COVID-19 Event Guideline FAQs

Most Recent updates:

• At this time, events are limited to small group academic events. All requests must have an academic component.
• Student Organizations are allowed to continue to have gatherings (8 and under). Beginning February 4th, all requests will be reviewed.

Are Masks/PPE Required? 

• Vanderbilt University will require all faculty, staff, students, and visitors to wear an appropriate face covering while on campus, inside facilities/buildings, and attending events and meetings. 

Who Provides PPE for Events? 

• The host/client is responsible for providing or making sure all attendees have access to and are wearing required PPE

Should I cancel my meeting or Event? 

• Internal meetings should continue to be held virtually, even if staff are in the office, unless you are within the University “gathering” guidelines and your meeting has been approved. 

Is a specific setup required for my event? 

• All of our rooms are currently setup in a physical distance manner and capacity. You can work with your event manager to make arrangements that will follow setup protocol. 

Where can I find more information on Event preparedness?

• Please visit Vanderbilt’s Return To Campus website for more information. 

Am I allowed to have vendors at my event?

• All suppliers/vendors participating in the event must review and fill out the Campus Visitors Return to Campus Acknowledgement form. Please review the Guidelines.

Guidelines for Gatherings

Can I still have my meeting or event? 

• Yes. We suggest all meetings be held virtually. If an in-person component is required for the success of the event, your event must meet the University “Gathering” Guidelines. 
  • Work with the EAV office to choose the appropriate space
  • Attendance should be limited to 8 people or less, including the host(s)
    • Consider multiple sessions of the event
    • Consider virtual options for the event
  • Masks/face coverings must be worn by all attendees
  • Attendees should not be exhibiting any symptoms and should stay home if they are feeling unwell

Guidelines for Academic and Learning Events 

What if I want to host a Student Learning & Academic Event for more than 8 people?

• The University wants to provide students with academic and learning opportunities outside of the classroom while following all protocols for campus health and safety. To do so, all student academic or learning events must have an authorized sponsor from within an academic department who submits a required plan through the online EMS platform to the Events at Vanderbilt Office and completes the checklist that you can find here.  Student organizations may be invited to serve as cosponsors for these events.

Guidelines for Outdoor Events

What if I want to host an outdoor event or come and go event? 

• Must wear masks at all times
• Must maintain physical distancing for all at all times
• Must be a contactless interaction for picking up item
• There may never be more than 12 people (including those staffing the event) at any one time at one place
• A definitive schedule for people to pick up whatever item it is broken down by time and how many people in each window.  This could be alphabetical, sign-up prior, or something else, but it needs to be clear.
• Food and drink need to be single serve and cannot be consumed in or around the space if the group is larger than 12
• The food will need to be prepared and prepackaged by the restaurant. 
• If people need to touch something when they come in, a wipe down procedure between people or groups must be established.
• It is the group’s responsibility to communicate and enforce these policies as well as any other applicable policies in our Return to Campus Plan.  A representative of the group must be on hand to enforce these policies.

What if I want to host an event with outdoor exercises or activity?

• Must wear masks at all times; it is best to choose a low impact activity such as yoga, Pilates, core strengthening, corn hole, etc.
• Must maintain physical distancing for all at all times
• Must be as contactless as possible; reduce sharing of equipment; must sanitize equipment between use (corn hole, weights, balls, Frisbees) 
• Wash your hands before and after the event 
• There may never be more than 12 people (including those staffing the event) at any one time at one place if it is a group activity. If individuals are registering in advance for the activity exceptions may be made to allow for more than 12 people.
• Outdoor Activities (ex: corn hole) are permitted with groups of 12 or less as long as all equipment is wiped down prior to and after use.
• Capacity will need to be managed, RSVP is required and actual attendance needs to be tracked; easiest way to coordinate this is through Anchor Link
• It is the group’s responsibility to communicate and enforce these policies as well as any other applicable policies in our Return to Campus Plan.  A representative of the group must be on hand to enforce these policies.
  • What plans do you have in place to enforce physical distancing during your event?  
  • What plans do you have in place to enforce face masks/coverings during your event?

Guidelines for Food & Beverage

What about food service for events? 

• Food and drinks may be served in a space where classes are held only on days when no classes are held in the space, and the space must be cleaned before the next class is held. 
• Food and drink (provided in single-serve or grab-and-go type packaging) must be consumed only while maintaining physical distancing. 
• The food will need to be prepared and prepackaged by the restaurant. 
• Attendees may remove their face masks/coverings only temporarily to eat and drink as needed, while remaining 8ft apart.
• Social events with alcohol: Student social events with alcohol, whether on- or off-campus, are not permitted.

Other Student Center Questions

Will the facilities be clean? 

• EAV is working closely with Plant Operations to make sure all buildings are cleaned according to CDC guidelines. 

What are the Student Center Building Hours of Operation?

• Please click here for our current hours of operation.

Are there designated Study Spaces on Campus?

• View the designated study spaces here.

Where can I find the circulation routes for a building? 

• Please visit this website and scroll to the “Entry/Exit Control, Building Access” section for circulation routes for all buildings. 

Are you allowing tabling?

• We are currently not allowing groups to table.