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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

Facial Coverings

Facial coverings must be worn in indoor public spaces ­owned or controlled by the university as well as in crowded outdoor spaces, regardless of vaccination status.

When participating in off-campus activities associated with Boise State, continue to follow health department and individual business requirements.

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

The event organizer must document all attendees at the event and be able to provide that list to the university as needed.

  • 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.

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 and Capacities

Reduced room capacities may be in place for your desired event location as we navigate low staffing challenges.  Please check with your event venue to understand current room capacities.

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.

Safety Plan

Safety plans may be requested of event organizers for large-scale events.  Please check with your venue contact to see if this applies to your event.

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.

Catering

Catering options are available.  To learn more about available options and services, visit our online menu.

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 encouraged to extend the physical distance to a minimum of 3 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: 4 people per round table; 2 people per 6 foot rectangle table; 3 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 3 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 indoor and outdoor locations.  Please contact University Event Services for availability and further information.

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.  Boise State departments wishing to host an off-campus event, should still submit an In-Person Event Exception Request Form for approval.

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