The health and safety of our students, employees, and visitors are of the utmost importance to the University. As we begin to organize and conduct activities on campus, we will need to operate very differently. There will continue to be limitations on gatherings, as well as safety measures in place, to prevent illness.
This requires all of us to think very differently. It is more important than ever that we all continue to make our organizations flourish and succeed. If you would like to talk about your organization and brainstorm ideas to operate virtually or at least partially virtually, email Heidie Lindsey at email@example.com.
All of these points may be updated at any time given the constantly changing situation we face with COVID-19.
Event Guidelines (revised September 14, 2021)
- Campus organizations are not allowed to sell food or drink in the Student Union.
- Campus activities cannot be held during dead days and finals week. For further information, contact the Office of Student Engagement & Leadership at 337-482-6272.
- The use of the University’s name or logo for events must be cleared through the Office of Communications and Marketing in Martin Hall, Room 319, 337-482-6397. Learn more about using the University’s logo here.
- The Office of Student Engagement & Leadership can assist student organizations with event planning and marketing. Contact 337-482-6272, email at firstname.lastname@example.org, or visit our office in the Student Union, Room 162 for assistance.
- If an organization wishes to deviate from the policy, a special request may be made to the Office of Student Engagement & Leadership in the Student Union, Room 169, 337-482-6272.
This is an Addendum to Student Organization Event Policies found HERE. The policies below are subject to change in order to comply with Public Health Guidance and any other additional directives from the University (revised September 14, 2021). These COVID rules apply only to on-campus student organization events. The Office of Student Engagement and Leadership want you to have your event successfully. We are happy to help you figure out how to have the event that you desire while also staying within the policies.
- All student organization-sponsored events held on campus must be registered and approved in Engage TWO WEEKS prior to promoting the event.
- All events must have a designated “Event Host.” This is the person who reserves the venue for the event. The Event Host may be University staff, a faculty member, or student. The Event Host is responsible for ensuring the event capacity restrictions, Campus Events Framework, applicable Public Health Guidance, and all other University health and safety protocols are adhered to at the event.
- For each event venue, the Event Host will post signage upon entry with a wellness message (e.g.,“if you are sick, go home”). Event Hosts are responsible for communicating with their attendees that if the attendee has a fever, has tested positive for COVID-19, or is feeling unwell or exhibiting symptoms of illness, the attendee should not attend the event.
- All events must have a designated “Crowd Monitor.” Crowd monitors are recommended (but not required) for outdoor events. The Crowd Monitor for indoor events is the individual assigned by the Event Host and is responsible for monitoring social distancing and mask wearing at events and informing the Event Host of any issues that need to be addressed.
- Both indoor and outdoor events are permitted to be held at full capacity. Capacity guidelines are subject to change based upon Public Health Guidance.
- Social distancing at all events, indoors and outdoors, is recommended and should be maintained.
- It is recommended that individuals who do not reside in the same household maintain social distancing at all events, indoors and outdoors.
Masks or face coverings are required to be worn at all indoor events. They are recommended at all outdoor events. Event hosts must provide masks for all attendees or have each attendee bring their own mask. Face Coverings may be removed during indoor events only as permitted by University policy. The University’s Interim Face Covering Policy can be found at https://policies.louisiana.edu/alphabetical/f/face-covering-policy-interim.
- Students are required to wear Face Coverings in all University buildings, including but not limited to academic buildings, administrative buildings, club offices, Edith Garland Dupré Library, Student Union, classrooms, laboratories, and shared offices/study spaces.
- Students may remove Face Coverings in their own residence hall rooms or apartments.
- Students are required to wear Face Coverings in residence halls when gathered in any room with people other than their roommates.
- Individuals who enter University buildings, shuttles, or buses without a Face Covering will be asked to put on a Face Covering or leave the building, shuttle, or bus, respectively.
- Individuals may remove Face Coverings when actively eating or drinking. Individuals are encouraged to maintain physical distance from others while eating or drinking and mask up as soon as they are finished.
- Individuals participating in indoor sporting activities (e.g., indoor University Athletics events, intramural sports, exercising at Bourgeois Hall, etc.) may remove Face Coverings only during active participation in the sporting activity. All inactive participants, coaches, staff, and spectators must wear Face Coverings while attending any indoor sporting activity.
- Individuals participating in indoor live entertainment (e.g., indoor performances by the University band, indoor performances by the College of Arts or outside entities, indoor live music such as and including wind instruments and singing, etc.) may remove Face Coverings only during active performance in the live entertainment activity. All inactive participants, staff, and spectators must wear Face Coverings while attending any indoor live entertainment activity.
- Regardless of Vaccination status, Face Coverings must be worn while awaiting, boarding, disembarking, or traveling in all University shuttles, buses, and University-owned vehicles shared by more than one (1) individual, and in private vehicles shared by more than one (1) individual while conducting University business.
