Student Organization Event Planning Guide in a COVID Environment

Arizona State University recognizes the importance of supporting student organization activities and events in our current environment. As your organization prepares these programs, this website will serve as a comprehensive resource for event planning and operations. Please keep in mind that all University announcements and up-to-date information regarding COVID-19 can be found on the Arizona State University COVID FAQ.

Listed below are resources and information for you to consider and account for as you plan your programs.  The information provided below is meant to serve as guidance and a resource to help students and student organizations engage, build community, and cultivate a sense of belonging while still observing the COVID-19 Event Planning requirements.  For assistance with planning your program or meeting, please email the student engagement office at your campus location.

Virtual Event Resources

Virtual Event Resources

  • Virtual modes of participation are encouraged for all events and meetings.  While in-person participation is permitted, virtual participation should be available to those who need or wish to participate virtually.
  • For in-person events, check with your venue coordinator regarding venue-specific audio/visual equipment options and availability to help facilitate virtual participation.
  • For Zoom trainings, tips and tricks, visit https://uto.asu.edu/zoom.
  • Senita A Sound Studio (SASS): The Senita A Sound Stage, including audio/visual equipment, has been set up for use by registered student organizations to host virtual presentations, speakers, and performances with the assistance of the PAB Production Team staff. For more information regarding the use of this space, please contact PAB Production Event Support at https://eoss.asu.edu/pab/event-support.  While located on the Tempe campus, this opportunity is available for all registered student organizations.
  • PAB Production Event Support in campus venues: https://eoss.asu.edu/pab/event-support
  • Digital Creative Studios, open 10am – 2pm daily M-F: https://studentcreative.asu.edu/content/digital-creative-studio

ASU Event & Meeting Guidelines

ASU Event & Meeting Guidelines

  • A complete list of ASU’s Event Guidelines for in-person events and meetings are now available.
  • Virtual modes of participation are encouraged for all events and meetings.  While in-person participation is permitted, virtual participation should be available to those who need or wish to participate virtually.
  • Either the primary or secondary advisor for a student organization must be present at all in-person events and is responsible, along with the event organizer, for being knowledgeable regarding the plan for the event and ensuring that the event adheres to these and other applicable guidelines.  The advisor may serve as the event organizer, at the option of the student organization.
  • Student organizations may invite non-ASU affiliated guest speakers to events.  Events with non-ASU affiliated guest speakers must also complete the Special Event registry process to provide information about their event.  Invited guest speakers must comply with ASU public health guidelines, such as mask wearing and social distancing, at all times while on campus.
  • Other than invited guest speakers, non-ASU affiliated guests are not permitted to attend student organization events in ASU venues in-person at this time.  Non-ASU affiliated guests may participate virtually in student organization events that are held in ASU venues.  Student organizations may sign up for Zoom accounts to host virtual participation.
  • The event organizer must submit the following:
    • An event checklist at least one week prior to the event describing the plan for the event and how it will comply with these guidelines.
    • All events require submission of the Special Event Registry.
  • Student organizations must use SunDevilSync platform to maintain a roster of attendees. Students must utilize the SunDevilSync Event Pass for their roster requirement.  The purpose of roster maintenance is to be timely in our response to environmental management requests
  • If an event or meeting does not conform to these guidelines, the University reserves the right to:
    • Deny or rescind the event organizer’s permission to use the venue, even if the event has already started.
    • Restrict the event organizer from reserving campus space in the future.
    • Pursue other disciplinary sanctions, including employment consequences, student code of conduct violations, and/or removal of recognition from a student organization.
  • These guidelines do not prohibit spontaneous expressive activities or other constitutionally protected activity that takes place in public areas of campus.  However, individuals participating in such activities are subject to generally applicable ASU campus guidelines, including the requirement to wear face coverings at all times indoors or outside, as well as ABOR Policy 1-124 and ASU SSM 802-01.

