Event Guidelines
Beginning March 29, 2021, SIUE will implement capacities based upon recent updates to Phase 4 guidelines. Please note, Social Events and Meetings were previously housed within one set of guidelines. Social events and meetings have now been split into two sets of guidelines. Be certain to work with your Facility/Event Coordinator with any questions regarding which category your event, meeting, or program will need to follow.
Social Events and Meetings
Previously housed within one set of guidelines, social events and meetings have been split into two sets of guidelines. Important updates for SIUE include:
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- Indoors: Lesser of 50 or 50%
- Outdoors: lesser of 100 or 50%
- Social distancing is still expected; standing around and congregating are discouraged
- Wellness checks encouraged before entry
- It is NO LONGER PERMITTED to have multiple groups meet outdoors simultaneously even if a 30 ft distance could be maintained
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- Meetings
- Venues with overall capacity under 200 people may operate at the lesser of 50 people, or 50% of the overall capacity
- Venues with overall capacity in excess of 200 people may operate at the lesser of 250 people, or 25% of the overall capacity
- Social distancing is still expected; standing around and congregating are discouraged
- Wellness checks encouraged before entry
- Meetings
- Theaters/Performing Arts
- Theaters and performing arts venues should operate with the following capacity restrictions:
- Indoor venues with capacity of less than 200 people may have the lesser of 50 people or 50% capacity
- Indoor venues with capacity of more than 200 people may operate at no more than 25% capacity
- Outdoor theaters and performing arts venues should operate at 25% of overall theater or performance space capacity
- Theaters and performing arts venues should operate with the following capacity restrictions:
- Seated Spectator Events Guidelines (seated venues, arenas, stadiums, courts, etc.)
- Indoor ticketed spectator event venues may operate with the following capacity restrictions:
- Venues with capacity of less than 200 people may have the lesser of 50 people or 50% capacity
- Venues with capacity of more than 200 people may operate at a maximum 25% capacity
- Indoor ticketed spectator event venues may operate with the following capacity restrictions:
- Day Camp/Overnight Camp Guidelines
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- Camp building capacity limits are determined by a space’s ability to accommodate 6-feet of social distancing, when possible.
- Group sizes should be 30 participants or fewer.
- SIUE is evaluating the feasibility of hosting overnight camps during Summer 2021.
SIUE has determined that both indoor and outdoor events may be hosted provided that the activities conform to the current phase of the Restore Illinois plan. This applies to University-sponsored events and student organization events, hosted both on-campus and off-campus. It applies to Phase 4 of the Restore Illinois plan which limits the size of gatherings, requires face coverings and 6-foot social distancing. These limitations are subject to change.
Event Safety Plan
For all events, event organizers should develop an Event Safety Plan and submit it for review.
All University-sponsored gatherings of 10 or more people (faculty, staff, students, or guests) who are gathering, whether on University property, University-affiliated properties, or at a non-University location, for purposes that include but are not limited to: social, programmatic, organizational operation, or training-based needs.
Beginning on Monday, Jan. 4, 2021, external groups may schedule events (limited in size) held in the following outside facilities only:
- Athletic Facilities
- SIUE Garden
- SIUE RecPlex
- Leased Outdoor Facilities
- Pool-City of Edwardsville
- RC Flying field
- Cross Country Course
- Leased Soccer Fields
External groups must be able to provide liability insurance and must follow DCEO Guidance as outlined in the Restore Illinois Plan. These events are subject to modification or cancellation depending on the health of the region.
SIUE will schedule indoor and outdoor camps, conferences and events May 10-August 14, 2021. SIUE will continue to follow the Restore Illinois, IDPH, DCEO and CDC guidance. Those hosting camps, conferences, and events will be expected to follow the same guidelines. These events are subject to modification or cancellation depending on the health of the region.
Event Safety Plan Guidelines
- Work with the appropriate SIUE staff member to reserve the facility at which you would like to host your event.
- Refer to the Facility/Space Coordinator and Safety Reviewer section of this document for more information about reserving space.
- Those planning to host an off-campus, in-person event should complete the Event Safety Plan Form and receive approval before entering into a contract.
- Develop a pandemic risk safety plan
- It is recommended that Safety Plans are submitted at least 14 business days in advance of the event. Safety plans submitted fewer than 5 business days in advance of the event date may not be approved and the event could be cancelled.
