RUAA Charter Groups In-Person Events Policy
Thank you for your perseverance, patience, and support in a shared responsibility to continue to offer a safe environment for our alumni community to connect. As public health statistics continue to improve, some important changes have been made to university COVID-19 operating protocols. These guidelines below are in alignment with the university’s guidelines, are subject to change, and will be updated as needed. Please review this information carefully and the related in-person event planning recommendations, and contact your staff partner with any questions you may have. As our alumni volunteer leaders, we would like to specifically call your attention to the following:
ALL in-person events
ON-CAMPUS in-person events
OFF-CAMPUS in-person events
- Charter group leaders hosting an in-person event are to follow the most restrictive public health guidance available (county, state, federal), including local business guidance.
- Charter group leaders are to track and share registration and attendee data through the RUAA. While no longer required for contact tracing, collecting accurate engagement data for the RUAA and its charter groups allows you and your staff partner to assess and improve engagement of future programs.
- Event planning should be discussed with your staff partner well ahead of the event date, and event registration pages and emails to promote the activity should be requested here.
All in-person events/activities ON-CAMPUS with 25 or more people gathering will require certification by Rutgers University, which can be requested on your behalf by your staff partner. Note that 25 or more people includes performers, audience, support staff, volunteers, vendors, etc. Well ahead of the event date, please reach out to your staff partner to share event date, time, description, location (including in/outdoors), and an estimated number of attendees. In submitting your request, you acknowledge the following:
- All indoor events/activities on-campus with 25 or more people gathering will require attendees, staff, volunteers, and vendors to show proof of vaccine (2 doses of Pfizer or Moderna or 1 dose J&J) or a negative PCR COVID-19 test within 72 hours of an event.
- Face coverings are no longer required at events, at this time.
- Event organizers will comply with university and State of New Jersey guidelines. Refer to the ‘Safety Tips for Gatherings’ section for best practices. In addition, venue managers may have additional guidance and information.
- Outdoor events are encouraged over indoor events.
- Event certification does not constitute a promise of service, is not an approval of the content or programming for the event or activity, and/or is not a confirmed reservation for the intended event space. All event requests must still be submitted to the appropriate space or facility manager(s) through previously established reservation processes.
All in-person events/activities OFF-CAMPUS must acknowledge the following:
- Event organizers will follow the most restrictive guidance available (CDC, county, state, federal), including local business guidance, regarding COVID-19. Public health and safety measures vary according to local requirements, and it is the responsibility of the organizers and participants to understand and comply with all applicable local requirements and guidance.
- The event must respect local guidelines and ordinances regarding gatherings, as well as those of any facilities where you may consider hosting events – acting in accordance with the comfort levels and the safety of all.
Charter group leadership is responsible for the following regarding in-person events:
- Pre/post event conversations with staff liaison
- Communicating safety guidelines in all pre-event marketing
- Sending out an event reminder within 24 hours to all registered attendees with a provided list of health screening questions that urges sick people to stay home. See example here.
- Adhering to safety guidelines during the event, thus setting the expectation and example for others to follow.
- Providing extra masks and hand sanitizers as necessary. Connect with your staff partner, as limited quantities can be provided if requested with ample lead time.
Review the related in-person event planning recommendations that assist event planners in prioritizing the health and safety of all attendees. Please reach out to your staff partner or email firstname.lastname@example.org with questions to support your activities, both in-person and virtual.