COVID-19 EVENT REQUIREMENTS
UCalgary defines Events as one-off gatherings in excess of 15 people (outside of classes and regular business meetings).
Updated: January 8th, 2021.
1. ATTENDEES AND WORKERS
NEW**: Gathering restrictions changed on December 8, 2020 for the Province of Alberta. Currently, all indoor and outdoor social gatherings - public and private - are prohibited until at least January 21, 2021.
If you are planning an event to take place after January 21, 2021 please note that the requirements below may be modified to accommodate changes to Government of Alberta gathering restrictions.
All Events must occur in spaces that allow for a mandated physical distancing of at least 2 metres from each other.
- Spaces that cannot be used for Events include:
- Classrooms, laboratories or offices used during the semester.
- Hallways, foyers and atriums, with the exception of the EEEL, Taylor Institute and Schulich Lobby atriums where bookings are completed through UCalgary Accommodations and Events.
- Registration and catering tables must be located inside the Event space.
- Arrange/mark seating to ensure physical distancing between people. Remove any chairs that will not be used from the space, where possible.
- How Much Space: In a 2 metre physical distancing model, up to 4 square metres per cohort (household) will be necessary.
- Control/stagger entry into and exits from the Event space. It is preferable to have a separate entry and exit doors, where possible.
- Prop open entry/exit doors to avoid attendees touching door handles. Fire doors cannot be propped open without approval from Emergency Management. Please check with your Facilities Management Zone Manager to determine which doors may be fire doors.
- Entry lineups must be marked to allow for people to physically remain 2 metres apart.
- Where to line up: It is important to separate pedestrians from vehicle traffic and to preserve room for other pedestrians to pass, for both outdoor and indoor lineups. If an entrance line consistent with physical distancing would cause the line to extend into an emergency access route or across fire exit doorways, consult with Emergency Management.
- How to Line up: The line waiting to enter can be managed using common methods such as lines marked on the ground, rope and stanchions or fencing. Workers should be present to provide information about anticipated wait time and entry procedure as well as monitoring physical distancing. The area where attendees wait should have signage showing the Event’s health rules, including physical distancing guidelines and any other requirements.
- Provide Event staff/volunteers who will re-direct people who are congregating in areas such as lobbies where bottlenecks or crowding may occur.
- Hand Sanitizer Stations - Stations with sanitizer containing at least 60% ethanol or 70% isopropanol must be provided at all points of entry and other well-marked and illuminated locations throughout the venue. These stations should allow no-touch activation if possible. Supervisors must regularly confirm there are adequate supplies.
- Ensure staff/volunteers are trained on:
- Diligent hand hygiene, sanitation and food handling in order to prevent the spread of infection.
- The new COVID-19 precautions required for Events.
- Ensure that you have requested and received confirmation that the Event space will be sanitized before and after your Event. Discuss your Event with Caretaking to ensure the responsibilities of the Event Organizer/Event Staff vs. Caretaking are understood.
- Frequently clean and disinfect touch areas/shared surfaces such as doorknobs, taps, light switches, elevator buttons, etc.
- Ensure that microphones and podiums are sanitized between speakers. If using a microphone for audience questions, ensure that it is appropriately sanitized between uses.
- Ensure that you are following the Manufacturer's Instructions with respect to sanitizing equipment. Please ensure that you are following manufacturer guidelines for sanitization as it will increase the likelihood of a thorough cleaning while not damaging the equipment or voiding a warranty.
- The following types of food service options are currently allowed:
- Bottled beverages
- Commercially prepared pre-packaged meals may be served.
- Commercially prepared food which is plated and served by a caterer
- The following food service options are currently not allowed:
- Sharing of food or beverages (i.e. buffet, self-serve food or passing of food items/plates/glasses).
- Coffee/tea stations.
- Condiments stations or shared condiments.
- Water jugs.
5. ACTIVITIES AND PARTICIPANT MATERIALS
Overnight Accommodations: Events that include overnight stays for attendees and/or speakers must follow the following protocol:
- Only 1 person per accommodation (i.e. per hotel room, hotel suite, etc.) is allowed unless individuals are from the same household.
- Accommodations cannot include shared kitchen facilities or shared bathrooms with any other persons unless they from the same household.
Activities that are not allowed at this point in time include:
- Singing, cheering, hand shaking, dancing and playing of wind instruments.
- Passing around of items during the event, including paper.
- Anything requiring attendees to have physical contact with each other.
- Explore contactless methods of sharing information such as QR codes or websites. Ensure contact information is prominently displayed with instructions to photograph and access online versions of printed materials, wherever possible.
- Preparation: Mask use is required when preparing materials that will given to the participants. This will reduce droplet spread to the materials. Event materials should be packaged or prearranged in a single-transaction format.
- Handing Out:
- Event staff should take measures including hand hygiene (sanitizer) or use of gloves when distributing participant materials.
- If participants will be seated at tables, distribute the materials to the individual seats prior to the beginning of the event.
- If participants will be walking by a table to pick up their materials, we would recommend pre-placing individual packages on the table spaced apart appropriately. When replacing the packages, sanitize the tabletop first and then lay out the new packages.
- Utilize a “safe zone” at events where participants can collect their materials without contacting event staff or other participants.
- Hand sanitizer must be made available at the event table to allow event staff to perform hand hygiene when appropriate, as well as hand sanitizer for the event participants to use.
- Risk Management & Insurance will provide a communication that must be posted on the event website that will address:
- Procedures/protocols required at the Event to ensure that it meets or exceeds Government of Alberta regulations.
- Requirements that will be made of the attendees, including non-attendance if they feel ill or exhibit symptoms.
- That event registration is mandatory and no walk-ins will be accepted.
- Risk Management & Insurance will provide a communication that must be included in an email to attendees to remind them of the precautions the University is taking to enhance their safety.
- Ensure that the entry and exit doors for the space are clearly signed.
- Signage must be posted including information on respiratory etiquette, physical distancing rules and hand washing/hand sanitizer use.
- Post COVID-19 awareness posters including:
- Please Do Not Enter If You
- Practice Physical Distancing
- Help Relaunch, Safely
- The first speaker at each event must outline the safety rules (i.e. emergency exits) as well as the new COVID-19 precautions. Please email Risk Management & Insurance at email@example.com for this wording.
7. Attending Events Hosted by Another Organization
- If attending an event hosted by another organization, refer to their guidelines and requirements for participating in events. If there is a discrepancy between UCalgary guidance and the host organization, follow the guidance which is more stringent.
- Follow all applicable local, provincial and national regulations; including city bylaws and public health orders.