COVID-19 EVENT REQUIREMENTS

UCalgary defines Events as one-off gatherings in excess of 15 people (outside of classes and regular business meetings).

Updated as of October 26, 2020.


1. ATTENDEES AND WORKERS

NEW**:  Gathering restrictions changed on June 30, 2020 for the Province of Alberta and social and family gathering restrictions changed for the cities of Calgary and Edmonton on October 26, 2020. The current gathering numbers apply.

SOCIAL AND FAMILY GATHERINGS in Calgary or Edmonton where people are mixing and mingling: 

  • These gatherings have a 15 person limit and include parties, special event celebrations such as retirement events or baby showers, weddings and funeral receptions and banquets. 
  • This limit does not apply to structured events where socializing is not the purpose of the activity (restaurants, worship services, wedding ceremonies, conferences, funeral services or trade shows).  Current gathering limits and prevention measures as outlined below remain in place.

INDOOR: Non-seated events may have up to 50 individuals; indoor seated/audience events may have a maximum of 100 individuals. 

OUTDOOR:  Community Outdoor Events such as festivals, sporting events and outdoor performances may have up to 200 people.  All other outdoor events may have up to 100 people. 

 

All participants, speakers, etc. must be pre-registered for the Event with their name, phone number and email address.   

NEW**:   Effective October 2, 2020, Alberta Health Services (AHS) requires the Event Host to send an email notification if an Event Attendee/Worker tests positive for COVID-19.  Event Hosts are also required to notify the University of Calgary at that time.  AHS will contact the Event Organizer and direct them to notify all Attendees/Workers who are considered exposed to COVID-19.   Please click here for further information from AHS.

  • Attendance must be taken at the door and retained in the Event files.
  • All staff and/or volunteers must also be recorded as being at this Event.
  • All staff/volunteers must be briefed/trained on the new precautions and procedures as established by UCalgary.
  • Masks: For the safety of our campus community, UCalgary students, faculty, staff, as well as visitors to campus, will be required to wear non-medical masks in indoor public spaces at all Calgary campuses beginning Aug. 1. This decision was made to align with the COVID-19 City of Calgary Mask Bylaw and applies to all UCalgary facilities located in the City of Calgary (for other locations, please ensure that you follow the local guidelines). Masks are required to be worn in all UCalgary indoor public areas such as hallways, washrooms, atriums, lounges and elevators. In classrooms/event spaces, individuals can remove the mask once seated, and as long as they maintain a two-metre distance from others. Exceptions to mask use in indoor public spaces on campus are the same as those outlined in the City bylaw. The university’s protocols for public spaces reflect the guidelines of the Province and the City, and are subject to change as the fluid COVID-19 situation evolves. Please follow the UCalgary  mask FAQ page for the latest information.  Please note that event participants are required to provide their own masks.
  • Limit personal belongings to those that are needed for the Event.  Coat checks will not be made available.
  • Anyone who feels ill, and particularly those with COVID-19 type symptoms of cough, fever, shortness of breath or difficulty breathing, runny nose or sore throat, or any of the other symptoms identified by Alberta Health Services, cannot attend or work at the Event.
  • It is recommended that event staff, volunteers and participants should complete the AHS self-assessment before attending the event and follow the direction provided.

2. SPACE

All Events must occur in spaces that allow for a mandated physical distancing of at least 2 metres from each other.

  • Spaces that cannot be used for Events include:
    • Classrooms, laboratories or offices used during the semester.
    • Hallways, foyers and atriums, with the exception of the EEEL, Taylor Institute and  Schulich Lobby atriums where bookings are completed through UCalgary Accommodations and Events.
  • Registration and catering tables must be located inside the Event space.
  • Arrange/mark seating to ensure physical distancing between people. Remove any chairs that will not be used from the space, where possible.
  • How Much Space: In a 2 metre physical distancing model, up to 4 square metres per cohort (household) will be necessary.
  • Control/stagger entry into and exits from the Event space. It is preferable to have a separate entry and exit doors, where possible.
  • Prop open entry/exit doors to avoid attendees touching door handles.  Fire doors cannot be propped open without approval from Emergency Management.  Please check with your Facilities Management Zone Manager to determine which doors may be fire doors.
  • Entry lineups must be marked to allow for people to physically remain 2 metres apart.
    • Where to line up: It is important to separate pedestrians from vehicle traffic and to preserve room for other pedestrians to pass, for both outdoor and indoor lineups. If an entrance line consistent with physical distancing would cause the line to extend into an emergency access route or across fire exit doorways, consult with Emergency Management.
    • How to Line up: The line waiting to enter can be managed using common methods such as lines marked on the ground, rope and stanchions or fencing.  Workers should be present to provide information about anticipated wait time and entry procedure as well as monitoring physical distancing. The area where attendees wait should have signage showing the Event’s health rules, including physical distancing guidelines and any other requirements.
  • Provide Event staff/volunteers who will re-direct people who are congregating in areas such as lobbies where bottlenecks or crowding may occur.

