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What to Do If: You're Planning an Event

WVU strongly encourages hosting virtual events, programs, activities and gatherings, when possible, for the remainder of the spring semester.

Important information

Overview

WVU strongly encourages hosting virtual events, programs, activities and gatherings when possible to help contain the spread of the COVID-19 virus.

The University has developed guidance for limited capacity events on campus during the remainder of the spring semester. This guidance may be modified based on factors such as the positivity rate on campus or in the community and increased hospitalization rates.

All on-campus events must follow the guidance outlined on this page for events and gatherings. All off-campus events must follow West Virginia state guidance for events and gatherings.

If an event does not fall under the guidance provided, contact WVU Incident Command at HSIC@hsc.wvu.edu.

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General Guidance

  • Advance registration for events is recommended and must be capped at 50% of venue capacity for any indoor events. Virtual events should be held whenever possible.
  • Event planners should utilize outdoor settings for events, to the fullest extent possible, as indoor gatherings increase the risk of virus transmission.
  • For any event with attendance larger than 30 people, the event planner must complete the Event Planning Checklist, which includes uploading documentation of dean or respective vice president approval for the event and the attendance list/seating chart.
    • Once approval is granted from the dean or respective vice president, the event is considered "approved." However, the checklist and necessary documents must be uploaded to complete the process. An email response will only be generated if there is an issue with the information that has been submitted.
  • Please consider making an event a "ticketed" event, particularly if attendance is greater than 30 people. Ticketing should be conducted via an online portal to avoid physical transfer of documents upon arrival. Providing tickets in advance will help you keep track of attendance and limit the number of attendees based on venue capacity. This may also assist with seating assignments.
  • Indoor and outdoor event size should be limited to allow for adequate physical distancing of at least 6 feet among event participants.
  • All WVU employees, students and visitors are required to practice physical distancing, maintaining a 6-foot separation to the fullest possible extent for indoor and outdoor events.
  • Mandatory masks/face coverings are required for all WVU events. This includes any indoor or outdoor location where there may be interaction with others and includes all WVU-owned and -operated facilities. Double masking is recommended to decrease risk.
  • Please seat people in smaller groups/pods. This will allow for a more targeted approach for contact tracing, if deemed necessary.
  • If an event will include aerobic or group exercise activity, it is safest to conduct these activities outdoors. Follow all the safety protocols including wearing a mask/face covering and physical distancing of at least 6 feet while doing any aerobic activity.
  • Hand sanitizers should be readily available for all event participants. Masks should be made available to any participant who is need of a mask.
  • Live music in indoor venues should not include vocal performances or the use of wind instruments.

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Food

  • Food service increases the risk of virus transmission because masks must be removed for eating.
  • If food is to be served, it should be limited to pre-packaged or plated servings (i.e., no buffet style or finger foods). Food should be distributed to avoid lines and promote physical distancing.
  • If hosting an event in which prepackaged or plated food will be served and consumed, it is recommended that you seat families or close acquaintances together.

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Bus

Transportation

  • Individuals are strongly encouraged to use personal transportation to events when possible as that is the safest option for travel.
  • If providing transportation to an event, follow all safety protocols for an indoor event. This includes:
    • Maintaining appropriate physical distancing of at least 6 feet.
    • Using seating charts.
    • Wearing face masks/coverings.
    • Open windows to allow for increased ventilation when possible.

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Attendance Tracking

  • Event planners are responsible for tracking attendance at all events and maintaining an attendance record for future contact tracing needs that may be necessary.
  • The best way to track attendance is by making it a ticketed event. Provide online ticketed reservations and require attendees to present confirmation upon arrival. Avoid the physical transfer of documents upon arrival.
  • Optimally, seating charts should be used to help with contact tracing and reduce quarantine needs, if necessary.

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Checklist

Event Checklist and Approval Process

  • Event planners are required to complete the Event Planning Checklist.
  • Event planners are required to obtain sign-off and approval from the relevant dean or vice president with oversight for the program. This written documentation must be uploaded in conjunction with the Event Planning Checklist.

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Vaccine Status

  • The University is not recommending that vaccine status be considered as a factor in planning group events. COVID-19 vaccinations are not required for employees and students, although they are strongly encouraged.
  • WVU asks students, faculty, staff and visitors to be considerate of others who are not vaccinated by wearing a mask and practicing physical distancing.

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Stop the Spread

Personal accountability is the key to our safe return to campus. Do your part to keep everyone safe.

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We’ll be adding information on different topics throughout the fall, so check this site frequently for updates. If you can’t find the info you need, submit a question or email returntocampus@mail.wvu.edu.

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