GUIDELINES FOR
STUDENT ACTIVITIES & EVENTS

As the University of Florida continues to move forward into the fall semester, The Office of Event Services would like to provide a guide for student organizations to aid in the management of virtual, hybrid and in-person events in response to COVID-19.

The fall 2020 semester will be conducted in-person and online with students living on-campus, and with facilities open. There will be strict physical distancing guidelines imposed limiting students to small groups, along with enhanced cleaning measures, and close monitoring of students and employees through UF Health Screen, Test, & Protect initiative. Face coverings are required inside campus buildings. As additional guidelines and policies are made at the local, state, and federal level, the University of Florida will communicate with student organization leaders.

As you utilize this guide, please contact eventservices@ufsa.ufl.edu with any questions you may have about hosting events.

Preventing & Reporting Exposure

It is important to take precautionary measures to reduce the risk of exposing yourself, your organization members and others to COVID-19. The University of Florida and UF Health have implemented the Screen, Test, Protect initiative designed to slow the spread of COVID-19. If you, someone in your organization, and/or an attendee of your event believes they have been exposed to COVID-19 contact the Student Health Care Center at (352) 392-1161 to discuss symptoms with a nurse or medical provider. To assist with Contact Tracing, organizations will be required to keep the contact information of all attendees at in-person events for a period of one month. This includes but is not limited to first/last name, phone number, and email address of all attendees.

To protect privacy, contacts are only informed that they may have been exposed to a person with the infection. They are not told the identity of the person who may have exposed them. The best way to prevent illness is to avoid being exposed to this virus, we ask that organizations assist us in supporting ongoing public health measures among their members.

All patients, visitors, faculty, staff, students, volunteers and vendors are required to wear a mask or cloth face covering when in UF and UF Health facilities, with an exception for children less than 2 years old.

Face coverings are to be worn in all classrooms, in patient care areas and when in public/common areas, including lobbies, conference rooms, elevators, stairwells, bathrooms and lounges. Face coverings are to be worn in outside areas when physical distancing of 6 feet or more is not feasible. Face coverings are also required on employee and visitor shuttles.

Exceptions include when in private offices, private workspaces with adequate physical barriers, and well-ventilated outdoor spaces where appropriate physical distancing of 6 feet or more can be maintained.

All patients, visitors, faculty, staff, students, volunteers and vendors are required to physically distance 6 feet or more, when feasible, inside UF and UF Health facilities, and when outside without a face covering on UF and UF Health property.

More information: https://policy.ufl.edu/

Wash your hands often with soap and water for at least 20 seconds, especially after going to the bathroom; before eating; and after blowing your nose, coughing or sneezing. Organizations are encouraged to also have an alcohol-based hand sanitizer available at any in-person meeting or event.
Stay home when you are sick and avoid close contact with people who are sick.

GatorConnect

Now more than ever, leveraging GatorConnect for your student organization can be a valuable tool. Incoming students are being instructed to explore student organizations on GatorConnect, especially during an involvement consultation from the SAI Involvement Team members.

Please ensure your student organization information is up-to-date on your GatorConnect profile.

While GatorConnect does not have a feature that allows you to upload videos, you can include social media account links on your profile. We encourage you to post videos or visual information showcasing your organization via social media.

Remember that interested students can also email your organization officers through GatorConnect to learn more about you. To update your social media links, just log in to GatorConnect and click “Overview” when on your organization profile. You can also post announcements directly on your GatorConnect page.

Officer Transitions & Re-Registration

As your organization has a change in leadership it is important to update your officers with Student Activities & Involvement. To request an officer update, have the outgoing President, Vice President, or Treasurer email
sai@ufsa.ufl.edu with your organization name, officer titles, student name, and UFID number (no spaces or dashes).

Once updated the new organization officers will have full access to the organizations GatorConnect dashboard.

Organizations are required to re-register each year with Student Activities & Involvement in order to stay active. Fall 2020 re-registration is open on GatorConnect starting July 1, 2020 through September 11, 2020. As part of student organization registration application, student organizations have agreed to support and implement all university policies related to the development of positive norms associated to the use of protective face coverings, increased hygiene, reduction of risky behaviors and physical distancing in all meetings, events, and activities, whether in-person or online.

Meetings & Events

As we continue to encourage physical distancing, we recognize it is important for your organization to find ways to meet as a general body, executive team, and for special events.

For the most up-to-date COVID-19 guidelines please visit University of Florida Business Affairs website, UF Policy Website, and the Centers for Disease Control.

Below you will find resources available to your organization and recommendations on how to safely meet in a virtual, hybrid, and/or in-person format.