Hosting In-Person On Campus Events & Meetings

Hosting In-Person On Campus Events & Meetings

  • A complete list of ASU’s Event Guidelines for in-person events and meetings are now available.
  • The maximum in-person attendance for events and gatherings is 50 persons (this number is subject to change at any time).  This includes large meetings, function,s and outdoor spaces managed by ASU.  Depending on the venue layout and space available to ensure the minimum 6 ft. physical distancing requirement, the maximum attendance could be less than 50 persons.
  • The room or outdoor space reserved for the event should be of an appropriate size for the expected number of attendees.  When the room or space is reserved, the organizer will be provided with the maximum approved capacity for that room or space.  In no event shall a number of people in excess of the approved capacity of the room or space be permitted to attend in person.  Virtual participation and back-up locations may be used to accommodate unexpectedly large numbers of participants. Back-up location options must be discussed prior to the day of the event.
  • Rooms and spaces should be reserved as early as possible and generally 30 days before the event.  Room and space reservations are on a first-come, first-served basis, and the requestor’s first choice of room/space, time, and date is not guaranteed.
  • Standard room capacities have changed. Please work with your venue coordinator regarding current space capacities that have been deemed appropriate by the University.
  • Work with your venue coordinator regarding venue-specific guidelines and regulations that may be in addition to the guidelines listed here.
  • Either the primary or secondary advisor for a student organization must be present at all in-person events and is responsible, along with the event organizer, for being knowledgeable regarding the plan for the event and ensuring that the event adheres to these and other applicable guidelines.  The advisor may serve as the event organizer, at the option of the student organization.
  • The event organizer must submit the following:
    • An event checklist at least one week prior to the event describing the plan for the event and how it will comply with these guidelines.
    • All events require submission of the Special Event Registry.
  • Student organizations must use SunDevilSync platform to maintain a roster of attendees. Students must utilize the SunDevilSync Event Pass for their roster requirement.  The purpose of roster maintenance is to be timely in our response to environmental management requests
  • Face coverings must be worn at all times during the event.
    • Everyone is required to wear a face cover over their nose and mouth while in ASU buildings and outdoor spaces.
    • Individuals may make or purchase their own face covering, so long as they are of equivalent or greater efficiency to cloth face coverings and they cover the nose and mouth. According to the CDC, cloth face coverings may be made at home from common materials at low cost. The CDC states that cloth face coverings should include multiple layers of fabric.
    • Single-layer neck fleece covers, also known as gaiters, and face coverings with valves do not satisfy the requirement for use of a face covering on campus.
  • Physical distancing (currently, a minimum of 6 ft.) must be observed at all times at all indoor and outdoor events and activities with special attention given to ingress/egress of the venue as well as general queuing.
  • Stay home if sick! Event hosts and guests should not attend if feeling sick or showing any sign of COVID-19 related symptoms.
  • Prior to the event, the organizer must communicate with all attendees reminding them of the guidelines applicable to the event, including:
    • Face covering and social distancing requirements
    • The availability of virtual participation options for those who need or desire them
    • A reminder that attendees who do not feel well should stay home
    • ASU’s COVID-19 information page

Performances/Events that include Singing or Dancing

Performances/Events that include Singing or Dancing

Events for or involving performing groups are currently limited at this time.  Please contact the venue directly for more information.

