Fall 2020 Reservation Process and Guidelines

The Student Union Reservation Process for Fall 2020
(Due to Impact of COVID-19)

In order to comply with State of Connecticut executive orders and guidelines, established to mitigate the impact of COVID-19 in our community, there has been a significant decrease in the number of available spaces for non-academic use, as well as reduced capacities for those spaces. For this reason, the Student Union has created a new reservation request process for programs/meetings/events/activities that would be scheduled to occur during the Fall 2020 semester in all spaces reserved by the Student Union.

Please Note: Any reservations that are made for the Fall 2020 semester will be subject to change or cancellation if at any point we receive more restrictive guidelines for space use and/or gatherings.

Timeline: 

– July 23, 2020 (Thursday)

  • All spaces that have previously been reserved by the Student Union have been cancelled for the Fall 2020 semester with the exception of Priority Access reservations
  • The Student Union suspended accepting and processing new reservation requests for Spring 2021
    [This process will resume, no earlier than October 1st 2020 (Thursday)]

– July 27, 2020 (Monday)
The Student Union contacted everyone who had a Fall 2020 Priority Access reservation

– July 27, 2020 (Monday)
1st Reservation Request Period Opened
[For Outdoor Events Sponsored by University Departments and Tier III student organizations Only]

– August 31, 2020 (Monday) – September 9, 2020 (Wednesday)
2nd Reservation Request Period Opened

WEDNESDAY SEPTEMBER 23, 2020
3rd Reservation Request Period Opens
[For events/activities/programs/meetings that would be scheduled to occur between September 23, 2020 (Wednesday) and November 20, 2020 (Friday)]

Indoor:
Reservation requests must be submitted by University Departments and
Student Organizations (Tier I, Tier II, and Tier III)

  • Student Union Meeting Rooms
  • Academic Classrooms
  • Konover (Dodd) Auditorium
  • Wilbur Cross North Reading Room
  • Bookstore (Community Room)

    Outdoor:

    • MEETINGS
      [Requests for outdoor meeting spaces must be submitted at least 1-business day prior to the desired meetings date (for Sunday and Monday, the requests must be submitted by noon on Thursday.]

      • Requests for Outdoor MEETINGS may be submitted by Student Organizations (Tier I, Tier II, and Tier III)
      • Location:
        The SU Mall Tent (The tent closest to the Student Union)
        [Available: Monday through Thursday (4pm to 8pm) and Sunday (11:30am to 8pm)]
    • EVENTS
      [Requests for outdoor events must be submitted at least 3-weeks in advance of the desired event date.]

      • Requests for Outdoor EVENTS may be submitted by University Departments and Tier III Student Organizations Only
      • Locations:
        • SU Terrace
        • SU Fire Pit
        • SU Mall Tent (The tent closest to the Student Union)

    Requests will only be accepted via the online Reservation Request Form:
    https://studentunion.uconn.edu/event-submissionform-2

    Currently, each student organization may submit up to (3) request forms:

    • (1) form for space in the Student Union
      • You can request up to three dates
      • Please only include Student Union space requests on this form
      • Maximum Occupancy for indoor meetings is 25-people (space dependent)
    • (1) form for Academic Classroom Space
      • You can request up to three dates
      • Please only include Academic Classroom space requests on this form
      • Maximum Occupancy for indoor meetings is 25-people (space dependent)
    • (1) form for the SU Mall Tent Meetings
      • Available for Meetings:
        • Sunday (11:30am to 8pm)
        • Monday through Thursday (4pm to 8pm)
      • Please only include SU Mall Tent Meeting space requests on this form
      • Maximum Occupancy for these outdoor meetings is 24-people
    • (1) form for SU Mall Tent Events, SU Fire Pit, and SU Terrace
      • Only Tier III Student Organizations and University Departments
      • Requests for SU Mall Tent Events, SU Fire Pit, and SU Terrace must be submitted at least 3-weeks prior to the desired event date
      • Maximum Occupancy for SU Mall Tent Events is 72-people
      • Maximum Occupancy for the SU Terrace is 50-people
      • Maximum Occupancy for SU Fire Pit is 20-people

    If space is available after we process these forms, we will reopen the reservation process and allow for additional request form submissions.

    Reservation requests will only be processed if:

    • Space is available
    • The programs/meetings/events/activities comply with all COVID-19 guidelines and policies (See Appendix)

    We will be unable to accommodate reservation requests for the following:
    – Recurring reservation requests (Ex. Weekly, bi-weekly, etc.)
    – Reservation requests for Res Life Spaces – Space is limited and only available for the benefit of residential students
    – Reservation requests for Hawley Armory Spaces – space not currently available for use, per facility due to COVID-19 safety compliance requirements
    – Reservation requests involving movement activity (Ex. dance, archery, martial arts, yoga, singing, etc.) due to space limitations/requirements
    – Reservation requests for tabling (indoors or outdoors)

    All attendees must comply with all University guidelines and State of Connecticut public health mandates regarding the use of facemasks and physical distancing in public spaces, including bathrooms

      The Student Union Theater, the Student Union Ballroom, and Rome Ballroom:
      To support the academic mission and certain essential services of the University because of space limitations as a result of physical distancing safety requirements due to the impact of COVID-19, the Student Union Theater, the Student Union Ballroom, and Rome Ballroom have been repurposed and are unavailable for programs/meetings/events/activities during the Fall 2020 semester 

      Individual Study Spaces: Academic Classrooms and Homer Babbidge Library

      Individual students can reserve academic classrooms for the purposes of participating in online courses or for study spaces. Options and the process to reserve space in classrooms or the Homer Babbidge Library can be found here: https://reopen.uconn.edu/campus-services

      AppendixStudent Union COVID 19 Indoor and Outdoor Event Guidelines

      Outdoor Event Guidelines

      • Attendance for programs/meetings/events/activities may not exceed 100 people. (Attendance capacity is based on Current State of Connecticut restrictions for Phase 2. Should revised guidance be provided, we reserve the right to adjust the attendance capacity)
      • Events must have a start and stop published time
      • Attendees must remain six feet apart. Lawn events must maintain 15’ of distance between blankets on the ground. Distance markers will be used to identify these areas, i.e. painted circles on the ground
      • All attendees, organizers, volunteers, etc. must wear face coverings
      • Any visitors must be recorded to assist with contact tracing if needed
      • There must an isolation plan in place in case anyone becomes ill during the event
      • Signage and barriers must be provided to designate traffic flow
      • There should be egress plans to minimize lines entering or departing the event and there should be separate entrances and exits if possible
      • Any food service must adhere to current food service policies
      • Entrance documents (tickets) should be paperless if possible
      • Hand sanitizer should be provided at the entrance, exit, and throughout the venue
      • Sanitizing wipes must be available for attendees to use
      • Nearby bathrooms must be cleaned and disinfected frequently
      • Performers can remove face coverings provided they are at least 12’ from attendees

      Indoor Event Guidelines

      • Attendance for programs/meetings/events/activities may not exceed 25 people
        (Attendance capacity is based on Current State of Connecticut restrictions for Phase 2. Should revised guidance be provided, we reserve the right to adjust the attendance capacity)
      • Events must have a start and stop published time
      • All attendees, organizers, volunteers, etc. must wear face coverings
      • Attendees must remain six feet apart

      If you have any questions, please contact the Student Union Event Services Team:
      Voicemail: 860.486.3421 | Email: sureservations@uconn.edu

      STUDENT ORGANIZATIONS
      You can find more information and resources on the Student Activities website:
      www.studentactivities.uconn.edu/fall-2020