Events at Brown are a vital aspect of the Brown community. It is more important than ever that we support opportunities for the community to come together, both in person and remotely. While in person events for the fall will need to be limited in scope and follow public health guidelines to prioritize safety in light of the COVID-19 pandemic, it is important that even in small numbers, members of the community can gather together if possible. 

We are hopeful that by taking a phased approach, we will be able to increase in person engagement through the spring and summer. Beginning with employee-sponsored events this fall allows us as a community to become accustomed to policies and to develop staffing plans that will help us to increase in person engagement over the next two terms.

Below is a list of policies, designed to both engage in community building in person, while also limiting risk and prioritizing the health and safety of community members. The policies were developed by a committee made up of event planning stakeholders including representatives from SAO, Admission, Residential Life, the University Scheduling office, University Event & Conference Services, Advancement, Orientation and First Year Programs, University Communications, Environmental Health and Safety, Media Services, Campus Life, Office of Institutional Equity and Diversity, and others on a consulting basis. 

If you have specific questions, please feel free to email [email protected] for direction.

Please note that these policies will be updated and changed as needed based on the most current public health guidance, to ensure compliance with relevant RI regulations, or if the situation changes for any reason that might impact community safety. This is a fluid situation and any changes will be reflected in this document. 

Principles for University Events in Fall of 2020

  • Ensure the safety and well-being of all students and guests, vendors, staff, faculty, and others who are engaged in planning, leading, supporting and participating in events at Brown, both off campus and on.

  • Foster a sense of community by supporting an array of in person engagement on campus while maintaining safety guidelines. 

  • Minimize health risks through de-densified and virtual events that promote and ensure appropriate social distancing and follow all current and applicable public health guidance.

  • Maximize independence and autonomy of event planners with clear and consistent public health guidance that all members of the community can easily and effectively follow.

  • Support flexibility for event planners to develop plans and approaches specific to their activities in a manner consistent with overall policy and all State of Rhode Island public health guidance and regulations.

  • Ensure appropriate consequences for lack of compliance and easily accessible reporting mechanisms for health and safety concerns.

Fall 2020 Employee Sponsored In Person Event Policies

  • If the event can accomplish its goal remotely, it should be held remotely. If in person engagement is vital to the event, the below guidelines should be followed. 

  • In person events must be staffed by Brown University faculty or staff members who are participating in the Brown testing program as designated by their return to work plan. 

  • For the purposes of this policy, meetings are not considered events and should still be held remotely. 

  • In person events can take place between now and November 25th, 2020 when Thanksgiving recess begins. 

  • Anyone who is experiencing any Covid-like symptoms or has tested positive for Covid-19 should not attend or host any in person event. 

  • Whenever possible, events should be held outdoors. If an event needs to happen indoors, events can have a maximum capacity of 10 people (in spaces that are large enough for social distancing) including event hosts and event staff as long as this number is still under the allowed indoor maximum capacity for the State of Rhode Island. While we will follow state guidelines and not exceed max capacities, Brown may determine capacities that are lower than allowed maximums to decrease risk.

  • Outdoor events can have a maximum capacity of 10 people (on spaces that are large enough for social distancing) including event hosts and event staff as long as this number is still under the allowed outdoor maximum capacity for the State of Rhode Island. While we will follow state guidelines and not exceed max capacities, Brown may determine capacities that are lower than allowed maximums to decrease risk.

  • Events in large athletic spaces (i.e. Pizzitola, Meehan, OMAC) can have a max capacity of 10 people including event hosts and event staff as long as this number is still under the allowed outdoor maximum capacity for the State of Rhode Island. While we will follow state guidelines and not exceed max capacities, Brown may determine capacities that are lower than allowed maximums to decrease risk.

  • Requests for outdoor events with a capacity larger than 10 should be submitted using this form. Forms will be received by University Event and Conference Services who will work with the appropriate administrators to review requests. 

  • Events can not take place in lobby spaces.

  • When booking space, please use 25Live to confirm that updated space occupancy level is adequate to ensure social distancing and, if necessary, allow for appropriate contact tracing. For questions about departmental room capacity limits, please contact [email protected]

  • Face coverings must be worn by all event attendees, hosts and staff, unless there is an approved medical exemption.

  • Events must ensure six feet of distance between everyone who is present at all times. This includes attendees, staff, organizers, performers, etc. Members of the same pod may be closer than six feet but must always wear face coverings.

  • Food and beverages are not permitted at any events, with the exception of personal water bottles or grab and go pre-packaged items coordinated through Brown Dining and taken by attendees at the end of an event.

  • There can be no shared items or equipment at events, including but not limited to, writing utensils, microphones, podiums, books etc.

  • Simulcast locations for events will not be allowed due to very limited available space. Events can be livestreamed. 

  • Event organizers are responsible for developing staffing plans to ensure adherence to capacity limits and social distancing requirements. Staff in University Event and Conference Services are available to talk through plans with event organizers.

  • Events at this time are only permitted on campus; no off-campus events will be permitted. 

  • Rehearsals and performances will be allowed if face coverings can be worn by all performers throughout the full event and social distancing can be enforced for the audience and performers. Instruments that require the removal of masks are not permitted at events/activities/meetings.

  • Rehearsals and performances that involve singing can be held if masks can remain on at all times and must be held outdoors. Microphones cannot be shared. 

  • All in person event attendees must be a member of the Brown community (faculty, staff, or student currently approved to be on campus and participating in Brown’s testing program). No guests are permitted to attend. 

  • Off campus travel events, such as organized trips, including within the Providence area, are not permitted. 

  • Guest speakers and performers are not permitted to be invited in person to campus at this time; staff in University Event and Conference Services are available to help plan remote engagement with off campus guests and speakers. 

  • Events can only take place in approved event venues and must be reserved and approved through University Scheduling or the space manager for spaces not in 25 Live. 

  • Tabling either indoors or outdoors will not be permitted.

Accountability Measures 

  • All members of the Brown community are responsible for all policies listed in this document. It is their responsibility to develop plans to ensure that the policies are followed, and to enforce them at their event. Staff in University Event and Conference Services are ready and available to help groups determine staffing and enforcement plans.

 

Updated 11.2.20