Virtual Meetings & Events

Available to all UF students, faculty, and staff and allows for meetings up to 300 participants. When using Zoom, the university encourages groups to utilize the password feature for added security.

For more guidance and tutorials on conducting Zoom meetings, please visit https://ufl.zoom.us/

Allows organizations to create and share documents, host video conference meetings, and have conference calls all in one place.
Keeping UF Zoom class/meeting sessions private and secure is a top priority. There are settings in Zoom you can enable to ensure the only attendees of your virtual meetings/events are authorized to do so.

To prevent uninvited guests from attending, limit unwanted disruptions, and block unauthorized sharing of your screen, UFIT recommends the following resources page. The resource is written for faculty, but are applicable for all meeting sessions: https://elearning.ufl.edu/keep-zoom-secure/student/

ADA Compliance for Virtual Events

It is important to consider access and inclusion as you design events. We encourage you to have a process for students to communicate the need for ASL/Captions for your event if needed. Platforms like Zoom have built-in features to support accessibility. Student organizations can also contact the Disability Resource Center for guidance on creating accessible events.

Capture every word said with closed captioning. Zoom integrates seamlessly with 3rd party closed captioning providers through Closed Captioning REST API.
Transcripts are automatically generated and synchronized to make it easy to search and review meetings recordings.
Accomplish all major workflows with ease using a keyboard. Zoom supports Keyboard Shortcuts for easy navigation of Zoom features.
User can utilize Zoom without a screen as the platform meets latest accessibility standards.

Hybrid Meetings

Hybrid meetings and events use technology to connect participants through both virtual and in-person methods. Consult with the venue coordinator to determine technology options and associated costs. Hybrid meetings and events allow organizers to reach a larger audience and include individuals who may otherwise not be able to attend. It is important to remember this fall some full-time students may be in Gainesville, while others may be progressing with their educational goals remotely.

In-person Events

In person meetings and events are permitted based upon appropriate capacity guidance and current health standards. Capacities will be limited to adhere to physical distance policies. Smaller rooms may not be used given the inability to appropriately physically distance in a smaller space with limited entrances and exits. Organizers must consider traffic flow of people as they enter and exit the room/meeting space. Groups need to host meetings in a larger space to accommodate appropriate physical distancing. Consult with the venue coordinator who can assist with interpreting policies, reviewing safety measures, providing technology recommendations, or creating unique event setups.

Permits are required for all in-person events held on campus, except for General Body Meetings. Permits are not required for virtual events. All events will go through a review process comprised of varying campus partners. Event permits serve as a student organization’s safety plan for programs hosted on campus and permits may be denied/cancelled if safety measures are not followed. If you are planning an on-campus event in the Fall, please be sure to submit your permit in GatorConnect no later than 15 business days (3 weeks) prior to the event date. Within the permit your organization will need to agree to comply with the Campus Events and Gatherings Policy.

If your organization has any questions as you fill out your permit please contact permits@ufsa.ufl.edu.

Events with Food

Food and beverage service must comply with the restrictions and requirements established by the UF Office for Business Services. Note especially that event-related food service must minimize transmission risks:

  • Eliminate self-service areas and shared-service buffets
  • Provide only caterer- or concessionaire-prepared individual servings
  • For table-service, ensure that servers use covered plates
  • Provide pre-packaged or pre-rolled utensils at place settings, and hand wipes
  • Provide single-serve canned or bottled beverages only
  • Offer only single-use condiment packets
  • Eliminate passed/shared items such as bread baskets, water pitchers, etc.

Outdoor Events

Several outdoor locations are available for events. Reservation requests can be made through the Office of Event Services. Face coverings are required at outdoor events or gatherings held on university-owned, -occupied, or -controlled lands by all people older than 2 years of age.

Off Campus Events

Registered Student Organizations are encouraged to continue to follow physical distancing and face covering guidelines while hosting off-campus events. All off campus venues must follow Alachua County’s Emergency Order 2020-21 requiring masks and physical distancing, especially in indoor space. We suggest where possible to utilize open-air venue options.

Tabling

Tabling will be available this fall semester with specific parameters to promote the health of students.

Parameters include:

  • Wearing face covering at all times
  • Limiting to one organization representative at the table whenever possible. Maximum number of representatives should not exceed two.
  • Maintaining 6 feet physical distancing between all individuals.
  • Providing hand sanitizer at the table.
  • Using on-site event signage that includes university-approved print communications addressing mandatory face coverings and physical distancing in prominent locations. Organizations can utilize UF Health’s Ready-To-Go Assets for event signage.
  • Consider methods for contactless distribution of information and items.
    — Allow interested party to take item themselves from table, box, stand, etc.
    — Create a QR code to open a website leading them to the information.
    — Encourage them to take a photo with their phone of the flyer.
    — Invite interested party to a webinar or Zoom meeting.

