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Engagement/Events Guidelines


Events and Gatherings

Even when State and County guidance allows for events or gatherings, great care must be taken to limit and prevent the community transmission of COVID-19 within our UMD community. With a focus on reducing the density of the campus population for fall semester, events and gatherings must be limited. These guidelines herein were developed by the COVID-19 Student Life Working Group.
 
Event organizers (including facility managers, academic departments, student organizations, and those professional and paraprofessional staff that support external visitors and student life and engagement) are strongly encouraged to prioritize alternatives to in-person gatherings. Those organizers who believe an in-person gathering is essential must adhere to the following guidelines:
 
  1. APPROVAL REQUIRED: Subject to allowances of the State of Maryland and Prince George’s County:
    1. Appropriate VP or designee review for any event or gathering to exceed 25 persons.
    2. Maximum group size is currently 50 persons, in accordance with Prince George’s County Health Department Prince George's County Health Department Guidance
    3. Each vice president will develop a procedure for review and approval.
  2. Existing program and facility policies remain in effect unless otherwise affected by this guidance or Guidance for VPs for Increased On-Campus Operations.
  3. Event organizers must communicate to attendees the expectations of the UMD community and adherence to hygiene protocols per Guidance for VPs for Increased On-Campus Operations. Organizers are responsible for enforcement of all policies and expectations with attendees.
  4. University-sponsored events to be held off campus must comply with these recommendations. Events to be held out of the state must also comply with state/local laws (or guidance) in which the event is being held.
  5. Event organizers must adhere to all policies and expectations of University Facilities Management and their own unit staff per Guidance for VPs for Increased On-Campus Operations
  6. Events and gatherings will generally be closed to the public (defined as those who are not students, faculty, and staff), unless approved by the appropriate vice president or their designee.

The University is committed to health and safety principles in order to reduce the risk of transmission.

  1. All events and gatherings will adhere to UMD Health and Safety Standards per Guidance for VPs for Increased On-Campus Operations.
  2. Event sponsors should have a supply of disposable face coverings to distribute to participants without one at the controlled entrance to the event. Participants who refuse will not be allowed to attend the event.
  3. Event organizers for both outdoor and indoor gatherings and events must make available alcohol-based sanitizers. Costs associated with the event will be borne by the event organizer.
  4. Facility managers and identified building safety officers will determine specific space occupancy, in accordance with current State and County regulations and in consultation with the Office of the Fire Marshal. Refer to Guidance for VPs for Increased On-Campus Operations for guidance on permitted attendance.
  5. All third-party vendors (e.g. speakers, security, audio-visual, etc) contracted to perform services on campus must adhere to the University of Maryland Contractor Requirements for Conducting Business on Campus during COVID-19 which can be found on the Procurement and Strategic Sourcing website.

  1. It is the responsibility of event organizers to monitor attendance at the event to ensure the number of attendees does not exceed permitted maximum occupancy and required physical distancing is maintained.
  2. Facility managers must designate separate entrances and exits when feasible.  Event organizers must ensure participant compliance. Whenever possible there should be a single entrance and a single exit. All exits must be available for emergency use and must be indicated with signage approved by the Office of the Fire Marshal.
  3. Lines to enter an event must comply with six-foot physical distancing (or current guidance) and be marked accordingly on the ground.
  4. Facility managers will hold the organizer accountable for compliance and will work with organizers to comply with guidelines.  Facility managers are authorized to close an event when procedures are not followed.

 

  1. There must be at least one person at each entrance and exit to an event to control flow of participants and ensure adherence to safety protocols.
  2. All event staff must wear face coverings and have watched the Terps Protecting Terps training video at return.umd.edu.
  3. Event organizers are responsible for providing appropriate supplies for all staff and/or volunteers working the event, such as hand sanitizer that contains at least 60% alcohol, tissues, trash baskets, disposable face coverings, and cleaners and disinfectants.
  4. Event organizers should be prepared for staff absences. This may require scheduling additional staff.

