Student Organization Event Aspects Updates

Baylor University provides the following event planning guidance to all student organization event planners to provide information on best practices to protect event planners and others from COVID-19.  

Please refer to the Fall 2020 Schedule of Student Organization Meetings and Events for the latest timeline information on eligibility to host meetings and events with these unique event aspects. 

Athletic or Sport-Related Event (practice, game, tournament, etc.)
Guidance will be specific to each sport.  Generally speaking though, please implement the following best practices as appropriate:

  1. All attendees maintain social distance from others when not directly participating in competition of the game/event. 
  2. All participants wear cloth face-coverings during competition (for both indoor and outdoor venues). 
  3. Extend time between athletic games/events to minimize overlap of participants in different games/events. 
  4. Clean equipment appropriately in between games/events and mid-contest as appropriate. 
  5. Consider decreasing the number of players in competition during the game/event. Consider spreading out facilities/fields as possible to increase distance between athletic games/events. 

Animals
Events with animals (petting zoos, horse riding, dog shows, etc.) are prohibited.

Catered Food/Drink
Food must be commercially prepared and packaged and may only be distributed by a designated server(s) wearing gloves.  All food, drink, condiments, utensils, etc. will be handed to participants in a pre- packaged disposable container and not left unoccupied for self-service. Individuals serving should wash their hands after removing their gloves.

Dancing (social)
Social dancing is prohibited.

Dance Practice / Performance
Permit small groups of current students (10 or less) to rehearse with masks on and perform without masks on.

Expressive Action
Promote social distancing of at least 6 feet between individuals at all in-person events. 

Face coverings are required to be worn by all individuals (faculty, staff, students, and visitors) in all buildings on the Baylor campus and in all outside campus areas where 6’ social distancing is not possible or where congestion is likely.

Guest Speaker
Guest speaker will complete the Baylor University COVID-19 Policy/Questionnaire to On-Campus Operations form prior to arriving at event location

Homemade Food/Drink
All homemade food/drink is prohibited.  As an alternative, organizations may distribute pre-packaged, catered food/drink.

Inflatables
All inflatables are prohibited.

Medical Collection Effort (Blood Drive, Donor Registration, Etc.)
Blood drives may occur according to current policy requiring approved third-party vendor to host in a mobile facility. 

No other medical collection efforts are permitted  to occur (ex: cheek swabs for bone marrow donor registration drives, etc.).

Minors
More information to be posted shortly

Non-Baylor Individuals
On-campus events designed specifically for non-Baylor individuals are prohibited; however, non-Baylor individuals may attend student organization events open to the public.

On-Campus Meeting Rooms
Occupancy will be reserved at 25% capacity.

Off-Campus Meeting Spaces
Off-Campus events are currently prohibited.

Outdoor Events
Event attendance may not exceed the city ordinance of 10 individuals.

Outside Entertainment Vendors (Non-Food)
Vendors will complete the Baylor University COVID-19 Policy/Questionnaire to On-Campus Operations form prior to arriving to event location. 

Note: Vendors for Inflatables are expressly prohibited.

Outside Performers (Comedian, Band, etc.)
Vendors will complete the Baylor University COVID-19 Policy/Questionnaire to On-Campus Operations form prior to arriving to event location. 

Possible Physical Harm (Sporting Event, Dance Practices, etc.)
Guidance will be specific to each activity.  More information to be posted shortly.

Service Activity
Guidance will be specific to each activity.  More information to be posted shortly.

Singing/Choral Activity
More information to be posted shortly.

Solicitation
Baylor is heavily encouraging the use of online transactions before an event for retail and fundraising purposes.  Student organizations are responsible for debit and credit card transactions requirements as stated in Student Organization Policies and Procedures Guide.

Fundraisers or tabling with food will not be approved at this time.

Tailgating
No student organization tailgating will be permitted during Baylor's 2020 football season.

Travel
Events requiring travel outside of McLennan County will be prohibited.

Voter Registration Drive
Any external individuals serving as volunteer deputy registrars will complete the Baylor University COVID-19 Policy/Questionnaire to On-Campus Operations form prior to arriving at the event location.

 

Baylor University also provides student organization event planners with event planning guidance* to better protect event planners and others from COVID-19.

 

*Event planners will be asked to agree to the following terms:
 As an event planner, I will stay informed of up-to-date information regarding COVID-19 and will plan this event in accordance with guidance to protect myself and others from COVID-19.

 

**Website content most recently updated on Wednesday, September 16