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 Spring 2021 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
Catered Food/Drink is prohibited at organization meetings, with the exception of a distribution process.

Dancing (social)
Social dancing is prohibited.

Dance Practice / Performance
These guidelines apply for any dance practices and performances unless otherwise noted:

  • Physical contact while dancing is prohibited.
  • Performers must remain upright at all times.
  • All floor work (lying down, spinning, etc.) should be minimized within the dance routine.
  • Proper sanitation should occur at the site and for any shared materials/objects.
  • Performers may hold shared ropes to measure six feet of distance during dance routines.
  • Performers must wear face masks at all times.
  • Please ensure capacity of dance facility is appropriate for group size.
  • Please select a dance facility with appropriate ventilation for dance routines.
  • Consider consistent dance partners as applicable.

Only small groups of current students (10 or less) may rehearse together.  Students will rehearse and perform with masks on.

Distribution Process
Distribution processes exist to support the non-social aims of student organization operations and may be hosted in accordance with these guidelines:

  • Items of importance that are material to active membership may be distributed (for example: membership t-shirt, community service project lawn tools, etc.).
  • Multiple items being given to an attendee should be pre-packaged in one bundle.
  • Participants are prohibited from socializing before/during/after this event, and the organization maintains responsibility for conduct and traffic flow of all participants.
  • Items may be picked up at a distribution event to then be used by participants at a virtual event.
  • Any food to be distributed 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.
*Please note, distribution events may not be held prior to Sunday, February 7, 2021.

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.

Fundraisers
Baylor is heavily encouraging the use of online transactions separate from an event for retail and fundraising purposes. Organizations are prohibited from using University
resources (e.g. computers, wireless networks) to process payments from cardholders though.

Guest Speaker
University guidance currently prohibits guest speakers from off campus visiting campus to speak to students in person. Guest speakers coming from off-campus are still able to speak with organizations’ members through a virtual environment to hear messages and ask questions.

Homemade Food/Drink
All homemade food/drink is prohibited.  

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
From September 28 - November 25, sponsored organizations may host in-person off-campus events in accordance with guidance by the City of Waco and university policies.  Organizations are specifically asked to:

  • Ensure proper sanitization of space before and during use
  • Ensure social distancing practices are enacted by all members/guests
  • Wear masks at all times
  • Work within stated capacities provided by the City of Waco
*Please note, all off-campus meetings and events are currently paused for the spring 2021 semester.

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
For indoor gatherings, participants are required to stand 9 feet apart from one another when singing is involved. Participants must wear masks at all times.

For outdoor gatherings, participants are required to stand 6 feet apart from one another when singing is involved. Participants must wear masks at all times.

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.

Tabling
Tabling is available to all student organizations.  Organizations are asked to operate within these guidelines:

  • Limit of 2 students hosting a table
  • Students are required to wear face masks at all times
  • Students are required to stay behind plexiglass while hosting a table
  • Food/drink may not be distributed
  • Preference is for contact-less distribution of information

Please note tabling options are only currently available in outdoor locations hosted by the Bill Daniel Student Center.

*Please note, tabling displays may not be held prior to Sunday, February 7, 2021.

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 Monday, January 25