On- and off-campus events help create community on campus, especially in our academic departments and student organizations. Some events can drive additional revenue to support the University mission. During Phase I and II, in alignment with the state and local public health orders, all events at the University of Denver were prohibited regardless of size.
In Phase III the University of Denver is restricting in-person events and meetings to mitigate the potential for campus spread of COVID-19. We are providing guidance and resources to engage and build community and a sense of belonging while still minimizing the spread of the virus. Due to the limited amount of on-campus space and the prioritization of available space for student learning, events will be handled pursuant to the following procedures which will be in place through December 31, 2020 unless state or local ordinances require us to further limit attendance or change other aspects of our current phase III plan.
Event General Principles
- Units should host most events and activities in virtual environments rather than on campus, and to only request approval for in-person events for essential events.
- Essential events are defined as any gathering of 10 or more people who are gathering on University property, or on University-affiliated properties, for essential business purposes that include but are not limited to: social, programmatic, organizational operation, or training-based needs. This includes events sponsored by the university, colleges, schools, departments or units, as well as student-sponsored events.
- Maximum attendee count is 50 for indoor events and 100 for outdoor events
- On-campus internal events should consist of members from the DU community and have an active 87# to follow university COVID protocols. External attendees are not permitted except for guest speakers who must follow visitor protocol.
- On-campus external events are allowed in three units with specific external event protocols and are also responsible for assisting in contact tracing: Burwell Center (for alumni engagement), Admissions (prospective family engagement), and Knoebel Events (external only event intended to serve the programmatic needs of our students).
- Events may occur on or off campus but on-campus events are strongly encouraged. Student organized events are to be on-campus unless an exception is approved by division leadership.
Event Approval Process for In-person Events
Events will be evaluated and approved by the Event Advisory Group and COVID Coordinator.
- The Event Advisory Group consists of representatives from Chancellor, Provost, Conference & Event Services, Facilities Management, IT, Risk Management, General Counsel, Campus Safety and other key offices.
- Each request will be reviewed to identify questions or possible conflicts with the university’s COVID protocols. Upon approval, Conference & Event Services staff will notify event requestor and work with the appropriate system to reserve the requested space.
Prior to Event Advisory Group review, event requestors must obtain approval from their division leader to hold an in-person event. Division leaders must agree to the following for both on-campus and off-campus events:
- the event purpose meets the outlined definition
- there is substantial evidence that the risks of an in-person mode outweigh the minimum risk of a virtual mode
- budget is within the financial resources of the division and in alignment with the universities spending reduction request
Additional decision criteria for off-campus venue:
- lack of available space on campus
- venue protocols align with university protocols
- sufficient staffing to ensure protocol adherence
In-person gatherings <10 people will be treated as meetings and not require prior approval to schedule.
Student organizations should consult the forthcoming Student Event Protocol for additional planning approval steps. Student event questions should be sent to the Office of Student Engagement.
Event Safety Requirements
Event hosts are responsible for ensuring adherence to COVID safety protocols by all participants.
- Events must be designed to limit or avoid all sharing of objects. Objects that must be shared must have cleaning procedure between users.
- All event staff and participants are required to wear masks, to obey the six-foot social distancing, utilize the universities symptom monitoring survey system and utilize hand sanitizer stations provided at the venue.
- Event staff must develop a contactless check-in process that facilitates contact tracing as well as design staggered arrival and departure schedules to minimize large lines or congestion.
- Floor markings are required at the entry to promote social distancing during checking.
- Because aerosols are expelled at greater velocities and volumes as people speak louder, indoor events will be required to manage sound levels to reduce the spread of the virus.
This information is intended to provide the framework for our phase III event protocols. More detailed event protocols are being developed and will be posted soon on the COVID protocol webpage. Please direct any questions about this guidance to COVIDcoordinator@du.edu.
All course materials and books are available through the University of Denver Bookstore which is managed by Follett, a national retailer. During Phase I and II, the University of Denver Bookstore primarily operated virtually taking online orders with fully integrated Financial Aid awards and providing free shipping to students. The Bookstore was open by appointment only and for limited operating hours during portions of Phase II.
In Phase III, Follett’s readiness plan seeks to provide services at several college campuses in a safer manner that reduces the spread of the virus. The plan reduces in-store foot traffic to meet social distancing guidelines at retail locations by promoting online ordering and integrating financial aid awards to streamline the process for students. After ordering online students can pick up books and course material from the Bookstore. DU and Follett, together, are exploring the opportunity of delivering some of the orders to one or two campus locations during peak operation at the beginning and end of the term.