Spring and Summer 2021 Reservation Process and Guidelines

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CURRENT CAMPUS STATUS: BLUE

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UPDATE:

  • Priority Access
    • The Priority Access request and reservation process has been delayed until we have received all of the information needed to complete our review of space availability and capacities for the 2021-2022 academic year
    • Once we have the information we need, we will reach out to the Student Organizations and University Departments that have events, currently included on the Priority Access list
      [Please Note: We will not be accepting requests for new events to be added to the Priority Access list until late Fall 2021, which will be for events that would occur in the 2022-2023 academic year.]
  • The 2021-2022 General Reservation Request Process
    • We are currently only accepting reservation requests for events/meetings/activities/programs that would be scheduled to occur between April 12 and August 15, 2021
    • The general reservation request process has been delayed until we have received all of the information needed to complete our review of space availability and capacities for the 2021-2022 academic year
    • Once we have the information we need, we will open up the reservation request period for the 2021-2022 academic year

The Student Union Reservation Process for Spring and Summer 2021
(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.

Please Note: Any reservations that are made for the Spring and Summer 2021 semesters/terms will be subject to change or cancellation if at any point we receive more restrictive guidelines for space use and/or gatherings.

April 17, 2021 (Tuesday) – August 15, 2021 (Sunday)

Student Union Building Hours:

  • Open:
    • Monday through Friday:
      7:00am to 5:30pm
  • Closed:
    • Saturdays and Sundays
    • May 31, 2021 (Monday)
    • July 5, 2021 (Monday)

Reservation Process:

  • Reservations can be submitted for events/meeting/programs/activities that would be scheduled to occur between April 12 and August 15, 2021
  • Who can submit Space Reservation Requests?
    • Tier I Student Organizations may submit space requests for indoor meetings, which only include members of their organization
    • Tier II and Tier III Student Organizations may submit space requests for indoor and outdoor meetings and events
    • University Departments may submit space requests for indoor and outdoor meetings and events
  • 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.
  • Sponsors must demonstrate a plan that will adhere to all state safety guidelines for indoor and outdoor events
  • Indoor Programs/Meetings/Events/Activities
    • The programs/meetings/events/activities must comply with all U Guide guidelines and policies including those COVID-19 Indoor and Outdoor Event Guidelines listed in the Appendix
    • Attendance for programs/meetings/events/activities may not exceed 100 people – subject to space availability.
      [With the exception of Performance Venues, which are able to hold up to 50% of the venue’s capacity.]
  • Outdoor Programs/Meetings/Events/Activities
    • Sponsored by a Tier I Student Organization
      • Not permitted
    • Sponsored by a Tier II Organization
      • Attendance for programs/meetings/events/activities may not exceed 150 people – subject to space availability.
      • While current State of Connecticut restrictions for Phase 3.0, we reserve the right to reduce attendance capacity
    • Sponsored by a University Department and Tier III Student Organizations
      • Attendance for programs/meetings/events/activities may not exceed 150 people – subject to space availability.
      • While current State of Connecticut restrictions for Phase 3.0, we reserve the right to reduce the attendance capacity
    • Reservation Requests for academic classroom space will only be available until April 9, 2021, and will not reopen again until after the second week of Fall 2021 classes
    • Movement activities will be permitted in outdoor spaces (only) with the following conditions:
      • Maximum number of participants will be determined based on current State guidelines
      • A minimum of 6 feet of social distancing will be required at all times
      • Participants will be required to wear a mask throughout the scheduled event.
      • No physical contact between participants
      • No competitive or team activities (practices or games)
      • Examples of permissible activities include but are not limited to, Singing, Dance, and Yoga
      • Run/Walk activities will be reviewed on a case by case basis
  • The Student Union will be unable to schedule the following:
    • 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
    • Reservation requests for tabling (indoors)
    • Reservation requests involving indoor movement activity (Ex. dance, archery, martial arts, yoga, singing, etc.) due to space limitations/requirements
    • Outdoor activities involving movement that is of a contact and/or competitive based activities