Sorority and Fraternity Events & Programs

All chapters are expected to adhere to state and local guidelines and mandates, and follow the guidance of the Centers for Disease Control and Prevention. Additionally, chapters are expected to follow University of Florida guidelines and expectations for the fall semester.

This guidance may change as the virus develops and research emerges. An event hosted on campus, including at chapter houses, is expected to follow the “Campus Events and Gathering in Response to COVID-19” policy at minimum.

Any event in person must require pre-registration or onsite registration with contact information before the event as well as attendance at the event with contact information to support the contact tracing process, if needed.

Recommendations: Due to the range in chapter executive board size and available space, conduct virtually.
Recommendations: Due to the range in chapter executive board size and available space, conduct virtually.
Recommendations: Chapters should work with food service vendors to have pre-packaged single-serving meals at the facility. Meal-time should be staggered to minimize the number of members in the dining area at any time. Chapters should encourage grab-and-go style meals for students to consume in their respective rooms.
Recommendations: Limit attendance of events to 50 people indoors and 250 outdoors with 6 ft physical distancing guidelines to reduce transmission of COVID-19. Provide education to members around virus transmission when it comes to sharing food, drinks, and smoking devices. Ensure that physical distancing guidelines are practiced.

Requirements: All campus events will be reviewed by the Office of Sorority & Fraternity Affairs. Event permits must be submitted via GatorConnect within 15 days of the event to allow time for the permit to be reviewed by staff. Adhere to state, local, and University of Florida guidelines in place at the time of event. Third party vendors are to be utilized for food and beverage service.

Recommendations: Adapt philanthropic efforts to passive and asynchronous campaigns instead of in-person events. Utilize outdoor venues. Limit attendance of events to 50 people indoors and 250 people outdoors with 6 ft physical distancing guidelines to reduce transmission of COVID-19.

Requirements: All campus events will be reviewed by the Office of Sorority and Fraternity Affairs. Event permits must be submitted via GatorConnect within 15 days of the event to allow time for the permit to be reviewed by staff. Adhere to state, local, and University of Florida guidelines in place at the time of event. Third party vendors are to be utilized for food and beverage service.

Recommendations: Adapt service efforts to passive and asynchronous efforts instead of in-person events. Utilize outdoor venues and locations where social distancing and safety guidelines are able to be upheld. Limit attendance of events to 50 people indoors and 250 people outdoors with 6 ft physical distancing guidelines to reduce transmission of COVID-19.

Requirements: All campus events will be reviewed by the Office of Sorority and Fraternity Affairs. Event permits must be submitted via GatorConnect within 15 days of the event to allow time for the permit to be reviewed by staff. Adhere to state, local, and University of Florida guidelines in place at the time of event. Third party vendors are to be utilized for food and beverage service.

Recommendations: Incoming and outgoing officers are to meet virtually for both position-specific transitions and full executive board transitions.

Requirements: Adhere to state, local, and University of Florida guidelines in place at the time of event.

Recommendations: Chapters will need to discuss and adapt a COVID-19 physical distance plan with their inter/national headquarters.

Requirements: Initiation and Ritual are to be held virtually, unless approved by their the Office of Sorority & Fraternity Affairs. If held in person, record a list of attendees for contact tracing. Adhere to all CDC, state, local and university policies at the time of the event.

All Office of Sorority & Fraternity Affairs (OFSA) events will be held in a virtual format for the fall 2020 semester. In-person meetings will be available by appointment only. Face coverings will be required when in the OSFA office space.

Travel

Registered Student Organizations are encouraged to limit travel to only what is essential to your operation. Prior to any travel, it is recommended to view the Department of State Global Health Advisory.

For organizations sponsored by UF departments or colleges, please review any travel plans with your advisor. UF sponsored travel may be limited at this time.

Student Government Funding

Student Government Funding will be available to student organizations to utilize for virtual, hybrid, and/or in-person events. When submitting your Student Activity Request (SAR), it is important to note in the description what format your event will be taking place in.

For specific questions regarding SG Funding, please contact Student Government Finance.

Docutraq
To update your organizations officers listed on Docutraq please email sgfdocuments@sg.ufl.edu with your organizations name (as it appears in GatorConnect), and the first/last name, UFL email address, UFID Number, and phone number of your president and treasurer.

Training & Resources

Student Activities & Involvement now provides mandatory student organization officer training as part of the registration process. This year that training will be available online. Look for further information and instructions from SAI in August.

Virtual Resources

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