 

  1. The Center for Disease Control (CDC) provides guidance for events and gatherings.  This information can be found at considerations-for-events-gatherings.html.
  2. Per CDC guidelines, if there are prepaid sales for the event (e.g. advanced ticketing), event organizers should develop clear refund guidelines and ensure that it is understood when payment is made.
  3. All ticket sales or registrations must be in advance. No ticket sales or registrations will be conducted on the site of the event or gathering. 
  4. When scheduling events, organizers should be aware of other events taking place in the same facility to ensure that physical distancing in public areas is possible.

 

  1. Facility managers and building safety officers will develop health and safety protocols according to UMD standards:
    1. Cleaning and disinfection: https://umd.edu/4Maryland//environmental-cleaning-and-disinfection-guidelines
    2. Physical distancing: https://umd.edu/4Maryland/physical-distancing-facilities-guidance
    3. Building systems: https://umd.edu/4Maryland/building-systems-guidelines
  2. Individuals with disabilities (visible or invisible) are given first priority in elevator use.
  3. Doors that are not fire doors may remain propped open where possible and appropriate and approved by the Office of the Fire Marshal to reduce touch points in high touch areas.  Propped doors must be monitored by event staff.
  4. Facilities staff must be trained to support event attendees with expectations and instructions on how to meet public health standards.
  5. Event organizers will receive information on maintaining the health and well-being of campus visitors.  Prior to reserving space on campus, university event organizers and student organizations will be required to complete an online training program reinforcing standards for university event/meeting facilities. 
  6. STAMP staff will communicate expectations and protocols to student organization leaders including SGA, GSG, Greek letter organizations, student affairs and academic colleagues so that they can transmit this information and/or include it in their own work.
  7. All student organization events should begin by consulting with staff in the Student Organization Resource Center (SORC).
  1. Student organizations are not allowed to distribute or sell food (e.g. bake sales, selling franchise food items, etc.)
  2. Food service will be limited in events to reduce risk to public health.  Food may be secured from Food Court Venues and/or Dining Services and should be provided in boxed and/or a packaged format to reduce risk of exposure. Buffets are not allowed.
  3. Outside caterers are not permitted.
  1. Student organizations are expected to create virtual programming as alternatives to in-person events, meetings and programs.
  2. Student organization in-person events and meetings must be reviewed and approved by the Student Organization Resource Center (SORC).
    1. Student organization advisors will receive notice of a pending event in the Stamp and will be encouraged to work with their group’s planning and execution of the event.
    2. Students and/or registered student groups who fail to get approval may be referred to the Office of Student Conduct
  3. Student organization gatherings at any UMD facility must adhere to physical distancing for on and off campus meetings and comply with State and County current restrictions regarding size of gathering per this guidance. It is the responsibility of student organization leaders/organizers to be informed of applicable restrictions.
  4. Student organizations that conduct events/meetings in classroom buildings are expected to reserve space and to comply with all UMD, State, and County standards required to maintain public health.  
  5. STAMP staff will craft and execute training for registered student organization advisors to provide them information about risk management, expectations for maintaining public health, and ways to enlarge impact using new technologies.  Students will be ineligible to organize events until the training is completed. 
  6. STAMP staff from SORC and those that advise student groups will work to develop training, checklists, and other tools to be used in planning meetings and events. This material will detail what is required for event approval and will be provided to all colleagues in academic and student affairs units that advise student groups. 
  7. Advising for groups will take place both in real and virtual formats.
  8. Student organization travel and overnight stay will be prohibited.
  9. Fundraisers must leverage electronic money exchange (e.g. Venmo) instead of collecting cash.
  1. RecWell facilities will be open so long as students and members will be able to use all physical distancing and cleaning best practices in all designated areas.
  2. RecWell programming such as group exercise classes, club and intramural sports competitions should be limited based on campus physical distance guidelines and pre-approved by an identified senior staff member.
  3. RecWell will limit the number of participants utilizing spaces at a time in order to control density.

 

  1. University-owned fraternity and sorority houses will be open so long as residents will be able to use all physical distancing best practices in all designated areas. Dining facilities inside the houses will permit residents to maintain appropriate physical distancing and best practices for food service facilities.

