Student Group Event Guidelines

For more guidance and advising about virtual events and meetings, please schedule an appointment with a Student Activities Advisor at z.umn.edu/sgeventadvising.

Last Updated 8/3/2021

The information below is intended to assist groups in planning events that prioritize the health and safety of attendees.

These guidelines are in addition to those set forth by the University of Minnesota, the Minnesota Department of Health, the Centers for Disease Control, and other state and federal guidelines. Updated guidelines and information will be communicated as they are finalized. Student groups that are non-compliant with University guidelines may lose access to benefits, including requesting and reserving space on-campus, and their student group status may be impacted.

Events and Meetings as of August 3, 2021

The guidelines below shall apply to indoor and outdoor on-campus events as of August 3, 2021. The guidelines may be updated or revised by the University at any point, should public health safety concerns arise.

These guidelines are in addition to those set forth by the University of Minnesota, the Minnesota Department of Health, the Centers for Disease Control, and other state and federal guidelines. Updated guidelines and information will be communicated as they are finalized. Student groups that are non-compliant with University guidelines may lose access to benefits, including requesting and reserving space on-campus, and their student group status may be impacted.

The Student Group Public Health Safety Plan Template is for student groups to use if they are planning and executing in-person events.

Overall Guidelines

  • If an event or meeting can be hosted remotely, student groups should host remotely.
    • Groups may not require people to meet in person.
    • Groups should create flexible methods of meeting (especially for those groups with attendance requirements for members and officers). In-person meetings should include a remote option (live or recorded) to be considered accessible and/or open to all students/members.
  • Groups who do create in-person gatherings must follow all guidelines set forth (at the time of the event) by the University.
  • Groups will acknowledge that no in-person gathering at this time is determined “safe”. There is no guarantee that after following all protocols, someone will not contract/spread COVID-19. By hosting an in-person event, the sponsoring student group assumes the responsibility of taking precautions to avoid the spread of COVID-19. By hosting an event, all groups agree to the following language:
    • “My group is responsible for complying with and enforcing all University of Minnesota and Minnesota Department of Health guidelines and requirements for our event. The public health safety guidelines that we comply with and enforce will make our event safer, but hosting an in-person event exposes our attendees to some risk. Failure to comply with and/or enforce those guidelines and requirements may result in a loss of benefits and a change in status.”
  • Campus Life Programs are additionally subject to those guidelines set forth by their department.
  • Groups may set additional requirements, beyond those set forth by the University. Groups are then responsible for the enforcement of those additional requirements. Those requirements may apply to on and off-campus events/meetings.
  • Groups that are non-compliant with University guidelines may lose access to benefits, including reserving/requesting space on-campus, and their student group status may be impacted.

Public Health Safety Expectations

  • Student groups will be responsible for maintaining environments that promote the health, wellbeing, and accessibility of their members.
  • Groups who wish to host an event/meeting on-campus are encouraged to utilize the public health safety plan template to comply with public health measures that align with University guidelines.
  • The public health safety plan for the group's event/meeting will include a plan for enforcement of the public health guidelines set forth by the University and the group.

Venues and Space

  • University venue and space managers will determine the spaces and capacity available for student groups to reserve.
  • Venue and space availability may change at any time for, but not limited to, the following reasons:
    • Groups not complying with University guidelines
    • New University of Minnesota and/or Minnesota Department of Health guidelines about events and/or gatherings
    • Internal venue guidelines updated
    • Group’s event plans change (lack of sustainability)
  • Groups are responsible for discussing and/or verifying processes for cancellation with the venue and space manager upon request to utilize the space.
  • Student groups must comply with any directive or intervention from University employees if the event/meeting is not following agreed upon guidelines.
    • Groups who are non-compliant will be reported to the Student Group Conduct Process. Student Unions and Activities may consult with event/meeting staff (student group volunteers, members, and officers), event/meeting attendees, and/or venue managers to determine the outcome of the conduct process.

Attendee Management

  • Student groups holding an in-person event will collect contact information for all attendees at their event. The event/meeting may be pre-register only (via tickets, RSVPs, invitation only, etc.) or employ card-swiping at the door.
    • The student group must be prepared to turn over the contact information to the University of Minnesota or the Minnesota Department of Health in order to conduct contact tracing.
  • Groups are responsible for explicitly communicating health and accessibility guidelines of their event/meeting before the event/meeting occurs.
  • Student groups may not collect, request, or keep medical information of attendees.

Event/Meeting Setup and Planning

  • Student Unions and Activities can work with groups on event education and preparedness.
  • As event planners, groups should utilize resources established by the Minnesota Department of Health (MDH'S Guidance for Safe Celebrations and Events) and the Centers for Disease Control (CDC’s Gatherings and Events guidelines).
  • A food permit must be obtained for all events requesting to serve food.