COVID-19 Resource Center

Campus Event Guidelines

These guidelines include both on- and off-campus activities and events that are associated with student organizations and campus offices and departments.

Campus events and activities are an important part of the student learning experience and help foster student belonging. Creating this sense of belonging during a pandemic presents the Xavier community with both the challenge and the opportunity to reimagine what we do and how we do it. We encourage student organizations and campus departments to creatively explore new options for campus activities, meetings, and engagement. The following guidelines provide an outline to support the safety of the campus community while allowing appropriate student socialization and engagement activities.

General Expectations

  • Campus activities and events will continue, with a blend of in-person, online, and hybrid options
  • Xavier will require adherence to local health department and CDC guidelines for campus activities and events, unless a specific exception has been made by the COVID-19 Task Force
    • Event organizers should continually assess whether to postpone, cancel, or modify their activities and events to support best practices
    • Virtual and hybrid meetings, activities, and events are highly encouraged
    • Where possible, meetings, activities, and events should be broadcast via virtual formats in order to support remote participation
  • Campus activities and events will follow established social distancing protocols
    • Event capacity will be limited (see next section)
    • Participants are expected to wear masks at all times, except when eating
    • Participants are expected to maintain six-feet social distancing
  • If food is available, the provision and distribution must follow the COVID-19 food policy
    • Food must be individually-packaged, single-serving items
    • Home baked or home cooked items are not permitted, even if individually wrapped
    • Self-serve buffets and/or beverage stations are not permitted
    • Catered meals may be provided by trained food service professionals
    • Participants must have access to hand washing/hand sanitizing
  • All student activities and events should be registered via the event submission process in EngageXU
    • Allows for a review and approval of student meetings, events, activities
    • Allows for evaluation of risk and implementation of social distancing protocols
    • Recurring activities may be reviewed once for practicality purposes
    • Provides a mechanism for attendance tracking to support contact tracing
  • Attendance should be taken at all in-person student activities and events to allow for contact tracing
    • EngageXU allows for remote attendance tracking via the site or app and in-person attendance can be taken using no contact QR codes
  • Where possible, students should pre-register for events via EngageXU (or other similar platform)
    • Allows event sponsors to plan appropriately and manage space occupancy
    • Provides a mechanism for attendance tracking to support contract tracing
    • Provides ability to notify attendees if event needs to be canceled, rescheduled or modified to move to a remote-only format
  • Event organizers should review University space protocols and make appropriate modifications
    • Events and activities must take place in a reserved and approved space where the program can comply with physical capacity restrictions
    • Event organizers should reserve space in a timely manner, work closely with the space manager, and follow space-specific reservation and usage guidelines
    • Space availability may be limited due to adjusted operations during COVID-19
    • If possible, event organizers should identify a dedicated entrance and a separate dedicated exit from the event space
    • Events and activities should have minimal physical interaction (i.e. remain seated, etc.)
    • If the event includes table seating, seats should be limited to 4-6 attendees per table, based on the table size. Consult with the booking agent for specific details.
    • If event involves any hands-on component or shared resource use, participants are expected to wash and sanitize their hands before use, and materials should be sanitized between use
  • Event organizers should use signage/barriers to promote safety protocols and social distancing. This may include:
    • Health questions for symptoms posted at the entrance
    • Request that attendees not enter/attend if symptomatic
  • External guests/visitors may be permitted at campus events and activities as long as they follow social distancing and mask guidelines and University guidelines for visitors
    • Event organizers are encouraged to explore virtual options for guests/visitors
    • Event organizers should attempt to reduce or limit guests/visitors
    • Student organizations are not permitted to host external groups (i.e. schools, community agencies, etc.)
  • Event organizers are responsible for following these guidelines and enforcing social distancing and mask wearing protocols
    • Organizers should not move furniture items, without permission of the booking agent
    • Organizers should anticipate the need to clean/sanitize spaces before and after use
    • Organizers should ask non-compliant attendees to leave; they should report infractions to the Dean of Students Office if necessary

Event Capacities

We recommend the following event capacity parameters:
  • Indoor Events and Activities
    • In most circumstances, total indoor event capacity should be limited to 50 participants at one time.  However, special events may be allowed a maximum capacity of 300 attendees at one time.
    • Indoor event capacity must also align with the space occupancy guidelines developed by the University.  These guidelines reflect the following:
      • an overall density reduction of 50%, and
      • six-feet social distancing between attendees
    • With these guidelines, the potential available spaces to support large gatherings are limited. As such, we strongly encourage event organizers to consider adjustments such as a blend of in-person, online, and hybrid options.
  • Outdoor Events and Activities
    • Given the reduced risk of transmission outside, outdoor events should be limited to no more than 300 attendees at one time. However, special events where outdoor activities may be spread across multiple outdoor locations may be considered for an exemption.
    • Outdoor event capacity must also align with the space occupancy guidelines developed by the University.  These guidelines reflect the following:
      • an overall density reduction of 50%, and
      • six-feet social distancing between attendees
    • Where possible, outdoor events should spread over larger areas to reduce density
  • Exceptions
    • In order to meet the educational needs of the University, we anticipate exceptions to the overall campus event capacity guidelines. In these instances, the event organizer should submit an exemption request to the COVID-19 Task Force no less than two weeks prior to the planned event.
    • Where possible, events and activities granted exceptions for total capacity should abide by the space occupancy guidelines developed by the University. These guidelines reflect the following:
      • an overall density reduction of 50%, and
      • six-feet social distancing between attendees

