-campus are discouraged from serving food or beverage.   
 

• The following guiding questions are designed to assist planners with programming decisions during this COVID-19 pandemic.  This list helps identify areas to consider when developing the risk safety plan for each meeting or event.  

•  Have you reviewed the latest Centers for Disease Control & Prevention recommendations? 
•  Have you reviewed the relevant Illinois Department of Commerce and Economic Opportunity Restore Illinois Guidelines? 
  • Phase 4:  Meetings and Social Events 
  • Phase 4:  Outdoor Seated Spectator Events Guidelines 
  • Phase 4:  Health and Fitness Centers 
  • Phase 4:  Youth and Recreational Sports Guidelines 
  • Phase 3:  All Guidance 
• What is the purpose or learning outcomes of the program? 
• Will implementing social distancing measures or attendance restrictions hinder the intended purpose or learning outcomes of the program such that the event should not be held in-person? 
• What is your plan for implementing social distancing? 
• Do you have plans for reducing the audience to the required size?  
• If too many attendees show up at the event, what is your plan for appropriating dismissing those attendees? 
• Will you need to expand the program to multiple sessions, spaces, or locations? 
• How can you incorporate a virtual component to the in-person program?  In the event you cannot hold the in-person event, are you still able to move forward with that virtual component? 

• Will the purpose or learning outcomes be negatively impacted by going virtual?  Do you need to change any purpose or outcomes? 
• Have you considered how to address any access limitations (like technology or ability)? 
• What platform or service will best meet your program needs (Zoom, TEAMS, Facebook, Instagram, etc.)? 
• Are there any additional costs to using that platform or service? 
• Are there any additional safety measures needed to ensure a safe, successful event? 
• Can you utilize a hybrid in-person, virtual approach?  If yes, how are you communicating to attendees who is attending in person and who is virtual? 

• What steps will be taken to ensure the health and safety of attendees? 
• What are the demographics of your attendees (age, health, SIUE affiliated or visitors)? 
•  Will you need to have any added signage, social distance floor markers, etc.? 
•  How will you enforce your health, safety, and attendance guidelines? 
• How will you communicate safety guidelines (face coverings, social distancing, etc.) for campus and your event to your attendees, both prior to and at the event? 
• Do you have a crisis communication protocol or plan to respond to a potential safety issue and be able to quickly contact attendees? 
•  Do you have funding to cover any additional costs associated with the required health and safety measures? 
• How will you implement touchless/no-contact check-in and registration processes?  Can you implement advanced registration? 
• How will you gather name and contact information for all attendees in advance, in a touchless manner? 
• How will you communicate via website, email, event page or similar the guidelines and expectations regarding face coverings, social distancing, etc.  

• Are you able to provide food to attendees based upon the campus and state restrictions? 
• Is all food and drink individually packaged? 
• Are utensils and plates and other items individually packaged?  
•  If food is being served, how are you communicating and enforcing social distancing guidelines to ensure safety is met when masks are removed to eat and drink? 

• Have you verified current room capacities with your venue or meeting location? 
• Will you need additional space for your program?  And is there space available? 
• Are there different approaches you will need to take if capacity restrictions change? 
• Is it possible to implement social distancing measures in the space without negatively affecting your intended outcomes or making the event logistically impractical? 
• Would reducing attendance at any of those limits negatively affect your program or make it logistically impractical? 
•  Do you need extra responsible parties present to execute the program? 
• Do you have funding to cover any additional costs associated with the space? 
• Will your attendees or speakers need to travel between meetings or spaces?  How does this look logistically to reduce interaction between attendees in hallways? 

• How have you prepared the planners for success given the restrictions and guidelines? 
• How have you prepared your attendees to meet your desired outcome while have a safe, enjoyable event? 
• Will you need to conduct additional training for student leaders or students to execute the program? 
• Have you communicated with the on-site contact for the event what the current guidelines and processes are?  
• Does the location of the venue know the contact information for the on-site contact, if different then the event planner? 
• What reductions can be made to handouts (program booklets, nametags, agendas, fliers, etc.)? 
• What information can be distributed in digital format prior to the event for attendees to print at home? 

• When possible, SIUE strongly encourages registered student organizations, university departments, staff and faculty to continue utilizing available virtual options for hosting meetings and events.
• Student organizations will be permitted to host in-person events at off-campus locations up to 30 miles from the SIUE Edwardsville campus.
• Student organizations are not permitted to host overnight in-person events at off-campus locations regardless of distance from the SIUE Edwardsville campus.
• Student organizations hosting in-person events at off-campus locations will need to provide information about how individuals plan to travel to the event will need to fulfill the following requirements:
  • Student organizations will be required to submit an Event Safety Plan for all in-person events, including those held off-campus.
  • Student organizations that request to host an in-person event at an off-campus location will need to provide additional information regarding how participants plan to safely travel to the event as part of the Event Safety Plan.
  • Event Safety Plans submitted by student organizations for off-campus locations will be reviewed by the Vice Chancellor for Student Affairs.
  • Student organizations approved to host an off-campus event will need to submit the in-person attendance roster.

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: 

1. Sign in to getinvolved.siue.edu 
2. Click on profile pic in top right of screen (or Initial, if no profile pic) 
3. Click “Event Pass” 
4. Add Event Pass to Apple Wallet, Android Pay, Screenshot, or Print and Carry with You 

Event Organizers 

Follow these steps or view the tutorial for 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. 

As outlined in the Event Safety Plan Guidelines, event organizers are required to submit an attendance list for each in-person event hosted this Fall.   
 
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.