Events

Event Safety
Plan Guidelines

Event Safety Plan Guidelines

 
 
As of Aug. 20, 2021
 


 

The safety of our students, faculty and staff is the utmost priority for Maryville University. In response to the COVID-19 worldwide pandemic and to lessen the likelihood of COVID-19 transmission, the Center for Student Engagement Student Involvement Office and the Office of University Events have adopted the following guidelines and considerations for all gatherings, meetings, and events. This document is an addendum to the current Maryville University policies, procedures and student organizations handbook. Find more information on our #SaintsStrong plan and our student organizations handbook for your reference. The following guidelines and considerations are for all students, faculty and staff that have or are planning to organize, plan and/or participate in on- or off-campus gatherings, meetings or events. These guidelines and considerations are in place until further notice, but may be adjusted if conditions improve or worsen.

Consistent with CDC and St. Louis county guidance, the University currently requires all members to wear a face covering in all indoor spaces on-campus. Maryville is monitoring the status of the St. Louis County public health order and related legal process on an ongoing basis and may adjust this policy as that process unfolds.

Face coverings are required in the following settings on campus:

  • Fitness Centers/Gyms — Face coverings are required at all times in all indoor fitness centers/gyms, including when exercising.
  • Athletics – All athletes participating in a sporting event while not actively playing.
  • Dining Facilities – Face coverings are required while picking up food orders, walking through the dining hall, disposing of food waste and in all general areas of dining facilities. Once seated, face coverings can be removed while actively consuming food or beverages.
  • All other Indoor Spaces – Face coverings are required at all times in all indoor spaces unless students are in their residential room/apartment without guests or employees are alone in their office.
  • Attending Maryville Meetings, Events, and Gatherings – Face coverings are required for all individuals attending indoor Maryville meetings, events, and gatherings, held both on and off-campus.

Face coverings are not required outdoors, but are strongly encouraged outdoors and social distancing cannot be maintained.

If you have more questions, please contact the Student Involvement team at CSE@marvyille.edu or (314) 529-9380 or the Office of University Events at campusevents@maryville.edu.

Guiding Principles

  • The health and safety of attendees and event staff will drive all in-person event decisions, and events must comply with current guidance and restrictions from the Center for Disease Control & Prevention (CDC), MissouriDepartment of Public Health (MDPH), local government and health officials, and University policy.
  • Maryville events held in off-campus venues need to follow the same protocols as those held on campus.
  • Outdoor events are strongly encouraged when feasible.
  • Attendee education of risk and communication of behavioral expectations (invitations, ticketing flow, “know before you go” messages, printed handouts, event signage, announcements, mask requirements) is critical, and messaging should be shared prior to the event.
  • Personal hygiene facilities should be made available for handwashing, hand sanitizing, etc.
  • Consider contactless transactions (advanced event registration, attendance check-in, ticketing, ticket scanning, conference materials, programs, etc.).

Guidance on events, meetings and gatherings will continue to evolve and will be subject to change. Below is an overview of guidelines for in-person or hybrid events.

Guidance of Events, Meetings, and Gatherings

  • All colleges, divisions, schools, departments and other organizational units, including recognized student organizations, planning meetings, gatherings or other events must observe all county and Saints Strong guidelines that are in effect at the time of the event.
  • There are no current capacity restrictions for indoor or outdoor events. Event sizes will be limited to the established Maryville University approved facility capacity.
  • Outdoor gatherings on Maryville University property require University permission.
  • For all large-scale events we strongly encourage mask wearing whether it is indoor or outdoor whenever social distancing is not possible and/or necessary.
  • Food and beverage are permissible at both indoor and outdoor events, but safe food handling procedures must be followed. For catering or food services, Fresh Ideas is the primary caterer for Maryville and has the first right of refusal for all events. Meaning, everything must be catered by Fresh Ideas unless they grant a waiver. A waiver can be granted for many reasons – kosher needs, Fresh Ideas is already booked, the group is a small department gathering (i.e. department meetings bringing in donuts or a student group ordering Jimmy John’s for a study session), etc. If a waiver is granted, Fresh Ideas is completely uninvolved, therefore, the group will have to set, serve, and clean up their own catering. The group will have to provide all plates, napkins, cutlery, serving utensils, trays, etc.
  • Event organizers are required to submit an attendance list and/or guest log within 24 business hours of the conclusion of the event for all in-person and/or hybrid meetings, gatherings, and events.
    • Attendance List: Generated from the GetInvolvedMU Check In app and can only be utilized for all Maryville faculty, staff and students. Events, meetings and gatherings must be entered and approved in GetInvolvedMU in order to use this option.
    • Guest Log: A guest log must be used for all events, meetings, and gatherings that include any external guests in attendance.
      • Include the following information for each guest: First and Last Name, Email Address, Phone Number and Name of Maryville Guest that you are visiting.
      • Guest’s contact information will be utilized by the Maryville Health & Wellness team or appropriate health department officials if needed as part of contact tracing efforts.
    • Use this link to submit all attendance lists and guest logs to the Events, Meetings & Gatherings Attendance Submission Form: https://maryvilleenterprise.tfaforms.net/4652191