Notes on Specific Types of Campus Events and Activities

  • Banquets / Galas
    • Special events such as banquets or galas may be allowed
    • Events must follow campus social distancing, mask wearing, and food protocols
    • External guests should be limited
    • Table seating is limited to 4-6 attendees per table, based on the table size. Consult with the booking agent for specific details.
  • Ceremonies
    • Special events such as ceremonies and award programs may be allowed
    • Events must follow campus social distancing, mask wearing, and food protocols
    • External guests should be limited
  • Club Sports
    • Club sports may be permitted to hold meetings, workouts, and practices if social distancing and mask wearing guidelines can be maintained
      • Different rules may apply to low-contact versus high-contact sports
    • Club sports may not participate in inter-school competitions
    • Club sports must follow established off-campus events and travel guidelines
  • Dances
    • There should be no dances (or similar style) social programs
  • Films
    • Screening of movies / films may be allowed
    • Event organizers should review screening rights before broadcasting via remote platforms
  • Group Exercise / Fitness Activity
    • Group exercise classes will have reduce class sizes
    • Social distancing will be enforced
    • Possible pre-registration through Engage XU required to manage attendance
  • Guest Entertainers / Performers
    • Event organizers are encouraged to consider virtual options for entertainers, performers, etc.
    • Guest entertainers, performers, etc. may be allowed if they follow campus social distancing and mask protocols
    • Where possible, events should be broadcast via remote formats in order to support remote participation
  • Guest Speakers / Lecturers / Facilitators
    • Event organizers are encouraged to consider virtual options for guest speakers, panelists, lecturers, etc.
    • Guests may be allowed if they follow campus social distancing and mask protocols
    • Where possible, events should be broadcast via remote formats in order to support remote participation
  • Intramural Sports
    • Intramural sports will continue with non-contact options, such as softball, kickball and sand volleyball.
    • E-sports will be offered and available in D’Artagnan’s Den
  • Performance Activities
    • In-person singing rehearsals and performance are not permitted
  • Poster Sessions
    • Student presentations/poster sessions should take place virtually, if possible
  • Religious Activities
    • Services and activities need to adhere to distancing guidelines and capacities
    • If a service may have over 50 people, it will live streamed with only leader in-person
    • Where possible, a remote option will be offered for all in-person services
    • Students will be asked to check in via EngageXU for live religious services
    • Sunday Masses will be primarily livestreamed with a monthly outdoor mass
    • Access to the Eucharist after the livestream mass will happen regularly
    • Students are encouraged to attend 5:00 p.m. weekday mass in Bellarmine’s large chapel, where distancing is easier
    • Catholic sacraments will still be accessible:
      • the Eucharist after Sunday mass and at daily mass
      • confession by appointment
      • RCIA & baptism with Bellarmine
    • Singing
      • CFJ Choirs are on hold until it is deemed safe.
      • Religious services will have no more than one singer, overly distanced and singing away from others, and primarily for livestreamed services
    • Rosary and adoration will continue with social distancing and mask protocols
    • Common Ground will operate on livestream and zoom in order to provide a mix of interaction and worship
    • Jumaa will be held in-person, using mats that can be disinfected as prayer rugs
    • Shabbat services and Jewish celebrations will be adapted along the same guidelines as other student gatherings, with many being held outside through the fall
  • Student Organization Meetings
    • Student organizations have the opportunity to hold in-person gatherings in accordance with social distancing, event, and travel guidelines
    • Student groups are encouraged to host virtual meetings and activities where possible
    • Attendance should be taken at all in-person meetings and events to allow for contact tracing if needed
  • Tabling Activities
    • In order to reduce density in high-traffice spaces, tabling activities (such as ticket sales, promotional activities, etc.) will not be permitted in the Gallagher Student Center, Fenwick Atrium, Conaton Learning Commons, etc.
    • Events with a tabling component (Study Abroad Fair, Club Day) may have a tabling component if they follow campus social distancing and mask protocols
    • Tabling activities may be allowed in some outdoor locations
    • Ticket sales may take place via EngageXU