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2021-2022 Student Organization Event Guidelines

2021-2022 Student Organization Event Guidelines

As a student organization leader, we want to offer resources and additional direction following Boise State University’s response to reduce the spread of COVID. Please use the information shared on this webpage as a guide to help you plan your organization’s activities this year. Check back often as information is subject to change. Our number one priority is continuing to offer a positive student engagement experience with the health and safety of you and our community in mind. We are here for you.

Planning Events

How do I get my event approved?

Register all events, meetings, and activities through your Engage portal. Student Involvement will review your request, connect you with campus partners, and share next steps to help get it approved.

Visit our Plan an Event webpage for instructions on how to submit an event registration.

Are there any restrictions for in-person events?

  • There is currently no Public Health capacity restriction for in-person events indoors or outdoors on-campus. However, the venue manager may set a capacity based on available resources and/or staffing capabilities.
  • Off-campus events permitted by the City of Boise and/or being held at city-owned facilities will need to follow the policies outlined on the City of Boise website.
  • All participants are expected to wear masks indoors and in crowded public spaces on-campus where continuous physical distancing (less than 6 feet) is not possible, track attendance in Engage, practice physical distancing when possible, participate in sanitation best practices (handwashing, disinfecting surfaces, etc.), and adhere to other stated Federal, State, and local public health guidelines.
  • Student Involvement staff will assist in developing risk management plans with these recommendations and restrictions in mind through the Engage event registration process.

How do I track attendance in Engage?

To assist our Public Health Office with contract tracing efforts attendance tracking for all in-person events, meetings, and activities is now required to be recorded in Engage

  • Engage attendance tracking options
  • The only exemption to this requirement would be virtual or in-person events/activities where attendees/participants are spending less than 15 minutes total at the event (i.e. tabling in the Quad). If there are individuals who are volunteering at a tabling event for more than 15 minutes then you would need to record that attendance in Engage.
  • Student Involvement has card swipe machines that you can request at no cost if needed by filling out the Equipment Request form on Engage.

Can we meet in-person?

You may choose to meet in-person, online, or through a hybrid approach. All in-person gatherings will need to meet health and safety requirements. If you’re unsure which approach would be best for your event, talk to a Student Involvement staff member and we’ll be happy to help you identify options.

When should I submit my event registration?

  • Virtual/Online Events 
    • With no expenses – minimum of 1 business day
    • With basic expenses (supplies, decorations, Event Services virtual event support) – minimum of 3 weeks (21 business days) before purchases are needed
    • With non-standard expenses (food, promotional items, apparel, gifts/awards, etc.) – minimum of 4 weeks before purchases are needed
    • With a contract (speaker, rental, venue, etc.) – minimum of 6 weeks before purchases are needed
  • In-Person or Hybrid Event
    • With no expenses – minimum of 1 week
    • With basic expenses (supplies, decorations, Event Services staffing/equipment charges, etc.) – minimum of 3 weeks (21 business days) before purchases are needed
    • With non-standard expenses (food, promotional items, apparel, gifts/awards, etc.) – minimum of 4 weeks before purchases are needed
    • With a contract (speaker, rental, venue, etc.) – minimum of 6 weeks before purchases are needed

Can I have food at my event?

  • On-Campus: Yes! Read University Event Services In-Person Event Guidelines to learn more about food options from our Dining Services department.
  • Off-Campus: Yes! Student groups will be expected to either work with a licensed food vendor (preferred) or follow proper food handling and safety procedures. 
  • If food or beverage are being provided, it is recommended that they be individually packaged.
  • If food or beverage are being provided, all event participants will be required to extend the physical distance to a minimum of 3 feet apart during consumption.

What happens if we don’t follow or comply with the stated guidelines and restrictions?

As a part of our Student Code of Conduct, organizations are expected to promote the health and safety of the communities they interact with. We encourage all students to exercise caution when planning in-person events and utilize our planning checklist while following the state, local, and university guidelines. Doing this is the best way for you and your organization to keep our community safe, on-campus, and able to host in-person events/activities. 

  • The university is taking the health and safety of our community very seriously. Failure to comply with stated guidelines and restrictions will result in disciplinary action. 

If external venues have different standards allowing them the ability to host larger scale events and the university has stricter guidelines, whose rules should we follow?

University policy and guidelines around social distancing and health and safety will be prioritized over less “strict” guidelines at other venues. If your organization needs help in working with external venues or groups around this, we will be happy to assist and advise you.

Travel and Local Transit Activities

2021-2022 Travel

If you are planning to travel as a student organization please submit an event registration with your proposed travel dates and location (4+ weeks for regional/domestic trips and 8+ weeks for international trips). We will follow up with the next steps. 

    • Activities within Boise city limits can be approved as events with a safety plan in place. (example: A hike at Table Rock)
    • Student organization travel outside of Boise is approvable on a case by case basis with the following considerations:
      • Specific attention will be given to an organization’s safety plan and alignment with Federal, State, and local public health guidelines.
      • Field Trip Consent and Travel Expectations forms completed prior to departure for all participants.
      • Attendance tracking in Engage.