Room Reservations

Units are no longer restricted for capacity of events. Units should continue to request approval of events through their leadership. Units should strive to plan events utilizing best infection control practices for minimizing the potential for spread of COVID-19. The following should be considered when planning an event:

• Smaller gatherings are preferable to larger gatherings.
• Outdoor events are preferable over indoor events.
• Enclosed structures (tents) should not be used; canopies are acceptable.
• All outdoor events, activities, and structures (e.g. canopies) must be coordinated through Facilities & Operations Outdoor Events.
• Where feasible, ResponsiBlue should be used for indoor events to indicate compliance with testing, and screening requirements, as applicable.
• Signage must be posted to remind those that are not vaccinated to continue to distance and mask, if indoors.
• Keeping a log of names and contact Information for attendees is helpful to aid in case investigation and contact tracing (if feasible).

Prior to providing catering for any events, please check with your unit leadership for approval given current financial restrictions on this type of spending. Refer to the section on gatherings for further details. Generally speaking, catering on campus should follow the following as guidance for infection prevention:

• Outdoor events are preferred over indoor events.
• Pre-portioned and pre-packaged/prepared items are preferable, such as boxed lunches or boxed salads. Caterers can pre-package entrees that would normally be served on a buffet.
• Social distancing is preferable but if distancing is not feasible, groupings of individuals at 6 per table with distancing between tables is preferred over open seating.
• Hand sanitizer must be available for all participants / servers.
• In general, disposable/single-use disposables are preferable.
• For more formal catering:
  • Plated, served meals are acceptable.
  • Buffets are permitted but utilizing a server to portion out food for each person is preferred over "self-serve." options. If self-serve is used, implement other controls to minimize potential for spread like use of sanitizer for each person, enhanced cleaning etc.
  • Utilizing individually packaged food/beverage items is preferred over self-serve food or beverage stations, such as a "build your own" salad bar or sundae bar.
  • Touch-free options for beverage stations or condiments are preferred over shared surfaces. Servers can also be used for this with individual packets being preferred over shared condiments/dispensers.
  • Catering items that increase contact between servers and guests are discouraged, such as action stations or hand-passed hors d'oeuvres.