Groups and Gatherings Information

Students gathering and wearing masks

Student Organization Meetings and Events: Student Organizations must continue to submit their event or meeting requests through Engage to document their gatherings. Because space is limited, groups should consider reserving in-person activities for small meetings and continuing to hold larger events (speakers, information sessions, etc.) virtually. Student organization leaders will receive an additional e-mail which will further detail the event submission process. Student organization, club and campus promotions through tabling are an integral part of Stetson’s culture.

Virtual Events: All university and student organization sponsored events will need to utilize a virtual platform supported by Stetson’s IT Support. When utilizing a virtual platform, heightened security settings are recommended (i.e. passwords, waiting rooms, and limitations for on-screen sharing without permission).

  • Microsoft Teams – a persistent chat-based collaboration platform complete with document sharing, online meetings, and more found useful for business communications.
  • Zoom – Provides an option to host online events (up to 300) where participants have the choice to share their webcam.
  • Blackboard Ultra Collaborate – a real-time video conferencing tool that lets you add files, share applications, and use a virtual whiteboard to interact.

In-Person Guest Speakers: Highlight guest speakers that utilize Stetson’s in-house talent as much as possible. If necessary, outside speakers will be required to receive written approval prior to visiting campus and adhere to all screening and visitor protocols in place at the time of the event.

Social Settings: The expectation is that all students, staff and faculty will make health and safety a top priority in all their actions. Every member of our community, as well as their families and loved ones, are counting on each of us to keep them safe as we interact on campus. Compliance with public health measures is mandatory.

Event Exception Requests: All campus groups interested in exceeding the current Tier guidelines for events must submit an Event Exception Request to the Groups and Gatherings Working Group for approval no less than 10 days prior to the event date.

Following review, written approval or denial of the proposal will be provided to the requestor, event room approver(s), Stetson's Event Support Services, Public Safety and the Safer Campus Task Force (SCTF). Please send complete proposals to Julie Hunter at [email protected] and Renee Dubois at [email protected].

Guidelines for Groups and Gatherings Sizes (Outside of the Classroom)

Note: As of June 2021, face coverings are no longer mandatory outdoors unless specifically required for high-density events while in Tier 3 or above. However, we recommend all unvaccinated persons wear face coverings in higher risk situations. Previously, face coverings were required outdoors unless persons can physically distance. Total groups and gatherings size restrictions remain unchanged and the university reserves the right to alter these protocols based on current COVID-19 trends and health guidance.

Maximum Group Sizes by Tier:

General Events and Meetings

  • Virtual Tier – 10, essential groups and gatherings only
  • Tier 1 – 10, essential groups and gatherings only
  • Tier 2 – 30
  • Tier 2.5 – 30 (50 once 70% vaccination rate is achieved)
  • Tier 3 – 50
  • Tier 4 - 150

Cultural Credit Events and CLaSS Approved Student Programming

  • Virtual Tier – 10
  • Tier 1 – 25
  • Tier 2 – 30
  • Tier 2.5 – 30
  • Tier 3 – 50

Tier 1

Gathering sizes for general events and meetings are limited to 10 or fewer individuals.

  • Gathering sizes have been increased for all non-academic CLaSS approved classroom-style student programming in DeLand to 25 or fewer individuals when in classroom style set-up or outdoor socially distant parameters.
  • Virtual platforms should be utilized as much as possible.
  • Facial coverings and physical distancing protocols must be followed.
  • No audiences are permitted for School of Music or Colleges of Arts and Sciences events and performances permitted.
  • No in-person camps, clinics, or youth programs.
  • No external outside groups are permitted.
  • Tabling: Permitted with restrictions. Not permitted in Tier 0.
    •   The table must be set up in a way to ensure 6 feet distance is maintained between participants.
    •   Limit one person tabling at a time with physical distancing and face covering.
    •   To reduce the amount of cross-contamination, flyers, food, candy, swag, etc. will be prohibited.

