Office for Student Engagement

Division of Student Life

Health & Safety Guidelines for Student Meetings and Events

Adapted from the Oregon Health Authority's guidelines


General

  • Require attendees to use face coverings.
  • Require attendees to show evidence that they have completed the Daily Health Check before providing entry. 
  • Require attendees to maintain physical distance of at least six (6) feet between people. 
  • People who are exhibiting symptoms of COVID-19 symptoms or have come in close contact with others exhibiting such symptoms within the last 14 days of a meeting/event must stay home and may not attend the meeting/event. 
  • Meeting and event hosts are responsible for registration and attendance record-keeping. Attendance records are critical and required for the college’s testing, tracing, and tracking efforts. 
  • Ahead of events, send an email communicating college guidelines to all attendees, including a reminder about physical distancing policies and face covering. 
  • Encourage attendees to practice good hand hygiene with frequent handwashing for at least 20 seconds or to use hand sanitizer (60-95% alcohol content).
  • Encourage attendees to cover coughs/sneezes with elbow or tissue. If an attendee uses a tissue, they should immediately throw the tissue away in the garbage and wash their hands.
  • Encourage attendees to avoid touching their face.
  • Ensure that ventilation systems operate properly for indoor gatherings. Increase air circulation as much as possible by opening windows and doors or employing other methods.

Distance and Occupancy

Organizers of all gatherings are required to:

  • Determine maximum occupancy of each indoor and outdoor area to maintain the requirement of at least six (6) feet of physical distance between parties, and limit the number of individuals on the premises accordingly. Use 35 square feet per person as a guide to determine maximum occupancy.
  • Maintain physical distance of at least six (6) feet between people. 
  • Determine seating and/or configuration to comply with all physical distancing requirements.
  • Assign a physical distancing monitor to ensure compliance with all distancing requirements, including at entrances, exits, restrooms and any other area where people may meet or crowd.
  • Do not combine groups or allow shared seating for individuals not in the same group.
  • Prohibit people in different groups from meeting/crowding in any area of the facility, both indoor and outdoor, including in parking lots.
  • Configure outdoor space to ensure that groups contain no more than 10 people. For example: do not set tables for more than 10 people at a table or configure concert seating in groups of more than 10 seats.
  • Remove or restrict seating or standing areas to facilitate the requirement of at least six
    (6) feet of physical distance between parties.
  • Return the space and furniture ( if moved) to the original layout. (Diagrams are posted in classrooms).

Cleaning and Disinfection

Please note that facilities/custodial staff will not have the capacity to do extra sanitizing of classrooms if they are being used outside of designated class time. If a meeting or small event is approved to use a space, the users will need to clean before and after their use.

Organizers of gatherings are required to:

  • Thoroughly clean all areas of gathering space prior to reopening after extended closure.
  • Thoroughly clean the gathering space between events according to the cleaning and disinfection requirements.
  • Use disinfectants that are included on the Environmental Protection Agency (EPA) approved list for use against the SARS-CoV-2 virus. No product will be labeled for COVID-19 yet, but many products will have a label or information available on their websites about their effectiveness for human coronavirus.
  • Assign a sanitation attendant or attendants to frequently clean and disinfect work areas, high-traffic areas, and commonly touched surfaces in areas accessed by workers and attendees/participants.
  • Assign a sanitation attendant or attendants to clean restrooms hourly during the event, and ensure adequate sanitary supplies (e.g., soap, toilet paper, 60-95% alcohol-content hand sanitizer) during all events.

Food service requirements

Event hosts must follow CDC recommendations and college guidelines related to food safety. General guidelines include but are not limited to:

  • All food must be pre-packaged, boxed, and/or wrapped when served. Buffets, meal stations, or any open food presentations will not be permitted.
  • Beverages must be individual bottles or cans.
  • Utensils must be pre-packaged and disposable.
  • Plates, bowls, and dishes must be disposable.
  • Gloves and face coverings must be worn at all times when serving food.
  • It is recommended that event hosts coordinate regular sanitization of areas before and during the event or meeting.

References