Event Management Procedures
UNIVERSITY EVENTS / CAMPUS USAGE
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A University Event is an event or mass gathering, other than academic classes scheduled as part of the curriculum, that is held in a University building or outdoor space on the University campus. All such events that take place on the Lawrence campus are considered University events. A University event must be sponsored by an officially recognized University of Kansas school, department and/or student organization and must keep with the University’s mission. (The mission of the University of Kansas is to educate leaders, build healthy communities and make discoveries that change the world.)
KU will begin the fall semester following State of Kansas Phase 3 guidelines for communities:
Under Phase 3, mass gatherings are limited to no more than 45 individuals.
A mass gathering is defined as events, activities, lectures, exhibitions, tours, etc. in which indivdiauls are in one location and are unable to maintain a 6 foot distance between individuals (not including indivdiuals who reside together) with only infrequient or incidental moments of close proximity.
All KU buildings have been reviewed by KU Campus Operations and have developed plans for total occupancy in classrooms, auditoriums, lobbies, conference rooms, and other venues. This includes the Kansas and Burge Unions, DeBruce Center, Danforth Chapel, Lied Center, and other event spaces on campus.
KU faculty, staff, students and guests to the university should continue to adhere to hygiene and social distancing protocols including:
- Wearing a cloth face mask when on campus;
- Washing hands frequently;
- Avoiding contact with one's face;
- Remaining home when sick or showing any symptoms of COVID-19 (including fever, cough, or shortness of breath).
- Following isolation and quarantien orders issued by state or local health officials.
Non-universtiy groups and guests to the University will follow university guidelines.
Mission essential events for 45 participants or more
Events exceeding the mass gathering limit of 45 people must be mission essential. Mission essential events are those that are critical to the academic and research mission of the university. Academic courses, with more than 45 students enrolled do not need approval through this process. Event organizers should use online options whenever posible to reduce risk to participants.
Mission essential events include:
- Exams required for admission to a program or school;
- Exams required for degree completion (not including final exams or those addressed by other academic policies);
- Exams required for certification or licensure with a certifying board, professional organization, or government agency;
- Assistance programs or services for vulnerable or special needs populations who cannot otherwise access online or remote delivery options of critical activities;
- Events or services that contribute to essential community functions (e.g. blood drives) or support COVID-19 response;
- Revenue generating events will be considered on a case-by-case basis.
The following type of events are not mission essential at this time:
- Social events;
- Career fairs, networking events or receptions;
- Fairs, festivals, carnivals or parades;
- School or departmental recruitment events
- Graduation and/or recognition events;
- Political rallies or guest lectures.
Types of University Events
- Academic-related Event: An academic-related activity that is NOT included in the established curriculum of semester classes listed at KU (e.g., special guest lecture series, panel discussion)
- Administrative Event: An administrative event, including a daily, weekly or occasional gathering and/or meeting by an official department or student organization that would not be open to the public, (e.g., a department faculty meetings, gathering of department staff, a student organizationboard 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 gathering may also be social in nature (e.g., department luncheon, picnic, reception or holiday party).
- Major University Event: An event that is large in scope, usually with an expected attendance of 500 people or more. Such events generally require coordination and review by several University departments and, organizations., (e.g., Event Management & Protocol, KU Public Safety, KU Parking & Transit, Campus Operations and/or Risk Management).
- Campus Community Event: An event open only to KU students, faculty and staff. This may also qualify as a Major University Event, Invitation-only Event, Administrative Event or Academic-related Event.
- Public Event: An event open to KU students, faculty, staff, and members of the public. A Public Event can also be considered an Academic-related Event and/or a Major University Event.
- Invitation-only Event: An event open only to invited guests (e.g., University donor or alumni events, administrative or special-program events.)