COVID-19 Guidelines for Student Events and Meetings

NOTE: These guidelines are subject to change

As members of our Cardinal Community of Care, each of us has a responsibility to prevent the spread of COVID-19. We have put several measures in place to help decrease the spread of the virus, including guidelines for in person student events and meetings.

In Person Event Guidelines
If a Recognized Student Organization (RSO) desires to hold an in person event, that event MUST be able to meet all requirements currently in effect to prevent the spread of COVID-19:

  • The event must be registered and approved by the Office of Student Involvement through the Student Events and Meetings during COVID-19 Academic Year 2010-21 Form.
  • The student registering the event must complete the Healthy Events in the Age of COVID-19 training.
  • The event must be on EngageUofL, and attendance of in person participants must be taken in EngageUofL.
  • Event Size:
    • As of July 20, 2020, an order issued by the Cabinet for Health and Family Services (PDF) limits gatherings to 10 or fewer people. The guidance “does not apply to or otherwise restrict restaurants, in-person retail establishments, public-facing businesses, venue and events spaces, or other businesses permitted to reopen.”
    • RSOs can host events larger than 10 people on campus or at businesses, but the number of participants cannot exceed the reduced capacity of the event space.
  • The RSO must offer a virtual option to allow for participants that do not want to attend the event in person.
  • Participants must practice physical distancing.
  • Participants must wear face coverings. If a participant is unwilling to wear a face covering, the RSO should have a plan to address noncompliance.
  • The physical space must have signage that explains the safety expectations for participants.
  • Participants should be made aware of the safety expectations for the event through the marketing of the event and direct contact, if possible.
  • If food is being provided, it should be distributed by a volunteer wearing a mask and gloves behind a plexiglass barrier.
  • If any materials are distributed to participants, they should be sanitized immediately prior to distribution.

Consequences for RSOs that do not follow the COVID-19 Guidelines for Student Events and Meetings
Failure to follow these guidelines could result in consequences for student organizations as outlined in the Code of Student Conduct. Conduct sanctions include but are not limited to

  • Discretionary Sanctions: Work assignments, essays, service requirements, educational assignments, or other related assignments.
  • Conduct Restrictions: Limiting of certain privileges or practices of the organization(s) involved in the prohibited conduct for a designated period of time. This may include but is not limited to the following: status and participation in any and all organized University activities; restriction of use of university facilities, services and resources; or restriction of contact with specific students, faculty and staff.
  • Conduct Probation: Imposition of conditions or restrictions on the individual(s) or organization(s) involved, with warning of more severe action if further infractions occur (or if probation is violated).
  • Suspension of organizational recognition: Temporary removal of recognition.
  • Revocation of organizational recognition: Permanent removal of recognition.
  • Revocation of charter recognition.

Reporting Concerns
If you learn that an RSO is not following these guidelines and potentially exposing students to COVID-19, please report your concern to the Dean of Students Office by completing the non-compliance form.

If you have questions about this process and/or your event, email us at involved@louisville.edu.