Guest Protocols

  • Guests are defined as anyone that is not a Maryville student, faculty or staff member.
  • All guests, including but not limited to, any one who is not a Maryville student, faculty or staff member will be required to complete the daily health screening on the day that they visit campus.
    • The daily health screening can be found HERE on the SaintStrong website. Please send this link out to all guests prior to their arrival.
    • The guest must have an approved email confirmation in order to proceed with coming to campus. This email will be automatically sent with the green check mark once approval has been met. Any guest not able to show this to event organizers upon arrival and check-in to the event, gathering or meeting will not be admitted.
    • Guest Log: A guest log must be used for all events, meetings, and gatherings that include any external guests in attendance.
      • Include the following information for each guest: First and Last Name, Email Address, Phone Number and Name of Maryville Guest that you are visiting.
      • Guest’s contact information will be utilized by the Maryville Health & Wellness team or appropriate health department officials if needed as part of contact tracing efforts.
    • Use this link to submit all attendance lists and guest logs to the Events, Meetings & Gatherings Attendance Submission Form: https://maryvilleenterprise.tfaforms.net/4652191

Event Pass: Contactless Check-in Option

Maryville University is excited to launch the new EVENT PASS featured from getinvolvedmu.maryville.edu/. The event pass is similar to a mobile boarding pass and allows for a contactless check-in experience for events choosing to utilize this technology. It’s unique to each user and it’s tied to your getinvolved.maryville.edu account. You can only utilize this option when your event, gathering or meeting has been approved and entered on GetInvolvedMU.

Event Attendees: Student/Faculty/Staff

Follow these steps or view the tutorial:

  1. Sign in to https://getinvolvedmu.maryville.edu
  2. Click on profile pic in top right of screen (or Initial, if no profile pic)
  3. Click “Event Pass”
  4. Add Event Pass to Apple Wallet, Android Pay, Screenshot, or Print and Carry with You

Accessing Event Pass from the CORQ App

  1. Download the CORQ App from the Android or Apple Store
  2. Click “Sign In to your Campus”
  3. Choose “Maryville University”
  4. Enter your Maryville login credentials (User Name: pbooster leave off @maryville.edu or @live.maryville.edu // Enter your Password)
  5. Toggle down to “Event Pass”
  6. Click “Add to Apple Wallet” for Apple Users, Screenshot it or Save the Pass to your Homescreen for Android users.

Event Organizers

  • Event organizers must create an event within GetInvolvedMU in order to track attendance with the App
  • Make sure you have downloaded the Guest Log in order to record all guests in attendance
  • Download the Campus Labs® Event Check-In App
    • Open the App and enter the Event Access Code
      — To find the code, find your event through the Action Center; the access code should appear in the bottom right of the screen once you click on your event.
    • Enter Code into App, tap “Start Session
    • Sign in with your Maryville e-id and password
    • Tap “Start Scanning” and you’re ready to scan!
      — If your phone asks for permission to use your camera, choose “yes” because it will need the camera in order to scan event passes.
    • Position the edges of the box over the edges of an attendee’s Event Pass. As soon as it recognizes the user, it will display a box with their basic details, including their RSVP status.
    • Tap “Check In” to confirm the user and click OK to continue scanning.
    • For Attendees with No Mobile Pass
      — If you come across an attendee without a mobile pass, tap “No Pass?” below the scanning area or select “Lookup” from the bottom menu.
      — Search for the attendee by name or email and when you find the right person, tap their name to confirm their check-in. If searching by email, you will need to enter the complete email address of the user to locate them.
      — If the attendee is not in the system, you can add them by email if you click the “Add Guest” in the top right of the screen, type in their email address, and submit. NOTE: any guests that are entered into the check in app, must be entered on the guest log as well.
    • At any point, you can toggle between scanning passes and the attendee list. Tap Attendees in the bottom right of the screen to view the full list of attendees. If you need to remove someone from this list, tap on their name, swipe left, then select Remove.
    • Final Steps: When you’re done tracking attendance you can close the app, and all of your attendance information will be saved. While not required, you can end your check-in session if you tap on your profile picture in the top left of the screen, then select End Session.

Submitting an Attendance List & Guest Log

The attendance list (generated from GetInvolvedMU) must include the following information for each attendee:

  • First and Last Name
  • Email Address

The guest log must include the following information for each attendee:

  • First and Last Name
  • Email Address
  • Phone Number (Only required for guests)
  • Guest of Name (Enter the name of the Maryville student, staff or faculty member that is hosting the guest)

The attendance list/guest log must be submitted within 24 business hours of the conclusion of the event. Attendees’ and Guests’ contact information will be utilized by the Maryville contract tracing team and appropriate health department officials if needed as part of contact tracing efforts.

Event Planning Resources

Guest Log
How to use the CORQ App & Campus Labs Event Check In App
How to Check into a Virtual Event
Attendance List – How to download & upload list
How to submit an event on GetInvolvedMU
How to find your Event Access Code
Events, Meetings, and Gathering Attendance Submission Form (submit all attendance list and guest logs here)

Event Planning Contacts

If you have any questions pertaining to planning events, meetings and/or gatherings contact the following people.

Contact Help with
Peter Michel or Ebony Ramsey GetInvolvedMU, CORQ App, Student Organizations, Event Check In App, Attendance List & Guest Log
Todd Louis EMS, Catering, Facilities, Rentals, Vehicles, Set Up/Break Down & Guest Log