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1 | To create a workable copy for yourself | |||||||||||||||||||||||||
2 | Important:Click on File and then Make a Copy to save the spreadsheet to your own account. (You need to be signed into your Google account to do this.) | |||||||||||||||||||||||||
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4 | Questions | Very High Risk | High Risk | Medium Risk | Low Risk | Risk Mitigation Suggestions | Your Risk Mitigation Strategy | |||||||||||||||||||
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6 | Pre-Meeting/Event Considerations | |||||||||||||||||||||||||
7 | 1. What is the expected attendance for your meeting/event? | If you are planning on hosting a meeting/event with more than 25 people, consider having multiple smaller meeting/events, moving the location outdoors, or holding remote/virtual meetings/events. Check with staff of facility to determine rated room occupancy (room capacity) as this is an evolving as time goes on. | ||||||||||||||||||||||||
8 | 2. Will a RSVP for your meeting/event be required? | N/A | N/A | Consider having all attendees RSVP so you can plan safety measures related to expected attendance. University Tickets is a service available in the STAMP. | ||||||||||||||||||||||
9 | 3. Will communication be sent to expected attendees prior to your meeting/event? | N/A | N/A | Informing your attendees prior to the event about the following so they know what to expect and the expected behavior during your meeting/event: check-in time; check-in procedures; PPE requirements; social distancing protocol during check-in, in-event, departure; food distribution process; and material distribution process is highly recommended. It is recommended to minimize food and material distribution or have food available in grab and go style to minimize risk. | ||||||||||||||||||||||
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11 | Meeting/Event Check-In Considerations | |||||||||||||||||||||||||
12 | 6. Will there be markers to ensure social distancing is being followed by attendees during check-in for your meeting/event? | N/A | N/A | Check with staff of facility to determine if they require and/or provide markers and where they are allowed. For higher attendance, consider putting tape on the floor, using stanchions/ropes/caution tape, tables, chalk, or spray paint on grass. For smaller attendance, follow standard social distancing guidelines. Regardless of the size of your meeting/event, ensure that your check-in line/cross traffic does not block hallways, stairwells, or wheelchair ramps. | ||||||||||||||||||||||
13 | 7. Will a RSVP be required for your meeting/event? | N/A | N/A | It is encouraged that all attendees RSVP prior to meetings/events. For meetings/events with larger attendance, RSVP will assist you in following University Guidelines. | ||||||||||||||||||||||
14 | 8. Will there be a check-in verification process for your meeting/event? | N/A | N/A | It is encouraged that all attendees are checked in using a touchless check-in process such as Event Pass/Event Check In App (Terp Link) It is discouraged to use readmittance verification processes such as markers, wristbands, hand stamps, paper tickets because they reduce social distancing. | ||||||||||||||||||||||
15 | 9. Will there be separate check-in procedures for Faculty, Staff, Students vs. General Public for your meeting/event? | N/A | N/A | Adding separate check-in lines ensures that attendees can be more socially distant and creates a more efficient check-in process. Also, consider having staggered check in times to de-densify check-in lines. | ||||||||||||||||||||||
16 | 10. Will there be signage at check-in during your meeting/event? | N/A | N/A | Consider adding signage to clearly mark check-in line, table, and check-in procedures. Check with staff of facility to ensure proper signage placement. | ||||||||||||||||||||||
17 | 11. Will you have staff assigned to explain check-in and event procedures during your meeting/event? | N/A | N/A | Have staff explain meeting/event logistics and safety procedures to attendees waiting in line and at check-in table. This may include check-in waivers, ID verification, check-in with Event Check In App (Terp Link), PPE requirements, temperature scan, hand sanitizing. | ||||||||||||||||||||||
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19 | Meeting/Event Check-In Considerations (Continued) | |||||||||||||||||||||||||
20 | 12. Is a temperature scan required prior to your meeting/event? | N/A | N/A | Consider requiring staff, attendees, and speakers/performers get temperature scans prior to your meeting/event. | ||||||||||||||||||||||
21 | 13. Will hand sanitizer be available during your meeting/event? | N/A | N/A | Check with staff of facility to determine if they require and/or provide hand sanitizer. Encourage staff, attendees, and speakers/performers to bring their own hand sanitizer and wash their hands with soap and water. | ||||||||||||||||||||||
22 | 14. Will you be handing out or giving away items during your meeting/event? | N/A | N/A | Consider sending out programs, agendas, and other paperwork digitally. Consider minimizing giveaways or distributing giveaways that are factory pre-packaged and are handed out by staff who are wearing gloves. Attendees should pick up their giveaways as they leave the meeting/event. | ||||||||||||||||||||||
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24 | During Meeting/Event Considerations | |||||||||||||||||||||||||
25 | 15. Will you be sanitizing equipment, supplies, and technology during your meeting/event? | N/A | N/A | Check with staff of facility to determine if they will provide sanitizing materials and consider sanitizing common use items multiple times througout your meeting/event with sanitizing wipes, anti-bacterial spray, and other cleaning agents. Common use items includes mouse, keyboard, writing utensils, microphone, podium, tables, chairs, supplies, etc. It is encouraged that you use personal laptops and mouse when possible. | ||||||||||||||||||||||
26 | 16. Will there be markers to ensure social distancing is being followed by attendees during meeting/event? | N/A | N/A | Check with staff of facility to determine if they require and/or provide markers. Consider putting tape on the floor, using stanchions/ropes/caution tape, tables for spacing, chalk, or spray paint on grass and follow standard social distancing guidelines. Consider social distancing when attendees are seated at tables such as reducing table capacity. Other items to consider: refer to current Directed Health Measures to determine number of persons or rated room occupancy (room capacity). | ||||||||||||||||||||||
27 | 17. Will there be a virtual alternative for your meeting/event? | N/A | N/A | A virtual option de-densifies meetings/events and provides an opportunity for those who may not feel comfotable attending in person. If not possible to hold your entire meeting/event virtually, consider holding your meeting/event in person and include a virtual alternative. Provide closed captioning, if possible, when using virtual alternative. | ||||||||||||||||||||||
28 | 18. Will you have food or beverages at your meeting/event? | N/A | N/A | Consider having food, condiments, and utensils that are prepacked and individually wrapped for low safety risk. For beverages, consider having individual bottles/cans and not using cambros/pitchers with cups. | ||||||||||||||||||||||
29 | 19. Will there be markers to ensure social distancing is being followed during food distribution at your meeting/event? | N/A | N/A | For higher attendance, consider putting tape on the floor, using stanchions/ropes/caution tape, tables, chalk, or spray paint on grass. For smaller attendance, follow standard social distancing guidelines. Regardless of the size of your meeting/event, ensure that your check-in line/cross traffic does not block hallways, stairwells, or wheelchair ramps. Consider social distancing when attendees are seated at tables such as reducing table capacity. | ||||||||||||||||||||||
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31 | Overall Meeting/Event Risk Rating | |||||||||||||||||||||||||
32 | 0 | 0 | 0 | 0 | ||||||||||||||||||||||
33 | Based on your responses above, what is the overall risk for your meeting/event? | When the overall risk of your meeting/event is high or very high, then RSOs are required to discuss their meeting/event logistics with Student Involvement staff; departments are encouraged to discuss their meeting/event logistics with staff of facility. | ||||||||||||||||||||||||
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