Alternative suggestions include:

  • Use of QR codes.
  • Use an image of the group's social media handle(s).
  • Have a poster at the end of the table for people to take a picture.
  • Possible plexiglass at each table for further protection.
  • No alcohol or food is permitted.

Exception: Food and non-alcoholic beverages are permitted in department-led student trainings provided the food and drinks are provided in pre-packaged or boxed options. No buffets or table service is permitted.

Note: Athletics team-specific activity limits can be found in the COVID-19 Resocialization of Sports Plan.

Tier 2

  • Maximum in-person group size: 30.
  • Virtual platforms should be utilized as much as possible.
  • Outdoor venues preferred when possible.
  • Facial coverings and physical distancing protocols must be followed.
  • Audiences up to 25% capacity are permitted for School of Music and College of Arts & Sciences events and performances.
  • No in-person camps, clinics, or youth programs.
  • No external outside groups permitted until Full Recovery in DeLand and Gulfport. Outside groups are permitted at Tampa Law Center.
  • Tabling: Permitted with restrictions.
    • The table must be set up in a way to ensure 6ft distance is maintained between participants.
    • Limit one-person tabling at a time with physical distancing and face covering.
    • To reduce the amount of cross-contamination, flyers, food, candy, swag, etc. will be allowed with the following guidelines:
      • Any handouts or giveaways including flyers and promotional items must be distributed by a person wearing gloves. Gloves are available at the CUB Information Desk.
      • Individually pre-packaged and wrapped items, either store-bought or Chartwells-prepared food Items permitted for distribution. Food and non-alcoholic drink items must be distributed by a person wearing gloves.
      • Encourage hand sanitizer to be on the table.
      • Interactive activities must be approved.
  • Food: Permitted with restrictions.
    • Food and non-alcoholic beverages are permitted in department-led student trainings provided the food and drinks are provided in pre-packaged or boxed options. No buffets or table service is permitted.
    • Individually pre-packaged and wrapped items, either store bought or Chartwells prepared food Items permitted at social gatherings when attendees remain at seat 6ft apart from one another. All single serve. No personally baked or cooked items. Individually bottled water allowed.
    • No alcohol permitted at student events until Full Recovery.

Note: Athletics team-specific activity limits can be found in the COVID-19 Resocialization of Sports Plan.

Tier 2.5

  • Maximum in-person group size: 30; increases to 50 people once 70% vaccination rate is achieved. 
  • Virtual platforms should be utilized as much as possible. 
  • Outdoor venues are preferred when possible. 
  • Facial coverings and physical distancing protocols must be followed. 
  • Audiences up to 25% capacity are permitted for School of Music and College of Arts & Sciences events and performances. 
  • Pipeline camps, clinics or youth programs are permitted with approval.  
  • No external outside groups are permitted in DeLand and Gulfport. Outside groups are permitted at Tampa Law Center. 
  • Tabling: Permitted with restrictions.
    • The table must be set up in a way to ensure 6ft distance is maintained between participants.
    • Limit one person tabling at a time with physical distancing and face covering.
    • To reduce the amount of cross-contamination, flyers, food, candy, swag, etc. will be allowed with the following guidelines: 
      • Any handouts or giveaways including flyers and promotional items must be distributed by a person wearing gloves. Gloves are available at the CUB Information Desk.
      • Individually pre-packaged and wrapped items, either store-bought or Chartwells-prepared food Items permitted for distribution. Food and non-alcoholic drink items must be distributed by a person wearing gloves.
      • Encourage hand sanitizer to be on the table.
      • Interactive activities must be approved.
  • Food: Permitted with restrictions.
    • Food and non-alcoholic beverages are permitted in department-led student trainings provided the food and drinks are provided in pre-packaged or boxed options. No buffets or table service is permitted.
    • Individually pre-packaged and wrapped items, either store-bought or Chartwells-prepared food Items permitted at social gatherings when attendees remain at seats six feet apart from one another. All single serve. No personally baked or cooked items. Individually bottled water allowed.
    • No alcohol is permitted at student events until Full Recovery. 