 

  1. Third-party events hosted in University facilities by an external entity/organization must receive approval from the appropriate Vice President or their designee.
  2. All third-party events must have an assigned UMD facility coordinator and follow all established guidelines for events on campus.  When there is no clear facility coordinator (as is the case with some outdoor venues), third-party organizers must contract with Conferences & Visitor Services and are responsible for associated program management fees.
  3. Requests for third-party programs must be submitted through a designated facility manager or Conferences & Visitor Services.
  4. Refer to UMD Policy VI-4.10(A) UNIVERSITY OF MARYLAND POLICY AND PROCEDURES FOR THE USE OF FACILITIES AND OUTDOOR SPACES

Resources

Guidance for VPs for Increased On-Campus Operations
UMD Working Alone Guide
Safety Information for Researchers Working On-Campus Through Severe Research Restriction
Additional information is available at  https://essr.umd.edu/

About

The University of Maryland, College Park is the state's flagship university and one of the nation's preeminent public research universities. A global leader in research, entrepreneurship and innovation, the university is home to more than 41,000 students, 14,000 faculty and staff, and 388,000 alumni all dedicated to the pursuit of Fearless Ideas. Located just outside Washington, D.C., we discover and share new knowledge every day through our renowned research enterprise and programs in academics, the arts and athletics. And we are committed to social entrepreneurship as the nation’s first “Do Good” campus.

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Spanning 12 schools and colleges, Maryland offers more than 200 degree-granting programs, many of them ranked among the best in the country. Our faculty includes three Nobel laureates, two Pulitzer Prize winners, 60 members of the national academies and scores of Fulbright scholars. And our students, who include the highest achievers in the state and nation, enjoy experiences unique to our location just outside the nation’s capital, including internships, research, and leadership and service opportunities.

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The University of Maryland is one of the world’s premier research institutions. With our strategic location and scores of partnerships with government and businesses, UMD conducts groundbreaking research on some of the biggest challenges facing our global community, including cybersecurity and terrorism, bioengineering, public health equity, food safety and climate change. We strive to discover new knowledge and put it to work through innovation and entrepreneurship, advancing economic development and transforming lives. 


The newly launched Innovation Gateway will guide you to the resources, programs, partners, and spaces you need to activate and scale your fearless ideas into innovations that launch new ventures, catalyze growth, and advance economic development.

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At the University of Maryland, the arts, the humanities and the sciences intersect to address important societal issues and shed new light on the human experience. Our vibrant campus arts community collaborates with local and national cultural organizations such as the Phillips Collection, Kennedy Center and Folger Shakespeare Library. Student and faculty artists, designers, historians, writers and performers are exploring new media, presenting new perspectives, investigating new techniques and engaging new audiences.

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Home of the Terrapins, the University of Maryland has one of the nation’s most recognizable and successful athletics programs. More than 550 student-athletes compete each year in 20 intercollegiate sports—12 for women and eight for men. Since 2005 alone, Maryland has won 19 national championships, including NCAA titles in women’s basketball, men’s soccer, men's lacrosse, women’s lacrosse, and field hockey. Since joining the Big Ten Conference in 2014, UMD has won a combined 32 regular season and tournament championships. Fear the Turtle!

Our Commitment to Student-Athletes

At the University of Maryland, our commitment to the safety and well-being of our students is paramount and resolute. For our student-athletes, that means both on and off the field.
The University of Maryland is committed to accountability, transparency, and fairness and is working to ensure our program upholds the values of our University.
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The Terp experience extends beyond classrooms, labs and studios. It encompasses residence halls and dining halls, clubs and sports, fraternities and sororities, campus events and performances, and countless off-campus destinations. Maryland touts 800-plus student organizations, dozens of prestigious living and learning communities, and countless other ways to get involved. Students here can create a unique identity and grow as individuals, even as they’re part of a close-knit and diverse community. 

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Coronavirus Updates:
We have worked diligently to develop and enhance plans for reopening our campus while prioritizing the health and safety of our community members. Hundreds of faculty, staff and students have collaborated in work-groups and teams to create and maintain a physically distant, yet academically and socially rich environment for the fall semester. Our plans continue to be coordinated with state and county health officials, with additional guidance provided by the University System of Maryland. Latest 4 Maryland Updates

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