Event Services Timelines:
[Student Organizations, University Departments, and External Entities must comply with all Event Services Deadlines to avoid reservation cancellations]

  • Outdoor Event Request Submission Deadlines
    • No later than 60-Business Days prior to the requested event date(s)
      • Large Complex Events/Conferences
    • No later than 30-Business Days prior to the requested event date(s)
      • Walk/Run Events or Similar Types of Events
    • No later than 20-Business Days prior to the requested event date(s)
      • Outdoor Meeting Requests
        [That may require additional services/equipment]
      • Events using Inflatables/Tents
    • No later than 10-Business Days prior to the requested event date(s)
      • Fire Pit Reservations
    • No later than 5-Business Days prior to the requested event date(s)
      • Outdoor Meeting Requests
        [Space only, with no additional services or equipment]
      • Outdoor “Grab and Go Events”/Tabling
      • Outdoor movement activity events that meet the following conditions and that only require the use of the space (with no additional services or equipment):
        • Maximum number of participants will be determined based on current State guidelines
        • A minimum of 6 feet of social distancing will be required at all times
        • Participants will be required to wear a mask throughout the scheduled event.
        • No physical contact between participants
        • No competitive or team activities (practices or games)
        • Examples of permissible activities include but are not limited to, Singing, Dance, and Yoga’
        • Please Note: Movement activities are currently not permitted in indoor spaces
  • General Event Request Submission Timelines:
    • Large Complex Events/Large Conferences
      • Optimal Event Request Submission Timeline:
        Submit Request(s) 75-Business Days or More prior to the requested event date(s)
      • Event Request Submission Deadline:
        No later than 60-Business Days prior to the requested event date(s)
    • Complex Events/Small Conferences
      • Optimal Event Request Submission Timeline:
        Submit Request(s) 45-Business Days or More prior to the requested event date(s)
      • Event Request Submission Deadline:
      • No later than 30-Business Days prior to the requested event date(s)
    • Events requiring a meeting with an Event Coordinator
      [Including, but not limited to: Events using an vendor (Ex. DJ’s, sound companies, inflatables, pipe and drape, etc.), events located in the SU Theater or Ballroom, events which plan to include External (non-current UConn students, faculty or staff) speakers or performers etc.

      • Optimal Event Request Submission Timeline:
        Submit Request(s) 30-Business Days or More prior to the requested event date(s)
      • Event Request Submission Deadline:
      • No later than 20-Business Days prior to the event
    • Meetings (Simple), Tabling, Display Case
      • Optimal Event Request Submission Timeline:
        Submit Request(s) 5-Business Days or More prior to the requested event date(s)
      • Event Request Submission Deadline:
      • No later than 2-Business Days prior to the event
    • General Event Services Administrative and Event Deadlines:
      • No later than 15-Business Days prior to the event
        • External (non-current UConn students, faculty or staff) speakers or performers:
          Reservations that plan to include external (non-current UConn students, faculty or staff) speakers or performers must submit all names, contact information, and riders to Event Services no later than 15-Business Days prior to the event
        • Certificates of Insurance:
          All Certificates of Insurance must be submitted to Event Services no later than 15 business days prior to the event
        • Certificates of Manufacture:
          All Certificates of Manufacture must be submitted to Event Services no later than 15 business days prior to the event
      • No later than 10-Business Days prior to the event
        • Event Details Confirmed:
          For all Events for which an Event Coordinator is assigned; all event details and approvals must be confi­rmed and ­finalized with Event Services, including but not limited to: Access and event schedules, room diagrams, equipment needs, signage plans, setup information, onsite event contact information, and food permits

        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 is based on the above mentioned activity guidelines. (Attendance capacity is based on Current State of Connecticut restrictions. 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 is based on the above mentioned activity guidelines. (Attendance capacity is based on Current State of Connecticut restrictions. 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

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        STUDENT ORGANIZATIONS
        You can find more information and resources on the Student Activities website:
        Fall 2021 | Student Activities (uconn.edu)

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