Interim Policy for Events and Meetings

Effective December 14, 2020

This interim policy is a mitigation strategy created to lessen the risk to employees and students of exposure to contagions, including COVID-19. This policy was developed in alignment with applicable CDC, state, and local county public health guidance, and is subject to change based on current conditions. Contra Costa County’s tier status may change at any time, and the College must comply with the change the day after the announcement. Events and Meetings must align with the county’s tier status and any additional state, regional or local requirements on the date of the activity. 

Tier 1 - Purple - Widespread**

  • The following events and meetings are permitted in this tier:
    • Outdoor events for 12 or fewer on-campus residents approved by Residential Experience or Student Involvement and Leadership. 
    • Grab-and-go events for on-campus residents, with approval from the head of the sponsoring department.
  • Academic events must be approved by the Office of Academic Affairs via the respective Dean’s Office.
  • All other events and meetings that do not fall into the aforementioned categories must be held virtually.

**Additional restrictions may apply per state, regional and county health orders.

Tier 2 - Red - Substantial

  • In-person events are permitted for on-campus student residents, Brothers, and employees living and/or working on campus. 
  • Events should not exceed 25% capacity and have no more than 100 people. Outdoor recommended, but indoor permitted.
  • In-person meetings are prohibited and should be held virtually.

Tier 3 - Orange - Moderate

  • In-person events are permitted for all on- and off-campus students, Brothers, and employees living and/or working on campus. 
  • Events should not exceed 50% capacity and have no more than 200 people. Outdoor recommended, but indoor permitted.
  • In-person meetings are permitted for all on- and off-campus students, Brothers, and employees living and/or working on campus. 

Tier 4 - Yellow - Minimal

  • In-person events are permitted for all on- and off-campus students, Brothers, and employees living and/or working on campus. On-and off-campus student populations may be mixed. 
  • Events should not exceed 50% capacity (no max attendance limit). Outdoor recommended, but indoor permitted.
  • In-person meetings are permitted for all on- and off-campus students, Brothers, and employees living and/or working on campus.

The party convening the meeting or event (including grab-and-go events) will be responsible for the following:

  • Reserving the activity space in AdAstra, administered by Meetings, Events and Conference Services (except for those held in personal offices, departmental conference rooms or residence halls).
  • Ensuring compliance with County, State, CDC, and industry-specific guidance and directives (including current County tier status).
  • Ensuring attendance remains within the corresponding tier capacity requirements. Hosts must be included in attendance counts. Consult Meetings, Events and Conference Services for room capacity inquiries.
  • Checking to ensure all participants are “Safe” via the Daily Health Screening (green check).
  • Emphasizing the importance of the Gaels Wellness Pledge.
  • Ensuring participants maintain physical distancing of at least 6 feet.
  • Ensuring attendees wear facial coverings at all times, except while eating or swimming.
  • Promoting healthy hygiene etiquette and practices such as hand washing and sneeze protocol. 
  • Maintaining an accurate roster of all attendees, in the event that the information is needed for contact tracing purposes.
  • Ensuring proper disinfection of equipment and event materials, in consultation with Facilities Services. 
  • Ensuring any food served is packaged and/or “grab and go”. Buffet-style and plated food service are not permitted.

The following offices will align specific activities in their areas with their respective phased opening plans:

  • Mission & Ministry (for Mass and Liturgical Services)
  • Campus Recreation (for Group Fitness & Club Sports Return to Play)
  • Athletics (for Athletics Reopening Protocol)
  • Sodexo/Student Involvement and Leadership (for Food Trucks)

Events and Meetings are defined below:

Events

A planned public or social occasion.  Examples include: Club socials, film screenings, fundraisers/tabling, involvement fairs, etc.  

Meetings An invited assembly of two or more Saint Mary's staff, faculty and/or students for work purposes or a common organization, club, society, committee, etc.  Meetings may be re-occuring or singular in instance.  Examples include: staff meetings, one-on-one meetings, training sessions, performance rehearsals (other than for credit-bearing classes), student club meetings, etc.

 

External Events and Meetings

At this time, events involving external clients outside of the immediate SMC community are prohibited. While the College does not anticipate being able to host activities for external clients sooner than the conclusion on Spring 2021, circumstances may change depending on state and local conditions. Requests to host events involving external clients should be submitted by Cabinet-level members to the Project Manager, Emergency Planning and Response (covidcoordinator@stmarys-ca.edu) to be reviewed by the Executive Policy Group.

Exception Requests

Exception requests should be brought to Department VPs. Department VPs should submit endorsed requests to the Project Manager, Emergency Planning and Response (covidcoordinator@stmarys-ca.edu) to be reviewed by the Executive Policy Group. All exception requests must comply with state and county health orders, and should be submitted to the COVID-19 Response Team a minimum of 10 days in advance.