- Safety Plan must be submitted to the facility/space coordinator.
- Safety Plan must be approved by the facility/space coordinator in advance of the event.
- Safety plans for events hosted off-campus must be submitted to their area Vice Chancellor or designee for approval. The Safety Plan Form will automatically route to the appropriate individual for review.
- Recurring events may be submitted under one safety plan form. However, if the activity of the recurring event changes the potential risk of the event a new event safety plan must be submitted for review. Examples of increased activity risk would include activities requiring the removal of face masks, distribution of items, etc.
- Follow the guidelines established by the Restore IL plan, SIUE, and specific facility requirements
- Provide an advanced registration process when appropriate
- Inform guests of the safety requirements in advance of the event
- Face coverings required
- Wellness self-monitoring required
- Social distancing required
- Attendance including name and contact information for all participants required
- Food may only be provided if individually packaged or purchased and served by University Catering (on-campus events only)
- Conduct a contactless check-in process
- Ask each guest to review posted wellness checklist and complete a wellness self-monitoring before entering the space
- Ensure that the in-person event total does not exceed the COVID capacity restrictions established for the space. This includes all speakers, presenters, and attendees.
- Multiple gatherings of maximum number of participants are permitted outdoors if at least 30 feet is maintained between groups. Indoors, the gatherings must be in different rooms. Larger spaces may be partitioned with fire code-approved floor to ceiling dividers to create additional rooms, each no larger than the capacity limit of established by SIUE guidelines and the Restore Illinois with social distancing.
- Event organizer will receive a link to submit attendance information for all in-person participants within 24 hours following the event. This is required.
All student organizations and departments planning events are required to stay informed about the guidelines for safely hosting meetings and events. It is the responsibility of the event organizer to ensure the safety of their guests. Every event at SIUE will require collection of every attendee's name and contact information. This information must be submitted to the SIUE facility/event coordinator and will be held for 30 days.
Food Requirements
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.
Student Organizations - In-Person Events at Off-Campus
Guidance for Student Organizations hosting an In-Person Event at an Off-Campus Location
- 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.
Facility/Space Coordinator and Safety Plan Reviewer Contacts
| Location | Safety Plan Reviwer | Facility Coordinator | Facility Coordinator Email |
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Academic/Classroom |
Elza Ibroscheva |
For Student Orgs: Kim Olson For Depts: Tricia Schwind |
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Birger Hall |
Janine Meyer |
Janine Meyer |
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Bluff Hall |
Mallory Sidarous |
Christine Gillum |
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Cougar Pavillion (VC) |
Jameson Adams |
Jameson Adams |
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Cougar Village |
Mallory Sidarous |
Jennifer Hoxsey |
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Evergreen Hall |
Mallory Sidarous |
Karen Ash |
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Korte Stadium |
Jameson Adams |
Jameson Adams |
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Lovejoy Library |
Juliet Gray |
Tracey Price |
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Morris University Center |
Nicholas Rachowicz |
Kim Olson Pat Apponey |
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MUC- Cougar Lanes |
Nicholas Rachowicz |
Kayla Harris |
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Prairie Hall |
Mallory Sidarous |
Karen Ash |
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Quad (Stratton) |
Nicholas Rachowicz |
Kim Olson Pat Apponey |
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School of Dental Medicine |
Ken Holbert |
Christina Daniels |
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SIUE Gardens |
Craig Holan |
Craig Holan |
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Student Fitness Center/Rec Plex |
Tracey Zeigler |
Tracey Zeigler |
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Student Success Center |
Nicholas Rachowicz |
Kim Olson Pat Apponey |
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Vadalabene Center |
Jameson Adams |
Jameson Adams |
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Woodland Hall |
Mallory Sidarous |
Karen Ash |
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Other SIUE Location OR Other Off-Campus Location |
Academic Affairs Units—Elza Ibroscheva Vice Chancellor for Administration Units – Morris Taylor Student Affairs Units including Student Organizations—Jeffrey Waple Foundation and University Advancement—Rachel Stack Athletics—Tim Hall |
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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 getinvolved.siue.edu
- 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
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.
- Open the App and enter the Event Access Code
Submitting an Attendance List
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.
