Hosting Events in the Student Centers During COVID-19
COVID-19 has changed the way events will work in the Student Centers for the 2021-2022 academic year. If an event can be successfully held virtually, it should be strongly considered. If you would like to move ahead with getting an in-person event approved, the process varies both by your organization type and the size of your event. The Student Centers will certainly work with you to find and hold suitable space while you navigate this process and your event manager from our team once you’ve placed a hold on space will be able serve as a resource in the planning of your event and any venue-related questions you may have as you seek approval of an event. For full guidance on in-person events, please see the latest document for Guidance on Non-Instructional Meetings.
Please Note: An application for an event is not guarantee of approval, nor is an approved event a guarantee of space in the Student Centers. All space requests will be evaluated on an ad hoc basis and in consideration with current guidance on COVID from the University, city, and state.
For University Departments
If your total attendance will be greater than 25 people: The most current version of the In-Person Event Request Form needs to be submitted and reviewed via your Division’s process. If you’re unsure of who that form goes to, talk to your department head and they may be aware. For many divisions, these requests are going to your area dean or their proxy. You may forward proof of approval to your Student Centers Event Manager.
For Student Organizations
Updated In-Person Student Event Protocols
We are excited to announce that RSOs are permitted to hold in-person events. These gatherings must adhere to all Chicago Department of Public Health and University guidance for in-person gatherings at the time of the event. Event protocols are subject to change throughout the year as conditions warrant. Depending on the nature and size of your event, you may be required to limit attendance, include event staff to monitor COVID protocol compliance, and/or implement other mitigations for health and safety purposes. Please note that if you expect more than 100 attendees at your event, you must first seek approval from Campus and Student Life by filling out this request form.
All University facilities have been through a rigorous assessment of their ventilation systems and may have updated capacities or capabilities. Check the venue websites or with the venue managers to learn about any changes. Updated capacities for Student Centers spaces can be found on our Facilities & Capacities Page.
More information on the approvals process and best practices for gatherings can be found on the CLI website. We ask all RSO leaders to become familiar with these materials in order to plan successful events that prioritize health and safety. We encourage you to contact CLI advisors and Student Centers event staff for support while planning any gathering.
COVID-19 & Capacities
To see our latest capacities for our event spaces, please visit our Facilities & Capacities Page.
Mandel Hall Video Streaming
The Student Centers team has been hard at work to provide new equipment and resources for video streaming and recording in Mandel Hall. We are now capable of providing 1-2 camera video shoots to produce live event streams or staged video and audio recording sessions. Recorded material can be taken to be edited and distributed at a later time if a higher level of post-production is desired (The Student Centers do not provide any post-production services at this time). Our primary goal is to offer a socially distanced experience, without making the video production cost prohibitive. For more information, watch the video below our contact our team at firstname.lastname@example.org to set up a consultation call with our team.
The Event Collaboration Workgroup has worked to put together a few resources that will be helpful in considering how to proceed with approved in-person events.
- The Event Planner Worksheet is intended to help lead event planners from Departments and Student Organizations to know what information they need to be focusing on. While it is not an all-inclusive list, this worksheet is an excellent resource for beginning to determine what you need to host a successful event.
- The Venue Manager Worksheet is a resource that the Student Centers and other venues across campus will be utilizing and bringing to the event planning conversation. While it is not an all-inclusive list, this worksheet is an excellent resource for understanding what venue managers will be considering as they begin work toward hosting a successful event.