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In-Person Event Guidelines - COVID

Introduction

Boise State is dedicated to ensuring the safety of all students, faculty, staff, and invited guests. A number of new guidelines and processes have been implemented to combat the spread of the COVID-19 virus and promote healthy best practices for all events and visitors of campus. The following guidelines and processes are designed to assist you in planning an upcoming event at Boise State and knowing what to expect when visiting campus.

Boise State drew on a wide range of resources in developing the Campus reintegration guidelines. This includes guidelines from the Centers for Disease Control and Prevention (CDC), Idaho Governor’s Office, Idaho Central District Health, the Idaho State Board of Education, and other government agencies and professional organizations.

Boise State has established enhanced cleaning and sanitation protocols that meet, and in many cases exceed, Boise State’s Reintegration Sub-Committee on Disinfection Protocols and Supplies. Cleaning protocols and frequency have increased with an emphasis on highly visited and high touch areas such as restrooms, elevators, handrails, and door handles. The campus utilizes cleaning and disinfectant products that meet EPA guidelines for use against SARS-CoV-2, the virus that causes COVID-19.

* Note: Classes and dining are considered essential and may operate outside the guidelines with approval from Boise State Reintegration Committees.

Submit a request for an in-person event.

Campus General Event Guidelines

Space Prioritization

Indoor meeting and event space are prioritized for academic course delivery, student recruitment and retention efforts, and student engagement activities. Therefore, ballrooms and large event spaces may not be available to host in-person events. Boise State is encouraging university departments and student organizations to leverage remote technology to re-imagine and conduct traditional face-to-face meetings, conferences, and events as virtual experiences until further notice.

Facial Coverings

Facial coverings are required for all event attendees including students, staff, faculty, and invited guests while indoors, and outdoors when continuous physical distancing of 6 feet cannot be achieved.

Proper Hygiene

Event attendees must observe proper hand hygiene and respiratory etiquette (i.e., no hand shaking, cough or sneeze into a tissue, wash hands for at least 20 seconds with soap and water, etc.).

Event Attendance

Event attendees must maintain the minimum 6 feet physical distance between one another at all times while on campus and will comply with current university, local and/or state guidelines attendance limitations.

  • Local, state, and federal limits on attendees will be enforced. *Please note that support staff such as AV technicians, catering, etc. must be included in the total number of attendees.  The number of support staff is determined by the service provider based upon services requested by the event organizer and is not subject to reduction.

Non-University Groups

Room and facility rentals for third-party non-university groups have been suspended until further notice.  In unique and rare situations the university has granted an exemption.  To learn more about requesting an exemption, please reach out to University Event Services.

Personal Protection Equipment

Costs associated with procurement and utilization of personal protective equipment and sanitization products (hand sanitizer, facial tissues, complimentary face coverings) are the responsibility of the event organizer.

Room Configurations

All events will be required to utilize standard setups or room configurations that are pre-determined for classroom utilization. Other configurations require permission from the venue’s administration.

Reservation Timelines

All Student Union reservation inquiries not requesting services (AV, Catering, Parking, etc) must be received seven (7) days prior to the event (not counting the event date). All other event timelines remain consistent with University Event Services reservation timelines.

Please reach out to other venues directly to learn about their specific timelines.

Those organizing an in-person event should submit the In-Person Event Checklist prior to their event taking place.  Submitting the checklist acknowledges awareness of and adherence to required guidelines and protocols.

Safety Plan

Based on event details and the CDC Level of Risk, Boise State may require a safety plan for Covid-19 mitigation measures.

Cleaning Measures

To limit exposure, University Event Services (UES) will not enter the event space, unless previously agreed upon, until the event has concluded to collect trash, clean surfaces, and prepare for the next event or academic use. Depending on the event space the UES Operations team will need 60 minutes at a minimum in between each event for cleaning.

Catering

Catering options and approvals for food services will be extremely limited until further notice. Please see our COVID menu for further details.

If food or beverage are being provided, all items must be individually packaged.

If food or beverage are being provided by an approved caterer other than Aramark, a Catering Exemption Request must be submitted and approved a minimum of 14 days prior to your event date.

If food or beverage are being provided, all event participants will be required to extend physical distance to a minimum of 10 feet apart during consumption.

Outdoor Events

University Event Services will deliver clean and sanitized event equipment to the outdoor location. The event organizer can request labor to set up equipment for an additional fee. The event organizer is responsible for cleaning the event equipment between event transitions. University Event Services will clean and pick up event equipment at the conclusion of the event.

  • If the event equipment request exceeds University Event Services inventory, the event organizer will need to contract with a 3rd party vendor approved to perform services on the Boise State campus through provision and approval of a certificate of insurance meeting or exceeding the university’s risk requirements. University Event Services will no longer mix university-owned equipment with 3rd party vendor-supplied equipment.
  • University Event Services event equipment should be set to allow for physical distancing. (Examples: 2 people per round table; 1-2 people per 6 foot rectangle table; 6 feet between chairs and between bistro tables)

To secure Facilities and Operations services (i.e. sprinklers, feather flags, porter service, and electricity) requests need to be requested with your University Event Services event coordinator at least 14 days prior to the event (not counting the event day).

Event organizers hosting events outdoors may need to secure Porta Potties (1 per 75 persons) or request a facility be open for bathroom use. Requests for facility restrooms and bathroom cleaning must be made through your University Event Services event coordinator no later than 14 days prior to the event (not counting the event day).

Event organizers will be responsible for providing their own hand sanitizer, handwashing stations, and/or masks for event attendees.

Event organizers will also need to provide signage and ensure clear pathways for ingress/egress to and from the event space and inside the event.

  • Use signs, tape marks, or other visual cues such as decals or colored tape on the floor, placed 6 feet apart, to indicate where to stand when physical barriers are not possible.
  • Event organizers are to consult University Event Services to ensure adhesives and other materials are non-marking and non-marring.

Amplified Sound is prohibited during regular class schedule, Monday- Friday 7 a.m. – 6 p.m.

  • Any requests for an exemption to this policy must be approved by the Vice President of Student Affairs and Enrollment Management. Requests can be submitted using the Amplified Sound for Events Request form.

Promotional Spaces

Promotional spaces will be available to reserve in designated outdoor locations along with limited indoor options.

Designated spaces currently include Quad spaces 1, 3, 4, and 5 and 2 spaces in the Student Union Atrium to allow for proper physical distancing.

Limit group size to 2 persons, while allowing for physical distancing.

1 six foot table and 1 plastic folding chair will be provided.

Encourage use of digital information sharing in place of materials handed out (ie- QR codes to learn more).

Boise State Events Hosted Off Campus

Any Boise State student organization, department, or otherwise associated campus group hosting an event off campus should still adhere to all current campus COVID protocols, just as if they were hosting on campus.

** Additional information may be added at any time for the health and safety of event attendees.