Outdoor Events & Tabling

Outdoor Events & Tabling

  • Reservations can be made only by registered student organizations and departments.  Non-University organizations/guests will not be allowed to table.
  • Available tabling spaces/maps will be adjusted on each campus to allow for proper physical distancing.
  • Student organizations and departments must have a reserved space or location that is appropriately sized for the group.
  • Tables and chairs will be cleaned and sanitized by ASU staff before checkout and after check-in.
  • Tabling should be limited to 2 organizational members at a time who should practice appropriate physical distancing measures. Additional members are permitted to help set-up and tear-down the table and if needed for staffing the table but only if members maintain physical distance of 6+ ft.
  • Face coverings must be worn at all times during the event.
    • Everyone is required to wear a face cover over their nose and mouth while in ASU buildings and outdoor spaces.
    • Individuals may make or purchase their own face covering, so long as they are of equivalent or greater efficiency to cloth face coverings and they cover the nose and mouth. According to the CDC, cloth face coverings may be made at home from common materials at low cost. The CDC states that cloth face coverings should include multiple layers of fabric.
    • Single-layer neck fleece covers, also known as gaiters, and face coverings with valves do not satisfy the requirement for use of a face covering on campus.
  • Physical distancing (currently, a minimum of six feet) must be observed at all times at all indoor and outdoor events and activities with special attention given to ingress/egress of the venue as well as general queuing.
  • All student organization events that require a reservation must inform their primary or secondary advisor.  Both the advisor and the organization members present at the table are responsible for ensuring that these guidelines are followed.
  • Stay home if sick! Event hosts and guests should not attend if feeling sick or showing any sign of COVID related symptoms.
  • Student organizations may use SunDevilSync platform to track student information and interest.  For further information on how to use this technology, please contact clubs@asu.edu.
  • Eating or distributing food at the table is not permitted.
  • Literature and promotional items/swag may be distributed, subject to the following guidelines:
    • Distribution should be planned to maintain social distancing between organization members and people accepting the literature or items.  Strategies include pre-packaging items (self-serve or grab-and-go) and assigning an organization member to monitor any lines or crowds and encourage them to follow mask and distancing guidelines.
    • Promotional items other than literature should either be washable or wrapped in packaging that can be opened and discarded.
    • Food items should not be distributed.
  • For outdoor events, other than tabling, event organizer must submit the following:
    • An event checklist at least one week prior to the event describing the plan for the event and how it will comply with these guidelines.
    • Events must complete the Special Event Registry Form.
    • All communications advertising the activity must include a reminder of the applicable guidelines, including:
    • Face covering and social distancing requirements
    • A reminder that attendees who do not feel well should stay home
    • Information about virtual participation options, if available, for those who need or desire them
    • ASU’s COVID-19 information page
  • If an event or meeting does not conform to these guidelines, the University reserves the right to:
    • Deny or rescind the event organizer’s permission to use the venue, even if the event has already started.
    • Restrict the event organizer from reserving campus space in the future.
    • Pursue other disciplinary sanctions, including employment consequences, student code of conduct violations, and/or removal of recognition from a student organization.
  • These guidelines do not prohibit spontaneous expressive activities or other constitutionally protected activity that takes place in public areas of campus.  However, individuals participating in such activities are subject to generally applicable ASU campus guidelines, including the requirement to wear face coverings at all times indoors or outside, as well as ABOR Policy 1-124 and ASU SSM 802-01.

Taking Attendance at Your Event or Meeting - Rosters/Sun Devil Sync Event Pass

Taking Attendance at Your Event or Meeting - Rosters/Sun Devil Sync Event Pass

Student organizations must use SunDevilSync platform to maintain a roster of attendees. Students must utilize the SunDevilSync Event Pass for their roster requirement.  The purpose of roster maintenance is to be timely in our response to environmental management requests