- Regardless of Vaccination status, Face Coverings are required to be worn in on-campus health care facilities, including but not limited to Student Health Services.
- All events, meetings, etc., are recommended to have one hand sanitizing station per 50 attendees. This can be one gallon of hand sanitizer or several containers equaling a gallon per 50 people. Check to see if the venue will provide this. If not, it is the responsibility of the student organization to obtain the necessary product(s). The University will not provide sanitizer. If your organization cannot cover the costs of hand sanitizer, contact email@example.com.
- All food/catering in or around the Student Union must go through Sodexo. If your event is in any other location on campus (or outdoors), and a third party (including students, parents, etc.) will be cooking, providing, and/or serving the food/beverage, including food trucks, the vendor providing the food and/or beverage must email Cassie.Matheny@louisiana.edu to apply to be a licensed vendor and/or to apply for a parking permit. You will not be able to promote this vendor at your event until the vendor provides their approval. (student orgs should email firstname.lastname@example.org with questions)
- Tabling – organizations can table for promotional purposes. If information is being offered for a student to physically take, these items should be separated and be accessible for a student to touch only the item they are picking up. Sanitize pens or pencils if asking students to sign something at your table.
- Fundraisers –Food items may be sold only if they are prepared and individually packaged by a third party (a company, not an organization member) AND do not require that a specific temperature be maintained for the health and safety of that food. In addition, all sales should be contactless – money is not exchanged. Venmo, CashApp, or other online payment options are to be used. Coin drive fundraisers are permitted to be done from a table. “Coin Shakes” are not permitted.
- The use of music – DJ or live – is permitted.
- We encourage student organizations to prepare and offer a virtual version of any required/mandatory meeting or event. A student should not have to attend anything if they are not comfortable due to COVID and immune system issues. If a virtual option is not offered, the member should not be fined or penalized for not attending – if reasons are due to COVID.
- Additional student organization event policies (not related to COVID) may be found HERE.
- The University reserves the right to shut down, limit, or modify events as needed based on the COVID positivity rate on campus or in the region.
The following apply to student organization events hosted off campus:
- Student organizations hosting off campus events are recommended to adhere to the most up-to-date guidelines issued by the local, state, and federal agencies regarding preventing the spread of COVID.
- Record attendance at all events and keep on file in case these must be produced.
In general, an event could be deemed “sponsored by a student organization” if any one or all of the following factors apply to the event:
- Event is advertised, promoted, or talked about as being an “insert student org name” event.
- Officer(s) of the organization are present.
- 10 or more members are present.
- An officer instructed members to be present
- Remember that, as a registered UL Lafayette Student Organization, your members are still representing the university at off-campus events.
**An event could be deemed “sponsored by a student organization” if any one or all of the following factors apply to the event:
The event is advertised, promoted, or talked about as being an “insert student org name” event.
Officer(s) of the organization are present.
10 or more members are present
An officer instructed members to be present.
All student organizations must follow the established University regulations regarding the use of University property and facilities for events. View the regulations in the Academic Facilities Use form for UL Lafayette Departments.
Student organizations are responsible for knowing and understanding facility guidelines.
Events held in the Student Union may not be advertised outside of the University without the written approval of the Student Union Director in the Student Union, Room 101. This includes, but is not limited to, posters, newspaper, radio, television, and public service announcements. Organizations must take steps to insure that performers, etc., comply with this advertising regulation.
Amplification is not allowed for student activities on campus during class hours. This includes the Quad. Amplification on the Student Union porch is allowed during specified hours, set by the Student Union.
Events associated with Athletics are uncertain until decisions about game day operations are determined, such as tailgating, Freshmen First Down, Red Run, Homecoming, and pep rallies.
For Student Organization Leaders
Adding Virtual Events to Engage
You can register your virtual events just like you have been registering your face-to-face events during the school year. If your organization wants to have a virtual info session of your own, register your event in Engage. Make it public, and it will then show up on the list of events in the CORQ app. Remember that this app is where anyone can look at UL Lafayette public events. We will also be marketing this app to all incoming students!
Increase Your Organization’s Visibility
There are some things you can do now to increase the visibility of your organization:
- Update your Engage page. Do you have photos? Mission statement or purpose? Up to date contact information for interested students? Learn more on how to update your Engage page.
- Check your Engage page frequently for pending requests to join. We are heavily marketing Engage to incoming students. We tell them that they can message you there and that they can request to join. Check your messages and reply in a timely manner. Learn more about Engage notifications.
- If you approve their request to join, you can put them in a different group from fully vetted members if that is important to your organization. Learn more about approving requests.
Cubicle Spaces for Fall
If your organization currently has an assigned cubicle space in the Student Organization Center, you will keep that space until August 1st. More info to follow on what every organization will need to do to apply for space for the 2020-2021 academic year.
Visit the University's COVID-19 response website for more information about how the University is responding to the COVID-19 pandemic and ensuring the health of all students and employees.