Important Factors to Consider

• Venue — location, size, type, crowd density, indoor/outdoor, air flow
• Attendees — age, health status, travel to the event
• Event activities — level of interaction among participants
• Duration — length of the event
• Reasoning —purpose and necessity of the event
• Accomodations for individuals with registered disabilities – how to identify and accommodate participants

If there is substantial risk, planners should conduct the event virtually or in a hybrid of in-person and virtual means.

Communication with Employees, Vendors and Guests

• Communicate in advance of event about event modifications to manage expectations:
  • face coverings
  • advance or in-person health screenings
  • maximum event capacity/RSVP deadlines
  • event ticketing
  • physical distancing guidelines
  • staggered arrival/departure times
  • ingress/egress plans
• Employee/vendor pre-shift meetings should be conducted virtually or outdoors to review event specific details (special needs of guests, event program, etc.)
  • establish plan to notify guests of possible exposure post-event

Employee and Vendor Health Screening and Training

• Follow the University’s Return to Work (RTW) daily screening protocol
• Face coverings required for all employees during events; gloves when appropriate and changed frequently per industry standards
• Modified event checklists with extensive cleaning and sanitation protocols and guidelines for modifications to event space and event practices
• Establish plan to alert campus health officials and others if guests or staff get sick to contain and trace as necessary

Modifications to Event Space and Event Practices

• Revised occupancy limits and floor plans to ensure compliance with established social distancing guidelines.
• Removal of high touch, shared items from venue, such as magazines, pens, bowls of mints, etc.
• Touchless event registration is recommended.
• Limit personal belongings brought to event; items remain with guest
• Use only paper/disposable printed materials at events. This includes nametags, table cards, place cards, menu cards and food identifiers.
• Event signage to promote safe guidelines as needed; utilize university links to printable signs
• Monitor event entrances/exits, restrooms, elevators and shared spaces to control safe capacity.
• If possible, adjust air handlers, prop doors open and use outdoor space.
• Increased availability of hand sanitizers.
• Reduce practices — such as group photographs — that reduce social distancing.
• Use of face coverings in concert with social distancing and other risk mitigation guidelines

Food Service Modifications

• The same general/basic food safety guidelines are applicable, with extra safety and sanitation precautions now in effect.
• No buffet or self-serve catering will be allowed; offer served or packaged items. Ensure alterative meal
  selections for individuals with allergies
• Use of sneeze guards and other protective measures are encouraged when appropriate.
• No shared utensils or service vessels; flatware should be rolled up in napkins or individual cutlery packets provided.
• Coffee, beverages and other break items should be attended to by a server unless individual bottled
  beverages and snacks are provided for guests.
• Cocktail napkins should be given to the guest with their beverage by a gloved server.
• At served meals, guests should not pass bread baskets, cream/sugar, salt/pepper. Bread will be served and condiments served should be disposable, individual packets or sanitized individual containers
• All linens, clean or soiled, should be wrapped or placed in single use plastic for transport.

Enhanced Cleaning Protocols

• A sanitation plan will be created for each venue prior to an event and should be supervised and documented throughout the event.
• UofSC Facilities can assist with procurement of supplies as needed
• Hand sanitizer dispensers (touchless whenever possible) should be placed at the main entrance and throughout the venue. Handwashing stations should be used if outdoors and appropriate.
• It is highly advised to have trained custodial/facilities staff present to properly clean, although all event staff should be trained to clean and sanitize correctly.
• Specific sanitation consideration should be paid to the following items in the public areas prior to, during and following events:
  • High-touch areas
  • Desks, counter tops, tables and chairs
  • Phones, AV, electronic equipment and remotes
  • Thermostats
  • Cabinetry, pulls and hardware
  • Doors and doorknobs
  • Elevator fixtures and handrails
  • Restroom vanities/accessories, fixtures and hardware
  • Windows, mirrors and frames
  • Lights and lighting controls
  • Closets, hangers and other amenities