3. SANITIZATION

  • Hand Sanitizer Stations - Stations with sanitizer containing at least 60% ethanol or 70% isopropanol must be provided at all points of entry and other well-marked and illuminated locations throughout the venue. These stations should allow no-touch activation if possible. Supervisors must regularly confirm there are adequate supplies.
  • Ensure staff/volunteers are trained on:
    • Diligent hand hygiene, sanitation and food handling in order to prevent the spread of infection.
    • The new COVID-19 precautions required for Events.
  • Ensure that you have requested and received confirmation that the Event space will be sanitized before and after your Event.  Discuss your Event with Caretaking to ensure the responsibilities of the Event Organizer/Event Staff vs. Caretaking are understood. 
  • Frequently clean and disinfect touch areas/shared surfaces such as doorknobs, taps, light switches, elevator buttons, etc. 
  • Ensure that microphones and podiums are sanitized between speakers.  If using a microphone for audience questions, ensure that it is appropriately sanitized between uses. 
  • Ensure that you are following the Manufacturer's Instructions with respect to sanitizing equipment.  Please ensure that you are following manufacturer guidelines for sanitization as it will increase the likelihood of a thorough cleaning while not damaging the equipment or voiding a warranty.

4. FOOD/BEVERAGE

  • The following types of food service options are currently allowed:
    • Bottled beverages
    • Commercially prepared pre-packaged meals may be served.
    • Commercially prepared food which is plated and served by a caterer
  • The following food service options are currently not allowed:
    • Sharing of food or beverages (i.e. buffet, self-serve food or passing of food items/plates/glasses).
    • Coffee/tea stations.
    • Condiments stations or shared condiments.
    • Water jugs. 

5. ACTIVITIES AND PARTICIPANT MATERIALS

Overnight Accommodations:  Events that include overnight stays for attendees and/or speakers must follow the following protocol:

  • Only 1 person per accommodation (i.e. per hotel room, hotel suite, etc.) is allowed unless individuals are from the same household.
  • Accommodations cannot include shared kitchen facilities or shared bathrooms with any other persons unless they from the same household.

Activities that are not allowed at this point in time include:

  • Singing, cheering, hand shaking.
  • Passing around of items during the event, including paper.
  • Anything requiring attendees to have physical contact with each other.

Participant Materials:

  • Explore contactless methods of sharing information such as QR codes or websites.  Ensure contact information is prominently displayed with instructions to photograph and access online versions of printed materials, wherever possible.
  • Preparation:  Mask use is required when preparing materials that will given to the participants.  This will reduce droplet spread to the materials.  Event materials should be packaged or prearranged in a single-transaction format.
  • Handing Out: 
    • Event staff should take measures including hand hygiene (sanitizer) or use of gloves when distributing participant materials.
    • If participants will be seated at tables, distribute the materials to the individual seats prior to the beginning of the event. 
    • If participants will be walking by a table to pick up their materials, we would recommend pre-placing individual packages on the table spaced apart appropriately.  When replacing the packages, sanitize the tabletop first and then lay out the new packages.  
    • Utilize a “safe zone” at events where participants can collect their materials without contacting event staff or other participants.
  • Hand sanitizer must be made available at the event table to allow event staff to perform hand hygiene when appropriate, as well as hand sanitizer for the event participants to use.

6. COMMUNICATIONS

On the website advertising the event:

  • Risk Management & Insurance will provide a communication that must be posted on the event website that will address:
    • Procedures/protocols required at the Event to ensure that it meets or exceeds Government of Alberta regulations.
    • Requirements that will be made of the attendees, including non-attendance if they feel ill or exhibit symptoms.
    • That event registration is mandatory and no walk-ins will be accepted.

Email registered attendees prior to the Event:

  • Risk Management & Insurance will provide a communication that must be included in an email to attendees to remind them of the precautions the University is taking to enhance their safety.

At the Venue:  Speaker Announcement

  • Ensure that the entry and exit doors for the space are clearly signed.
  • Signage must be posted including information on respiratory etiquette, physical distancing rules and hand washing/hand sanitizer use.
  • Post COVID-19 awareness posters including:
    • Please Do Not Enter If You
    • Practice Physical Distancing
    • Help Relaunch, Safely
  • The first speaker at each event must outline the safety rules (i.e. emergency exits) as well as the new COVID-19 precautions. Please email Risk Management & Insurance at covid19@ucalgary.ca for this wording.  

7. Attending Events Hosted by Another Organization

  • If attending an event hosted by another organization, refer to their guidelines and requirements for participating in events.  If there is a discrepancy between UCalgary guidance and the host organization, follow the guidance which is more stringent.
  • Follow all applicable local, provincial and national regulations; including city bylaws and public health orders.