***Important Information for Event Sponsors***
As a result of COVID-19, many classes have been scheduled in traditional meeting / event spaces to allow for physical distancing, especially the larger ballrooms and auditoriums. Events will follow the same state and federal guidelines to accommodate event requests and mirror what academics is doing for classes. Presently, the directive on campus is for all attendees to wear masks in facilities and at events, with no more than 10 attendees and COVID-19 setup capacities to maintain physical distancing.
Staff are working to reschedule events that have been bumped by the academic class schedule or that have expected attendance numbers above COVID-19 capacities for the rooms currently reserved. All event sponsors are asked to:
- First, if at all possible, hold the event entirely virtually.
- If that cannot be done effectively, consider a virtual component for your in-person event to reduce attendance and allow for physical distancing. This will also allow anyone who is uncomfortable or unable to be in attendance to participate virtually.
- Then only if necessary, plan for the in-person event.
Once sponsors have made this determination, they should immediately to go VirtualEMS, the online scheduling tool, and CANCEL the event if being held virtually or if attendance could exceed the COVID-19 capacity of the scheduled space. COVID-19 capacities can be found on the University Facility Summary. Then and only then, submit a request to reschedule the event in a larger room. VirtualEMS has been updated with COVID-19 setup capacities.
Some event types have spacial considerations in addition to physical distancing and masks:
- Fairs, open houses, poster sessions, etc. should map out one-way traffic flow with separate entrance and exits with guests staying 6′ apart.
- Events with food will require guests to remove masks to eat and special care should be given to maintain 6′ of physical distancing. Sponsors should consult with JMU Catering for options that prevent guests from potentially contaminating food and sharing service utensils, etc.
- For indoor and outdoor tabling, all participants must maintain proper social distancing between themselves and the people approaching the table.
- Outdoor events should plan for physical distancing, especially for events with freedom of movement. If guests will be interacting face to face with other guests or presenters, masks are required.
- Vocal / musical / theatrical events require 10′ of distance between each of the performer(s) and between the performance and the audience. Attendees must maintain at least 10′ of distance where singing or cheering is performed, and at least 6′ of distance for all other settings.
- Banquets will be limited to three guests per 5′ round table. JMU Catering will provide guidance for a safe catering experience.