Health & Safety Protocols for In-Person Events & Meetings

Health & Safety Protocols for In-Person Events & Meetings

  • Face coverings are required during the event at all times for those who participate in person.
  • Physical distancing (currently, a minimum of six feet) must be observed at all times at all indoor and outdoor events and activities with special attention given to ingress/egress of the venue as well as general queuing.
  • While venue & custodial staff are regularly cleaning event & meetings spaces, as well as public areas, it is recommended that event organizers provide their own hand sanitizer and wipes for use throughout the event. Event organizers should have a plan in place to clean items touched by multiple people between uses (ex. podium, microphone, tables)
  • Stay home if sick! Event hosts and guests should not attend if feeling sick or showing any sign of COVID related symptoms.
    • Daily Health Check: In an effort to keep our Sun Devil community healthy, all students (excluding ASU Online students) and employees are required to submit a daily health check through the ASU Mobile App. If you don’t have a mobile device or access to healthcheck.asu.edu, please contact 1-844-448-0031 for assistance.
    • The CDC outlines how to conduct daily symptom monitoring before coming to campus:
      1. Do you feel ill or sick?
      2. Do you have a fever of 100.4 or higher?
      3. Have you had known close contact with a person diagnosed with COVID-19 and have been asked to self-isolate or quarantine by a public health authority or by a healthcare provider?
        If the answer is “yes” to any of these questions, contact your primary health care provider for guidance before coming to campus. Wear a face covering to further avoid the spread of illness. If you are an employee, also notify your supervisor anytime you are not able to report to work.
  • Prior to the event, the organizer must communicate with all attendees reminding them of the guidelines applicable to the event, including:
    • Face covering and social distancing requirements
    • The availability of virtual participation options for those who need or desire them
    • A reminder that attendees who do not feel well should stay home
    • ASU’s COVID-19 information page
  • Either the primary or secondary advisor for a student organization must be present at all in-person events and is responsible, along with the event organizer, for being knowledgeable regarding the plan for the event and ensuring that the event adheres to these and other applicable guidelines.  The advisor may serve as the event organizer, at the option of the student organization.
  • Student organizations must use SunDevilSync platform to maintain a roster of attendees. Students must utilize the SunDevilSync Event Pass for their roster requirement.  The purpose of roster maintenance is to be timely in our response to environmental management requests.
  • After the event, if any event attendees are become aware that they may have been exposed to COVID-19, please email deanofstudents@asu.edu immediately.

Face Coverings

Face Coverings

  • Face coverings are required during the event at all times for those who participate in person.
  • Everyone is required to wear a face cover over their nose and mouth while in ASU buildings and outdoor spaces.
  • Individuals may make or purchase their own face covering, so long as they are of equivalent or greater efficiency to cloth face coverings and they cover the nose and mouth. According to the CDC, cloth face coverings may be made at home from common materials at low cost. The CDC states that cloth face coverings should include multiple layers of fabric.
  • Single-layer neck fleece covers, also known as gaiters, and face coverings with valves do not satisfy the requirement for use of a face covering on campus.

Campus Venues

Campus Venues

Catering

Catering

  • At this time, food consumption is not permitted inside ASU event facilities.
  • Food service is discouraged and is only permitted in a “grab-and-go” format with pre-packaged, disposable utensils.
  • Food can be eaten outside or taken back to individual residences. Face coverings may be removed only while food is being consumed and must then be replaced.
  • To discuss “grab-and-go” food options, please contact ASU Catering.
  • At this time, buffet style service will not be permitted at events.

Off Campus Guests & Attendees

Off Campus Guests & Attendees

  • Student organizations may invite non-ASU affiliated guest speakers to events.  Events with non-ASU affiliated guest speakers must also complete the Special Event registry process to provide information about their event.  Invited guest speakers must comply with ASU public health guidelines, such as mask-wearing and social distancing, at all times while on campus.
  • All events require completion of the Special Event Registry Form.
  • Other than invited guest speakers, non-ASU affiliated guests are not permitted to attend student organization events in ASU venues in-person at this time.  Non-ASU affiliated guests may participate virtually in student organization events that are held in ASU venues.  Student organizations may sign up for Zoom accounts to host virtual participation.

Hosting Off Campus Events

Hosting Off Campus Events

It is expected that all students follow on campus guidelines when hosting events off campus.

Events or Meetings for 50+ Participants

Events or Meetings for 50+ Participants

  • Large in-person events or meetings (50+ participants) are discouraged at this time and require express pre-approval, which should be requested as soon as possible and no later than 30 days prior to the event.
  • Approval must be provided by the following administrators, or their designees:
    • For events or meetings related to student services or student organizations, including events such as Homecoming and/or Salute to Service, the Senior Vice President of Educational Outreach and Student Services.

Funding/Appropriations

Funding/Appropriations

For information regarding funding and appropriations please reach out to the student government office on your campus.

ASU Novel Coronavirus Website