Groups and Gatherings Information

Guidelines for groups and gatherings sizes (outside of the classroom setting)

 

Virtual Tier & Original Tier 1

· Maximum in-person group size: 10

· Only essential groups and gatherings.

· Virtual platforms should be utilized as much as possible

· Facial coverings and physical distancing protocols must be followed

· No audiences for School of Music events and performances permitted.

· No in-person camps, clinics, or youth programs until Full Recovery.

· No external outside groups permitted until Full Recovery.

· Tabling: Permitted in Tier 1 with restrictions. Not permitted in Virtual Tier.

  •   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 prohibited.

§ Exception: Distribution of PPE and COVID testing for Commuter non-1st year students will be necessary during the first two weeks of the semester.

§ 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 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.

· Tracing Requirements in place

 

Updated 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 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 for School of Music events and performances permitted.

· No in-person camps, clinics, or youth programs until Full Recovery.

· No external outside groups permitted until Full Recovery.

· Tabling: Permitted with restrictions. Not permitted in Virtual Tier.

  • 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 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 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 of 30 or less are permitted for School of Music and College of Arts & Sciences events and performances.

  • Audiences can be comprised of 10 pre-approved & screened family members and 20 screened campus community members. Family members must be screened at a Wellness Station.
  • Off-campus guests are permitted in main floor seating only.
  • Lee Chapel is the only approved indoor venue for School of Music events.
  • No receptions permitted.

· No in-person camps, clinics, or youth programs until Full Recovery.

· No external outside groups permitted until Full Recovery in DeLand and Gulfport. Outside groups are permitted at Tampa Law Center starting January 1st provided College of Law is in Tier 2 or higher.

· 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 until Full Recovery

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

 

Tier 3

· Maximum in-person group size: 50

· Virtual platforms should be utilized as much as possible

· Outdoor venues preferred when possible

· Facial coverings and physical distancing prioritized

· Audiences of 30 or less are permitted for School of Music and College of Arts & Sciences events and performances.

  • Audiences can be comprised of 10 pre-approved & screened family members and 20 screened campus community members. Family members must be screened at a Wellness Station.
  • Off-campus guests are permitted in main floor seating only.
  • Lee Chapel is the only approved indoor venue for School of Music events.
  • No receptions permitted.

· No in-person camps, clinics, or youth programs until Full Recovery.

· No external outside groups permitted until Full Recovery in DeLand and Gulfport. Outside groups are permitted at Tampa Law Center starting January 1st provided College of Law is in Tier 2 or higher.

· 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 6 feet apart from one another. All single serve. No personally baked or cooked items. Individually bottled water allowed.
  • No alcohol permitted until Full Recovery

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

 

Full Recovery

· 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: 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:

· Resume external client rentals at Tampa Law Center on January 1, 2021 provided we are in Tier 2 or higher. DeLand and Gulfport will continue the prohibition of outside facility rentals on campus.

· Currently allowing reservations for Spring 2021 with the understanding that these could be canceled should we not move into further Tiers.

· Informing external clients that the decision to cancel could be as “last minute” as four weeks in advance.

· 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 & drink is allowed with all catering coordination done by the external client. Chartwells does not provide service at the Tampa Law Center.
  • Masks 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.

Student Organization Meetings and Events:

Student Organizations must continue to submit their event or meeting requests through Engage to document their gatherings as well as utilize the Everbridge App for tracing. Due to the limited nature of available space, it is advised that student organizations consider in-person reservations strictly for small organization-related meetings rather than for events (speakers, information sessions, etc.) which are more conducive to a virtual setting at this point in time. 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 environment. We encourage this practice throughout each tier with restrictions in place.

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.

Contact Tracing Support:

For purposes of tracing, both campuses will rely on the Everbridge App.

All outdoor spaces at the COL are tracked in EMS as part of the available space inventory. College of Law Dean’s Office will proceed with an internal documentation process as meetings will be held in the Dean’s private conference room – Faculty Conference Room (FCR).