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2020-2021 Academic Year Interim Event Policy

Events at UW-Eau Claire

In light of guidance from state and federal agencies to suspend large events, as well as the academic need to utilize large campus spaces as physically distanced classrooms during the coronavirus pandemic, UW-Eau Claire is canceling existing reservations and space rentals from off-campus entities for the 2020-21 academic year.

This action will help prevent outbreaks of COVID-19 when college students return to campus this fall by limiting the number of people beyond university faculty, staff, and students utilizing shared spaces. Accordingly, this interim policy places a moratorium on taking new reservations for off-campus entities this academic year.

In-person events sponsored by university entities — including student organizations, departments, programs, and administration — will require compliance with physical distancing and personal safety guidelines, and are subject to approval from divisional heads. University organizations may not sponsor off-campus entities to help them secure room reservations. Audiences for university events should be limited to students, faculty, staff, and administrators, though some events may make live streams available for public viewing. Decisions regarding campus events may be reconsidered as pandemic conditions change.

Practice Directive and Exception Protocol

Directive

Events and programs that include one (1) or more off-campus attendees may be allowed if approved through the following Event Exception Protocol. Off-campus attendees include any person who is not a current student, faculty, staff or administrator at UW-Eau Claire.

All event and program attendees must follow policies described in the Blugold Flight Plan and all off-campus attendees must follow the COVID Visitor Policy. The event organizer is responsible for enforcing these policies 

Event Exception Protocol

  • Event sponsors must complete and submit an Event Exception Request Form at least two (2) weeks prior to the event.
  • The Event Exception Review Team will review the request based on risk assessment related to maximum attendance, space limitations, health and safety management, public health trends and other event related needs.
  • The Event Exception Review Team will communicate a decision, including any conditions of approval, within ten (10) days of submission.
  • Decisions of the Event Exception Review Team are final and there is no appeal process.

Guiding Principles

  • Virtual functions are encouraged when possible. LTS remote services are available here.
  • This directive applies to all on- or off-campus organized activities (meetings, athletics, club sports, recreation, intramurals, registered student organizations, etc.) held both indoors and outdoors in all University owned, controlled, or temporarily organized spaces.
  • University sponsored functions will be prioritized over non-University sponsored functions. This is imperative as limited event space will be available due to capacities and classroom needs of campus.
  • All meeting and event sponsors are required to record attendance to aid in contact tracing, if needed.
  • Members of the Event Exception Review Team will be determined by the Vice Chancellor for Finance & Administration and include representation from across campus.
  • Administrative support for this directive will be provided by Conferences & Event Services.
  • Failure to comply with this directive may result in:
    • Loss of access to future use of facilities,
    • For staff, reporting to supervisor for non-compliance,
    • For students, reporting to the appropriate student conduct process

Questions

For questions, please contact eventservices@uwec.edu.