Spring 2021 Reservation Process and Guidelines

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CURRENT CAMPUS STATUS: YELLOW

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The Student Union Reservation Process for Spring 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. 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 Spring 2021 semester in all spaces reserved by the Student Union.

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

Beginning Friday, January 8, 2021

The February 1, 2021 (Monday) – April 10, 2021 (Saturday) INDOOR AND OUTDOOR Reservation Period Opens

  • 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
  • WHAT YOU NEED TO KNOW:
  • 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 Guidelines
    • 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 25 people
      [With the exception of Performance Venues, which are able to hold up to 50% capacity capped at 100 people.]
  • Outdoor Programs/Meetings/Events/Activities Guidelines
    • Sponsored by a Tier I Student Organization
      • Not permitted
    • Sponsored by a Tier II Organization
      • Attendance for programs/meetings/events/activities may not exceed 50 people
      • Current State of Connecticut restrictions for Phase 2.1 and University Guidelines. Should revised guidance be provided, we reserve the right to adjust the attendance capacity
    • Sponsored by a University Department and Tier III Student Organizations
      • Attendance for programs/meetings/events/activities may not exceed 50 people
      • Current State of Connecticut restrictions for Phase 2.1 and University Guidelines. Should revised guidance be provided, we reserve the right to adjust the attendance capacity
  • 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 involving movement activity (Ex. dance, archery, martial arts, yoga, singing, etc.) due to space limitations/requirements
    • Reservation requests for tabling (indoors)

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 for Phase 2.1 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:
Spring 2021 | Student Activities (uconn.edu)

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TIMELINE:

Tuesday, November 17, 2020
November 17, 2020 (Tuesday) – December 8, 2020 (Tuesday) Spring 2021 Priority Access Confirmation Period

  • All spaces that have previously been reserved by the Student Union will be cancelled for the Spring 2021 semester with the exception of Priority Access reservations
  • The Student Union will contact everyone who has a Priority Access reservation in the Spring 2021 semester. We need each organization and department to email the Student Union with the following information no later than Tuesday, December 8, 2020, or the reservation(s) will be cancelled:
    • The organization or department would like to setup a meeting with the Student Union Staff to discuss whether or not a program/meeting/event/activity can be modified to comply with all COVID-19 related safety guidelines
    • The organization or department would like to canceled or postponed their program/meeting/event/activity

Beginning Tuesday, December 15, 2020

The January 14, 2021 (Tuesday) – January 31, 2021 (Sunday) OUTDOOR Reservation Period Opens

  • Who can submit Space Reservation Requests?
    • Tier III Student Organizations
    • University Departments
  • The Student Union will only process reservation requests which meet the following criteria:
    • Online and Outdoor programs/meetings/events/activities only
    • Outdoor Programs/Meetings/Events/Activities Guidelines
      • Attendance for programs/meetings/events/activities cannot exceed 50 people
      • Sponsors must demonstrate a plan that will adhere to all state safety guidelines for outdoor events (See Appendix for additional Outdoor Program guidelines) and affirmatively agree to compliance with all applicable policies and procedures of the U Guide

Beginning Friday, January 8, 2021

The February 1, 2021 (Monday) – April 10, 2021 (Saturday) INDOOR AND OUTDOOR Reservation Period Opens

  • 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
  • WHAT YOU NEED TO KNOW:
  • 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 Guidelines
    • 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 25 people
      [With the exception of Performance Venues, which are able to hold up to 50% capacity capped at 100 people.]
  • Outdoor Programs/Meetings/Events/Activities Guidelines
    • Sponsored by a Tier I Student Organization
      • Not permitted
    • Sponsored by a Tier II Organization
      • Attendance for programs/meetings/events/activities may not exceed 25 people
      • Current State of Connecticut restrictions for Phase 2.1 Should revised guidance be provided, we reserve the right to adjust the attendance capacity
    • Sponsored by a University Department and Tier III Student Organizations
      • Attendance for programs/meetings/events/activities may not exceed 50 people
      • Current State of Connecticut restrictions for Phase 2.1 Should revised guidance be provided, we reserve the right to adjust the attendance capacity
  • Reservation Requests for academic classroom space: will be update once classroom assignment process is complete
  • 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 involving movement activity (Ex. dance, archery, martial arts, yoga, singing, etc.) due to space limitations/requirements
    • Reservation requests for tabling (indoors)

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