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Name: Internal Event Planning Update 2020
Responsible Office: Office of the President

Applies to: (examples; Faculty,Staff, Students, etc)

Faculty , Staff , Students , Contractors_Vendors

Policy Overview:

Issued: 08-17-2020
Next Review Date: 11-18-2021
Frequency of Reviews: Annually


Policy Addendum:

Due to COVID-19, events on campus have additional rules and regulations to ensure the health and safety of the campus community.

Updated Guidelines for Students

  • Student gatherings and student group gatherings should be done virtually if at all possible.
  • Students groups will be allowed to reserve space on a very limited basis for small meetings. All meetings will need to be approved by Andrea Guimaraes, director of student development & engagement, after being entered into EMS. Restrictions include:
    • No more than 10 people per meeting
    • Held between the hours of 7 p.m. – 10 p.m.
    • All participants must wear masks and stay physically distanced
  • No guests are allowed on campus.
  • Library and study rooms will be available to reserve through a different software system, managed by the library. Classrooms will not be available in EMS to reserve as study space.
  • The Spirituality Center is available to be reserved with a very limited number of guests.
  • If students wish to produce a larger virtual event, the Office of Institutional Events is happy to help out. Please contact for all inquiries.

 Updated Guidelines for Faculty and Staff

  • ALL meetings for faculty and staff should be done virtually. Mission critical events are permitted with prior permission.
  • No guests are allowed on campus. Preapproved vendors are allowed, provided they comply with the College’s stated health and safety guidelines.
  • Parking can still be requested via EMS if needed.
  • Conference rooms are currently unavailable for reservation in EMS. Conference rooms will be used as alternate office spaces for faculty and staff. 
  • Common spaces and lobby areas will be unavailable for reservation in EMS. Common spaces and lobby areas are set up to specifically follow best practices and guidelines for preventing COVID-19 and cannot be used for events. 
  • The Event Rooms, RAS 220/221, are available with restrictions. This space is not able to be partitioned, and will have an unchanging set-up of 10 round tables and 30 chairs (3 per table).  Please contact the Office of Institutional Events at with reservation inquiries. 
  • All rooms and spaces will close at 10 p.m. daily for cleaning.



Physical Distancing Measures

  • Physical distancing will be prioritized as the main measure to reduce the spread of disease.
  • Physical distancing (approximately 6 ft.) should be practiced in all locations on campus, including hallways, stairwells, elevators, restrooms, residence halls, classrooms, meeting rooms, etc.
  • If planning an in-person event, please check EMS to verify the updated room capacity.
  • While on campus, all campus community members must adhere to the physical distancing recommendations. If two people are together in an enclosed space, such as an elevator, masks must be worn.

Space Control Measures

  • Barriers can be used to create additional space between people, especially in places such as check-in or ticket sellers.  
  • Flow and crowd control should be considered when planning an event. Consider how individuals should enter and exit a space without excess congregating. 

Administrative Control Measures

  • Technology should be used to reduce contact between STLCOP community members.
  • Commonly touched surfaces within spaces should be disinfected on a routine basis using disinfecting wipes, found in every office space or classroom.

Face Coverings

  • All students, employees, approved visitors and vendors on campus must wear cloth or surgical masks that fully cover the mouth and nose unless they are alone in an enclosed space or outside alone at a physically safe distance (approximately 6 ft.) from others.
  • Masks are required in all shared spaces including but not limited to classrooms, lounge spaces, business units, the library, and in student support office.

Supplemental Information: