Inside Linfield - Conference and Event Planning

Guidelines for Hosting In-Person Eventsy During COVID-19 at Linfield University

The following information serves as a supplement to Linfield University policies and procedures regarding events and has been designed to provide an effective planning outline to address safety and security measures that may be appropriate for a wide array of events.

In-person events are permitted per the State of Oregon’s Sector COVID-19 Risk Level Guidance chart dependent on the risk level Yamhill and Multnomah Counties are in at the time of the event.

These guidelines will apply to all in-person events, held by all University stakeholders including faculty, staff, students and administrators.

NOTE: All events must be contained to only current students, faculty and staff. No non-Linfield community members may be invited to campus for the event. Whenever possible, guest speakers should be encouraged to participate virtually rather than come to campus.

An in-person event is defined as any planned or spontaneous gathering, indoors or outdoors, where any portion of the event will be held on property owned or controlled by Linfield University.

Examples of in-person events include but are not limited to faculty, department or student organization hosted meetings, trainings, performances, celebrations, rallies, demonstrations, social gatherings, lectures, forums, speaker presentations, conferences, or recreational or sporting events.

Individuals and groups hosting an event must follow the Center for Disease Control (CDC) and Oregon Health Authority (OHA) guidance for mitigating the spread of COVID-19. The event host(s) must also agree to monitor public health indicators, adjust orders and restrictions. Either the University or the event host(s) may cancel if the newest information advises them to do so.

Always applicable:

The following policies will be applicable regardless of Risk category until removed by the Linfield University Offices of Conference & Event Planning and Environmental Health & Safety:

  • All in-person, on-campus events must be approved by the Office of Conference & Event Planning (as is required in normal event-planning processes) via 25Live, our online event scheduling software.
  • All existing COVID-19 face covering, physical distancing, and sanitization protocols must remain in place for all campus events, regardless of location, capacity, or purpose. Visit the Office of Conference & Event Planning for full event policies.
  • No food at indoor events.

Event guidelines:

All event organizers must comply with the following guidelines for planning an in-person event.

Requirements

All event host(s) must do the following.

  • Occupancy: Events must adhere to the relevant capacity limitations of the facility or venue. All in-person events must follow the State of Oregon’s Sector COVID-19 Risk Level Guidance chart regardless of the facility or venue occupancy. The person limit includes event guests, event host(s), and staff or volunteers working the event. Linfield University has created a condensed version of the chart for Linfield events to reference.
    Activities Lower Risk Moderate Risk High Risk Extreme Risk
    Indoor recreation (intramurals) TBD TBD TBD TBD
    Indoor Events (movies, performances, entertainment activities of any kind – not course related) *No food allowed – See COVID-19 Food Policy Max 50% capacity Max 50% capacity or 100 total (whichever is smaller) Max 25% capacity or 50 total (whichever is smaller) Prohibited
    Retail stores (ASLU's thrift store, Cat Closet) Max 75% of capacity, encourage curbside pickup Max 75% of capacity, encourage curbside pickup Max 50% of capacity, encourage curbside pickup Max 50% of capacity, encourage curbside pickup
    Outdoor Recreation and Entertainment (outdoor intramural sports, outdoor garden, outdoor entertainment activity of any kind – not course related) *Food allowed per COVID-19 Food Policy Max 300 Max 150 Max 75 Max 50
  • Food and beverage: All food at events must follow Food at Meetings & Events Policy re: COVID-19 | Spring 2021 Guidelines.
  • Attendance tracking: Event host(s) must track attendance of all participants and maintain record of attendees for a minimum of one year. Attendance must include event host(s), and those working or volunteering at the event. This information may be utilized for contact tracing purposes in compliance with federal and state privacy regulations.
  • Signage: If the facility or venue does not have signage posted to promote social distancing and properly wearing a face covering, event host(s) must provide and post signs in highly visible locations at the event (i.e. entrances, restrooms).
  • Social distancing: Event host(s), workers/volunteers, and attendees must remain 6 feet apart at all times, excluding immediate family members, caretakers, household members, or romantic partners.
  • Face coverings: Event host(s), workers/volunteers, and attendees must wear face coverings in accordance with CDC recommendations, Oregon Health Authority, and Linfield University.
  • Cleaning and disinfecting: Please assist in the cleaning of all event areas by utilizing the cleaning materials provided in each space (spray bottle of Alpha-HP Multi-Surface Disinfectant Cleaner and roll towels). Please visit facilities for additional information on cleaning.
  • Hand sanitizer: If the facility or venue does not provide hand sanitizer, event host(s) must provide their own hand sanitizer at the point of entry and exit to the event.
  • Event layout: Tables and chairs in the facilities cannot be moved, removed, or added during the campus event.

