Event, Meeting, and Activity Policy for Academic Year 2022-2023

Please note this policy may change to comply with public health guidance from the CDC, State of California, or the Los Angeles County Department of Public Health. 

In order to mitigate the risk of COVID-19 and keep health and safety central for our campus community, Whittier College will limit and closely monitor all events, meetings, and activities that meet the conditions outlined in this policy.

We remain committed to supporting a rich and vibrant campus life while prioritizing safety. We are closely monitoring public health updates and will reconsider the event approval process when it is safe to do so.

This policy was updated on August 6, 2022

Event Definitions

A Whittier College Event is an event, other than academic classes scheduled as part of the curriculum, that is held on campus property or off-campus but is officially sponsored by the College. All College events must be sponsored by an officially recognized Whittier College department or organization and must be in keeping with the College's mission.

Types of Whittier College events

• Academic-Related Event: An academic-related activity that is NOT included in the established curriculum of classes listed at Whittier College (e.g., special guest lecture series, panel discussion, guest speaker in a course, etc.).
• Administrative Event: An administrative event, including a daily, weekly or occasional gathering and/or meeting by an official department or registered group that is not open to the public, (e.g., a department faculty meeting, gathering of department staff, a student group board of directors meeting). The focus of these meetings is generally to discuss department or group business and/or do administrative planning. It may include professional training. These gatherings may also be social in nature (e.g., department luncheon, picnic, reception, or holiday party).
• Large-Scale Event: An event that is large in scope, usually with an expected attendance of 250 people or more. Such events generally require coordination and review by several departments and/or organizations.
• Campus Community Event: An event open only to Whittier students, faculty, and/or staff. This may also qualify as a Large-Scale, Invitation-only, Administrative or Academic-related event.
• Public Event: An event open to Whittier students, faculty, staff, and members of the public. A Public Event can also be considered an Academic-related Event and/or a Large-Scale Event.
• Invitation-Only Event: An event open only to invited guests (e.g., College donor or alumni events, administrative or special program events).

Guidelines 

• All in-person events and any event incurring cost to be charged to College accounts must be approved by the Divisional Vice President. Please see the approval and reservation procedures below.
• Off-campus events are permitted. Overnight trips may require participants to test negative for COVID-19 in advance of travel.
• PPE & Supply Requests: Employee requests should be processed through the PPE & Supply Request Form. Student clubs and organizations must work with the Office of Student Engagement. 
• Indoor Campus Events:
  • Attendance must not exceed room capacity, which is indicated in the Event Management System (EMS). Avoid crowding.
  • Food and beverages should be served outdoors. Exceptions for indoor dining or refreshments must be requested.
  • Face masks are required unless actively eating or drinking.
  • Recording attendance is required to facilitate contact tracing.
  • Organizers should verify health screening passes at entry.
• Outdoor Campus Events: Large-Scale Events, Campus Community Events, Public Events, and/or Invitation-only Events 
  • Avoid crowding. Face masks are optional.
  • Food and beverages are permitted.
  • Recording attendance is required to facilitate contact tracing.
  • Organizers should verify health screening passes at entry.
• Health and Safety Training: COVID-19 event safety training must be completed in Engage before a student-centered event or activity can be registered in the portal. 

Event Approval & Reservation Procedures

There are separate procedures for events and activities that are student-centered or will be promoted to the student body and those that are not, such as administrative meetings or invitation-only events. 

The procedures aim to address different aspects of event and activity planning: budget approval, COVID-19 compliance, space/facility reservation, and event promotion.

Student-Centered Events & Activities    

Step 1: Enter event in Engage at least 30 days in advance to:

• Register all student-centered activities, virtual or in-person
• Promote all student-centered activities, virtual or in-person
• Track attendance and gather post-event feedback    

Step 2: Make a reservation in the Event Management System (EMS) to:

• Reserve indoor room / outdoor space 
• Request Facilities set-up

Non-Student-Centered Activities

Step 1: Complete the Event & Budget Approval Form at least 30 days in advance for:

• All in-person activities and/or
• All activities incurring costs to be charged to departmental operational or restricted accounts

Step 2: Make a reservation in the Event Management System (EMS) to:

• Reserve indoor room / outdoor space 
• Request Facilities set-up

You will be required to upload VP approval confirmation in EMS.

Facility Guidelines

• Facilities work hours are Monday-Friday, 7 a.m. – 3:30 p.m.
• Facilities must be informed of any changes at least 2 weeks prior to the event date. Last-minute requests will not be approved.
• Events starting after 3:30 p.m. MUST be set up before 3 p.m. 
• Events held on Saturday or Sunday must be set up on Friday before 3 p.m. No additions, reductions, or changes to the setup will be made over the weekend.
• All events requiring a setup not listed in the EMS dropdown menu must submit a diagram/layout which can be uploaded in EMS.
• Tents/canopies must be rented. Facilities’ preferred vendor is Dolphin Events. Please contact Sarah Dudley at Facilities about rentals.

Guest & Vendor Policy

• Guests and vendors are permitted on campus to conduct official College business or attend approved events.
• Guests and vendors must comply with the campus vaccination policy. 
• Guests and vendors must complete the College health screening. 
• Guests and vendors must adhere to the indoor masking requirement. 

Questions

Please direct questions to your Divisional Vice President or representative.