Meetings and Event Guidelines

Based on current conditions and in support of the Viking Flex Plan, Augustana on-campus, in-person events are open only to currently enrolled students, faculty, administrators, coaches and staff; the public may not attend at this time. 

Meetings and Event Guidelines

Gathering in community to share ideas, celebrate, and engage in a wide variety of activities is a valued component of the Augustana experience. For the purpose of these guidelines, an event or meeting is any gathering of two or more people in a space owned or rented by Augustana University and, as such, must adhere to the following guidelines.


The safety of our community is the highest priority. Group gatherings and prolonged interactions have proven to increase the potential risk of COVID-19 infection and spread. These guidelines are designed to help event planners determine an event’s potential viability and, if viable, what will be necessary to effectively implement all of the necessary health and safety protocols. Answering the following questions is the first requirement of event planning in a pandemic.

  • Does this event need to be in-person?
  • Can the goals of the event be accomplished in a virtual format?
  • Is the event essential in the midst of a health crisis?

Whenever possible, choose to create a virtual experience or forgo the event. If an in-person event or meeting is the best/necessary option, proceed only if able to follow each of these guidelines.


Campus, local, and regional conditions of the health crisis will continue to be closely monitored. These guidelines will be updated/revised as President’s Council and/or local health officials deem necessary. These guidelines were updated on August 18, 2020.
These guidelines apply to all Augustana University related events which include students, Augustana employees, alumni, friends, and/or the general public. Check with the Conferencing and Scheduling Office regarding rentals or partnership events.

 

TABLE OF CONTENTS

General Checklist for all events
Specific Types of Events
Indoor Events
Meetings/Gatherings
Outdoor events
Events with Food
Pre-Event Communications
Signage/Event Materials
Tickets/Check-in
Attendance Tracking
Events with cost (with public)
Free Events (with public)

Student/Faculty/Staff Only events (no/few public guests)
Recognized Student Organization Events/Meeting (no/few pubic guests)
Disinfecting Spaces
Virtual Platforms
Contact List

 

General Checklist for Events

Virtual Events are preferred

  • If your event can be successfully held in a virtual format, please proceed as such.  Consider this an opportunity to be creative in design, content, and engagement.

Reserving space

  • Conferencing and Scheduling office must record all (indoor & outdoor) space reservations in their system. Tracking space usage through one office will help ensure there are adequate cleaning supplies available, spaces are properly prepared before and reset/cleaned after use, and will assist with contact tracing if necessary. Visit the Conferences and Scheduling page for more. 

Physical Distancing (limited capacities)

  • Any in-person event (indoor or outdoor) must follow adjusted capacity guidelines provided by the Conferencing and Scheduling Office. Physical distancing expectations are 48 sq ft per person. Seats, rows, or sections may be blocked/taped off in areas with pre-built seating to ensure capacity limits are clearly identified and implemented. Performance/athletic events where several attendees are anticipated/confirmed to be part of the same household/pod may use percentages in establishing maximum capacity. 

Limit Touchpoints

  • Minimize touchpoints at all events. Tickets, printed programs, etc. should be eliminated or minimized whenever possible. No buffets or self-serving stations with utensils will be permitted for the Fall of 2020.

Attendance Tracking

  • Prepare a plan for recording all attendees at your event for pre-event communications and contact tracing. Pre-registration forms, ID swipes at the door, and ticket sales are all options for tracking attendees.  Ticketing/Pre-registration

Masks

  • Masks must be worn by attendees in accordance with the campus mask policy.

Disinfecting spaces

  • Plan to disinfect the event space after your event.

Pre-event Communications

  • As many events have the potential for change, it will be important to communicate with guests in advance about event flow and other modification. Encourage attendees to practice good hygiene and stay home if experiencing any symptoms or feeling ill. Pre-event communications


For Specific Types of Events

Indoor Events

  • Physical distancing expectations are 48 sq ft per person. Check with the Conferencing and Scheduling Office for room capacities. Seats, rows, or sections may be blocked/taped off in areas with pre-built seating to ensure capacity limits are not exceeded.
  • Performance/athletic spaces where several attendees are anticipated to be part of the same household/pod may calculate capacity using the following percentage of available seats:
  1. Athletic Facilities = 50%
  2. Hamre Hall = 20%
  3. Theatre = 25%
  4. The Campus mask policy should be followed at all events/meetings/gatherings.