Considerations

In addition to what is required, all event host(s) should consider the following in planning an in-person event:

  • Prioritize outdoor venues where social distancing can be maintained as much as possible.
  • Limit the number of guests. Events must adhere to the relevant capacity limitations and approved time of reservation.
  • Utilize an RSVP or reservation system to reduce and manage the number of attendees.
  • Limit any nonessential visitors, volunteers, and activities involving external groups or organizations as possible – especially with individuals who are not from the local geographic area (e.g., community, town, city, or county).
  • Limit the length of events and breaks to shorten the time attendees are exposed to each other.
  • Limit speakers and live performances and avoid the sharing of microphones or other equipment that may pose a health risk.
  • Limit person-to-person contact by providing event documents, such as programs or post-event evaluations, in electronic form. Sharing or exchanging materials of any kind poses an increased risk of transmission/spread of COVID-19 and should be avoided.
  • Monitor entrances and exits to prevent congregation and consider staggering arrival times to ease crowds at access points.
  • It is recommended to conduct temperature checks of guests upon arrival. Anyone with a temperature higher than 100.4 will not permitted to attend. If LU has a suspected case of COVID-19, the event may be cancelled, or guests may be required to participate in temperature checks prior to entry into an event, facility, or area.
  • All LU community members are expected to conduct self-screening and not attend work, class or social activities if they feel sick or fail to pass the Health Monitoring Daily Checklist.

Enforcement

  • A. Individuals or groups who violate these guidelines will be instructed by the responsible official or their designee to cease and desist. Responsible officials include Linfield University Public Safety, Environmental Health and Safety, public health officials, facility or venue manager, and/or University-appointed designees.
  • B. Individuals or groups who violate these guidelines will not be permitted to reserve any facility on campus for the remainder of the semester. All scheduled reservations by the violating individual or group will be cancelled.

Responsibility for implementation

All members of the Linfield University community are responsible for administering these guidelines.

Scope

These guidelines shall apply to all employees of the university, including faculty, staff, contract employees, student employees, and volunteers; university recognized student organizations and their members; and third party organizations or groups who seek to host events on property owned or controlled by the University, to include buildings and grounds.

Guiding principles and risk assessment

The Linfield University Guidelines for Hosting In-Person Events and Meetings During COVID-19 were developed using the following resources:

Considerations for operating institutes of higher education

Considerations for events and gatherings

Considerations for restaurants and bars

Event host(s) should consider the risk of the intended event prior to submitting a facility reservation request. The more an individual interacts with others, and the longer that interaction, the higher the risk of COVID-19 spread. The risk of COVID-19 spreading at events and gatherings increases as follows:

  • Lowest risk: Virtual-only activities, events, and gatherings.
  • More risk: Smaller outdoor and in-person gatherings in which individuals from different households remain spaced at least 6 feet apart, wear face coverings, do not share objects, and come from the same local area (e.g., community, town, city, or county).
  • Higher risk: Medium-sized in-person gatherings that are adapted to allow individuals to remain spaced at least 6 feet apart and with attendees coming from outside the local area.
  • Highest risk: Large in-person gatherings where it is difficult for individuals to remain spaced at least 6 feet apart and attendees travel from outside the local area.

Contact the Office of Conference & Event Planning

Main Number: 503-883-2448

Address
Office of Conference & Event Planning
Linfield University
900 S.E. Baker St., Unit A450
McMinnville, OR 97128-6894

Room reservations and set-ups: reserve@linfield.edu

Department Mission Statement

The office of Conference and Event Planning is committed to supporting our Linfield University community by developing and operating customer-oriented, efficient and profitable support services that:

  • Enhance the quality of campus life through the delivery of quality goods and services
  • Facilitate the creation of community
  • Extend the learning environment beyond the classroom