As we expand in-person activities on campus, it is important to maintain our vigilance with appropriate health and safety protocols.
To promote the effectiveness of the university’s COVID-19 health and safety program, Puget Sound is implementing certain requirements and limitations for events effective September 7, 2021. The requirements apply to all university-sponsored and affiliated events, whether on or off campus, and do not apply to classes and coursework; faculty, staff and student meetings; or NCAA athletic training, competition and camps which are separately addressed with guidance from the NCAA, the Northwest Conference, the university’s Spectator Policy and/or specific state and public health guidelines. Even if gatherings are not university-sponsored activities, all faculty, staff, and students planning off-campus private events that include faculty, staff or students as guests are strongly encouraged to follow these guidelines to help promote the health and safety of our community.
Provided the conditions below are observed, the university will allow, without advance approval of the Provost or applicable area vice president, the following events and gatherings with external community members. Any event outside of these parameters must be reviewed and approved in advance by the Provost or applicable area vice president.
Limits and Requirements for Gatherings That Include Participants Other Than Students, Faculty, and Staff:
- Outdoor Gatherings: On-campus outdoor gatherings of two-hundred and fifty (250) or fewer individuals are allowed. In situations where social distancing cannot be maintained, outdoor masking may be required by the event sponsor.
- Indoor Gatherings: Indoor gatherings are allowed up to 100% of the normal space capacity providing all attendees are fully vaccinated or can provide a negative COVID-19 test within 72 hours of campus arrival. (Normal room capacities can be found in the 25Live scheduling system; please direct questions about room capacity to Director of Events and Catering Services Philip Wells.)
- Gatherings must:
- Prioritize attendance of Puget Sound students, faculty and staff over other potential attendees when applying capacity limitations.
- Communicate to external community members that public attendance is only available to those who are fully vaccinated or can provide a negative COVID-19 test within 72 hours of campus arrival and require an RSVP in advance (to facilitate capacity limits and contact tracing); and have a system of documenting attendance by external community members, including:
- Date and time of participation
- Participant name
- Participant contact information (phone and/or email)
- Comply with Tacoma Pierce County Health Department food and beverage service requirements. However, food and beverage services are also predicated on the university’s ability to staff the event appropriately.Comply with university health and safety measures in effect at the time, including mask recommendations.
- Conferences, Summer Programs, and Summer Camps. Conferences, camps, and other noncampus members should follow all general COVID-19 CDC safety recommendations according to the CDC Community Level.
- Participants in summer programs and conferences will be required to provide either proof of vaccination or a negative COVID-19 test result (taken within 72 hours of event) to the event sponsor.
- Unvaccinated individuals will need to provide the event organizer with a negative COVID-19 test result—from either a PCR or antigen test—from a lab or testing site, not an at-home test. There are numerous testing sites located in Pierce County that offer a variety of testing options.
- Event sponsors must:
- Ensure event vendors and contractors are aware of the requirements.
- Designate one person who is responsible for the implementation of this plan, approves any changes to this plan, trains all involved personnel on this plan, and is readily available during the event to address all concerns and answer questions regarding implementation of the plan.
- Communicate the vaccination and mask policy, safety measures, and expectations to event attendees and event staff, volunteers, vendors, and contractors.
- Communicate requirements for self-monitoring for COVID-19 symptoms and that event attendees must stay home if symptomatic or if instructed to isolate or quarantine by a public health professional.
- Event sponsors should have alternative plans in the event the university and/or public health conditions and requirements change.
- As noted above, athletic team training and competition requirements are determined in alignment with the university Spectator Policy, state and local public health agencies, NCAA and Northwest Conference guidance.
These requirements reflect current public health guidance and support our continuing careful expansion of on-campus activities. They may be amended as the university and public health environment and requirements change. Adhering to these requirements when holding events is an essential component of our health and safety program and helps keep our community as safe as possible as we support one another in the delivery of the university’s mission.
If you have any questions about this policy or a specific event, please contact:
- Associate Vice President for Facilities Services Bob Kief (email@example.com) or Director of Event and Catering Services Phillip Wells (firstname.lastname@example.org) regarding event scheduling and planning, including normal room capacities reflected in the 25Live scheduling system.
- Provost or applicable area vice president regarding potential events that do not meet the requirements of this policy and may or may not warrant an exception.
Origination date: Sept. 2, 2021
Effective date: Sept. 7, 2021
Revised: Nov. 4, 2021; May 31, 2022