Meetings/Gatherings

  • Whenever possible virtual meetings should be held to minimize contact with individuals and the need for cleaning.
  • If in-person, physical distancing expectations are 48 sq ft per person. Check with the Conferencing and Scheduling Office for room capacities.
  • The Campus mask policy should be followed at all events/meetings/gatherings.
  • All meeting/gathering spaces on campus should be disinfected before you leave. See disinfecting guidelines.

Outdoor Events

  • All outdoor spaces will be reserved through the campus scheduling office.
  • Spacing and physical distancing requirements will vary.
  • Outdoor spaces with barriers and prebuilt seating:
  1. Capacity limits must be determined and guests will be asked to maintain a physical distance of 48 sq ft per person. Check with the Conferencing and Scheduling Office for capacities.
  2. Signs or markers should be used to maintain a physical distance of 48 sq ft per person in any queued line for restrooms and/or concessions.

Outdoor spaces without barriers:

  • Capacity limits will be determined and guests will be asked to maintain a physical distance of 48 sq ft per seated person and 36 sq ft per standing person. Check with the Conferencing and Scheduling Office for capacities.
  • Event hosts will need to work with university logistics to determine an entry point/check in station, and must notify guests of event flow. Blue and yellow feather flags are available for use from the Conferencing and Scheduling Office to help mark entry/exit points and check-in stations.
  • Signs or markers should be used to identify/maintain physical distance of 6 ft at the entrance to and in bathroom facilities.
  • When outdoor spaces are booked, yard signs will be placed to indicate the space is reserved.
  • If additional trash cans are needed for your event, the request should be made during space scheduling. To minimize contact, you may be asked to leave the lid open for the majority of your event.

Events with Food

  • If your event traditionally has food, you may want to reconsider. Proper food handling is an important safety concern. To ensure the safety and health of all guests on campus, it is required to work with Augustana Dining/Catering Services for any food and/or beverages at your event.
  • Potlucks are prohibited.
  • Open air buffets/receptions are not recommended for the Fall of 2020. Augustana Dining Services/Catering offers a variety of pre-packed/wrapped food options for your event. They have updated their catering menu to reflect their “Simply to Go” program. Traditionally served banquet events will follow the Augustana Dining guidelines.
  • Augustana Dining/Catering can assist with purchasing pre-packed food options. They may also grant a waiver for some food requests at their discretion. Contact Ashley Bohlen at ashley.bohlen@augie.edu or call 605.274.4415.

Pre-Event Communications

  • Prior to an event, communications to attendees should be sent with the following information:
  • Event flow: Where to enter, where to exit, changes from past events if it has been recurring.
  • Attendee tracking: Inform attendees of ticketing/pre-registration procedure and if purchasing in advance/registration is required. Students/Faculty/Staff - inform attendees if they will need to bring their ID to swipe at the door.
  • Campus mask policy
  • Drinking fountains will not be in use at event spaces.
  • Advise guests to stay home if sick.
  • Alternative viewing options: (see video and live-streaming options below) You may want to inform guests if there are alternative options to attending your event.

Signage / Event Materials
Creative Services can assist with any specifically logoed or designed event signs or materials, such as programs. Project requests must comply with project request timeline guidelines.

  • Programs: Submit a request to marketing@augie.edu to post your program at augie.edu/programs for each day’s events. Creative Services can assist in designing and creating a PDF.
  • Google Sites could also be used to create a digital program.
  • Signs: Event flow signage should be established with coordination of the Conferencing and Scheduling Office for your specific event.
  • Conferencing and Scheduling will help you coordinate if there are other events happening in the same area at the same time.

Tickets/Check-in

  • Each event host will be asked to provide a number of expected attendees for their event and have a system to control the maximum number of guests allowed for the space.
  • Staff/ushers at check-in stations, ticket booths, program stations, and/or other entry points are required to wear masks.
  • Plexiglass and hand sanitizer will be available from Facilities Services to create additional barriers and sanitization when needed for employees/students working these stations. These additional resources are limited and must be reserved with sufficient advance notice.
  • Purchasing tickets or pre-registration online should be encouraged to minimize in-person contact at events.This data collection prior to an event will also be beneficial in communicating event logistics and flow, post-event health notices and requests for donation if tickets are not sold.
  • It will be the responsibility of the event host to determine refund policy if tickets are sold in advance. Current policy on the website states that no refunds will be issued.