Tier 3

  • Maximum in-person group size: 50. 
  • Virtual platforms should be utilized as much as possible. 
  • Outdoor venues are preferred when possible. 
  • Facial coverings and physical distancing are prioritized. 
  • Audiences up to 25% capacity are permitted for School of Music and College of Arts & Sciences events and performances. 
  • Pipeline camps, clinics or youth programs are permitted with approval. 
  • No external outside groups are permitted until Full Recovery in DeLand and Gulfport. Outside groups are permitted at Tampa Law Center. 
  • Tabling: Permitted with restrictions. 
    • The table must be set up in a way to ensure six feet distance is maintained between participants. 
    • Limit one person tabling at a time with physical distancing and face covering. 
    •  To reduce the amount of cross-contamination, flyers, food, candy, swag, etc. will be allowed with the following guidelines: 
      • Any handouts or giveaways including flyers and promotional items must be distributed by a person wearing gloves. Gloves are available at the CUB Information Desk. 
      • Individually pre-packaged and wrapped items, either store-bought or Chartwells-prepared food Items permitted for distribution. Food and non-alcoholic drink items must be distributed by a person wearing gloves. 
      • Encourage hand sanitizer to be on the table. 
      • Interactive activities must be approved. 
  • Food: Permitted with restrictions. 
    • Food and non-alcoholic beverages are permitted in department-led student trainings provided the food and drinks are provided in pre-packaged or boxed options. No buffets or table service is permitted. 
    • Food and drinks from Stetson Dining or another commercial provider are permitted as buffet offerings at social gatherings when attendees remain at seat 6 feet apart from one another (four people per table). All single serve. No personally baked or cooked items. Individually bottled water allowed. 
    • No alcohol at student events until Full Recovery. 

Note: Athletics team-specific activity limits can be found in the COVID-19 Resocialization of Sports Plan

Tier 4

  • Group size for registered events increases to 150 with physical distancing. 
  • No outside groups are permitted in DeLand and Gulfport. Outside groups are permitted at Tampa Law Center. 
  • Food and drinks from Stetson Dining or another commercial provider are permitted. No homemade items permitted. Indoor events require table or seating options to allow proper distancing while guests are consuming food and drink. 
  • Audiences up to 40% capacity is permitted for School of Music and College of Arts & Sciences events and performances. 
  • No Alcohol at student events. 
  • Fraternity and sorority recruitment maximums increase (Max 15 + 10/20).
  • Greek Life Bid Day maximums increase (Max 40/30). 

70% Vaccination Rate

  • Food and non-alcoholic drink restrictions lifted at student events. 
  • Fraternity and sorority recruitment capacity expanded
  • Greek Bid Day returns to full capacity. 

Full Recovery

Groups and Gatherings at full capacity.

      • Maximum in-person group size: No restrictions. 
      • Camps. Clinics, and Youth Programs: No restrictions. 
      • Tabling: No restrictions. 
      • Alcohol and Food: No restrictions. 
      • External Groups and Facility Rentals: The decision to resume facility rentals will be based on the timing of full recovery and space availability. 

Available Campus Spaces for gatherings: All spaces will need to be approved for group and gathering use. If room capacity exceeds the permissible number of participants in the current tier, all events in that room must follow the tier 

Tampa Law Center 

  • External client rentals at Tampa Law Center are permitted in Tier 2 or higher. DeLand and Gulfport will continue the prohibition of outside facility rentals on campus. 
  • Any events scheduled are still under the safer campus guidelines for social distancing. 
  • No more than 60 attendees to allow for 6 feet apart seating. 
  • Food and drink is allowed with all catering coordination done by the external client. Chartwells does not provide service at the Tampa Law Center. 
    • Face Coverings will be required of all attendees and hosts in all communal areas, including while any Stetson Facilities or IT staff are present in the classroom/courtroom. 
    • No gathering places will be set-up for reception-style activities that may be in conjunction with the scheduled meeting event. 
    • No social/celebratory events will be allowed – meetings, seminars and conference-based events only. 
    • Work with Facilities Management to ensure extra cleaning of restrooms and communal areas while the external client event is taking place.