Attendance Tracking
Collecting attendance information is a best practice for many reasons, including maintaining contact with guests regarding future events. However, in our current public health crisis, it is essential that we track attendees at each event to assist our community in its contact tracing. This practice is essential to the health and safety of all. Attendance must be documented at any in-person event. Be prepared, when requested, to provide your list with contact information if contact tracing becomes necessary.

  • At least one person’s contact information should be collected for each ticket or registration.
  • Augustana uses the Vendini ticketing system. See David Primus or Jennifer Meiners if you need assistance with Vendini. Please contact them at least two weeks prior to the ticket sale date.
  • iModules can also provide an online pre-sale option. See Jennifer Meiners if you need assistance with IModules.

  • Create a pre-registration for free events in order to collect attendee information.
  • Options for pre-registration and attendee tracking:
  • Google forms - see Cheryl Swanson for assistance.
  • IModules - see Jennifer Meiners for assistance.

Student/Faculty/Staff Only Events (no/limited public guests)

  • Use the method that minimizes touchpoints and works best for your audience
  • To use Viking Central Attendance Tracking
  • Create the event on a Viking Central organization page.
  • Check out an ID swiper from the Center for Campus Life.
  • At your check-in, you’ll need a laptop with a USB port to connect the ID swiper.
  • Encourage attendees in pre-event communications to bring IDs.
  • To use Viking Central Forms for Pre-Registration:
  • Create a form on a Viking Central organization page.
  • Include the published link in event advertisements
  • Other methods for smaller group events
  • Google calendar invites/attendees

Recognized Student Organization Events/Meetings (no/limited public guests)

  • Events must be submitted through Viking Central, consider event visibility
  • Visibility: Public - needs approval & populates the augie.edu/calendar, submit at least 1 week in advance.
  • Visibility: Students & Staff - needs approval, submit at least 1 week in advance.
  • Visibility: Organization Members Only - doesn’t need approval, can be created on the spot.
  • Tracking Attendance at the Event
  • ID swipers can be checked out from the Center for Campus Life; you’ll need a laptop with a USB port at your event to utilize the swiper.
  • ID numbers can be entered manually using a laptop or mobile device without an ID swiper, but this option isn’t touchless so you’ll need to disinfect between each person or have 1 person type all ID numbers.
  • For events that require pre-registration or sign up, use Viking Central Forms.

 

Disinfecting Spaces

There is a difference between disinfection and cleaning. Disinfection renders viruses inactive but does not necessarily take the virus off the surface. Cleaning both disinfects and removes the remnants of anything off the surface. The requirements of all event planners will be to disinfect all touch points when done. The custodial team will continue to disinfect and clean on a regular basis.

  • Disinfection will be accomplished by spraying the touched surface until wet, leave the spray bottle where you found it, and walk away. This disinfection SHALL NOT be sprayed directly on electronics but onto the microfiber cloth and the cloth will be used to disinfect the electronics.
  • Disinfection kits can be checked out from your primary sponsor organization main office (for example:  Athletics, Recreational Services, Theatre, Music, etc.).
  • Disinfection bottles will be found in each conference room for your use after the event.
  • Drinking fountains will NOT be in use during your event.

Some Virtual Event options
Zoom

  • Attendee size: Augustana’s license is for 300 participants. The size may be increased to 500-1000 attendees at an additional charge.
  • Reactions: Allows for audience reaction.
  • Chat: Allows for chat.
  • Host control: Control entrance/removal from meeting, disable mics/videos of attendees, share screen.
  • Other features: Break out rooms for group discussion.
  • Recording Option: Yes.
  • Training: Zoom Video Tutorials
  • Note: Augustana employees should create an account with their first.lastname@augie.edu email account.

Google Meet

  • Attendee size: Up to 100 participants.
  • Reactions: No.
  • Chat: Allows for chat.
  • Host control: Control entrance, share screen.
  • Recording Option: Yes.
  • Training: Hangouts Meet Training and Help

Social Media platforms (YouTube, Facebook, Instagram, etc.)

  • Attendee size: Unlimited.
  • Reactions: Yes.
  • Chat: Allows for comments.
  • Recording Option: Automatically records.
  • Requires access to one of these accounts.
  • Facebook Live: Tips for Using Facebook Live
  • IGTV: IGTV | Instagram Help Center


Contact List

Catering

Creative Services

Conferencing/Scheduling/Logistics

Google Forms

ID Swipers

iModules

Vendini/Ticketing

Viking Central

Technology