COVID-19 PREVENTION GUIDELINES FOR IN-PERSON EVENTSThis document provides guidance for preventing the spread of COVID-19 in accordance with Washington state, local, and University public health requirements for in-person events. Event organizers and venue operators should coordinate to ensure that all health and safety roles and elements described below are addressed. APPLICABILITYThese guidelines apply to in-person events sponsored by or conducted at the University of Washington (UW) premises, including leased spaces. These guidelines do not apply to the following:

Commencement events: University guidance specific to commencement events will be forthcoming. University business and research activities and academic instruction. Requirements in the University’s COVID-

19 Prevention Plan and Back to School guidance should be followed for these activities. UW Athletics team training and competitions. Requirements will be determined in coordination with state and

local public health agencies and PAC-12 guidance. Museums, fitness centers (e.g., IMA), the Center for Urban Horticulture and other unique facilities will follow

WA state industry specific guidance for operations and their unit COVID-19 Prevention Plans. Private events are permitted in these unique facilities in accordance with appropriate state and local health guidance.

University-led youth programs, e.g., child care, pre-school, seasonal youth programs or other youth directed events must follow guidance and prevention protocols outlined by the Office for Youth Programs Development and Support.

Events intended to advance or promote critical governmental functions or public health and safety, such as COVID-testing, blood drives or voter registration. Requests will be evaluated by the Executive Office (pres@uw.edu) and requirements will determined in coordination with state, local and Environmental Health & Safety (EH&S) guidance.

Weddings and funerals are not permitted at this time unless approved by the Executive Office. SUBMIT YOUR PLANFor events that require approval through the Use of University Facilities (UUF) process, event organizers must submit a completed In-Person Event COVID-19 Prevention Plan (see below) with their UUF Request Form.

For events that don’t require approval through the UUF process, event organizers must submit a completed In-Person Event COVID-19 Prevention Plan ( below) to the relevant University unit representative or sponsor.

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The table below describes the requirements for COVID-19 prevention at in-person events according to the University’s COVID-19 recovery status. The fields indicating TBD (to be determined) in phases 3 and 4 will be replaced with guidance when information is provided by state and local public health agencies.

ELEMENT UW PHASE 1 UW PHASE 2 UW PHASE

3

UW PHASE 4

UW affiliation Event must be organized, sponsored, or hosted by a University unit.

Event must be organized, sponsored, or hosted by a University unit. TBD TBD*

COVID-19 prevention

Submit the In-Person Event COVID-19 Prevention Plan (see below).

Submit the In-Person Event COVID-19 Prevention Plan (see below).

TBD TBD

COVID-prevention site supervisor

A person is designated to ensure onsite implementation of measures in the event’s COVID-19 prevention plan

A person is designated to ensure onsite implementation of measures in the event’s COVID-19 prevention plan

TBD TBD

Attendance Limits (in-person)

Indoor: No more than 6 attendees.

Outdoor: No more than 10 attendees.

Indoor: Maximum 25% capacity or 200 people, whichever is less. Events over 50 people require University approval via EH&S.

Outdoor: Groups of 15 attendees, not to exceed 200 people. Events over 50 people require University approval via EH&S.

TBD TBD

Posters and signage

Signage regarding COVID-19 prevention requirements, such as physical distancing, hygiene and handwashing, not entering if you are sick or have symptoms, and wearing face coverings

Signage regarding COVID-19 prevention requirements, such as physical distancing, hygiene and handwashing, not entering if you are sick or have symptoms, and wearing face coverings

TBD TBD

Contact log/list Maintain for 30 days a list of event staff, volunteers, contractors and attendees (names, email addresses and phone numbers).

Maintain for 30 days a list of event staff, volunteers, contractors and attendees (names, email addresses and phone numbers).

TBD TBD

Face coverings & gloves

Per UW policy, face coverings are required; gloves required when handling giveaways/handouts.

Per UW policy, face coverings are required; gloves required when handling giveaways/handouts.

TBD TBD

Handwashing Provide handwashing station or hand sanitizer, and provide reminders.

Provide handwashing station or hand sanitizer, and provide reminders.

TBD TBD

Cleaning and disinfection

Facility surfaces/high touch points cleaned and disinfected before, during and after event. Provide products for cleaning and disinfection; shared items cleaned and disinfected between each use.

Facility surfaces/high touch points cleaned and disinfected before, during and after event. Provide products for cleaning and disinfection; shared items cleaned and disinfected between each use.

TBD TBD

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ELEMENT UW PHASE 1 UW PHASE 2 UW PHASE

3

UW PHASE 4

Physical distancing

At least a 6-foot distance at all times. At least a 6-foot distance at all times. TBD TBD

Information for high-risk staff and attendees

Encourage event staff, volunteers, contractors and attendees who are at higher risk of severe illness to decline event attendance.

Encourage event staff, volunteers, contractors and attendees who are at higher risk of severe illness to decline event attendance.

TBD TBD

Prevent people who are sick or symptomatic from attending

Screen event staff, volunteers, and contractors prior to event; do not allow those who are ill or symptomatic to participate.

Screen event staff, volunteers, and contractors prior to event; do not allow those who are ill or symptomatic to participate.

TBD TBD

Food and giveaways

Pre-packaged food only; may not be handed from person to person

Pre-packaged food only; may not be handed from person to person

TBD TBD

Concurrence of event organizer and venue operator

Ensure the event organizers and the venue operators have agreed upon the COVID-prevention measures described in the event’s COVID-prevention plan.

Ensure the event organizers and the venue operators agree on the COVID-prevention measures described in the event’s COVID-prevention plan.

TBD TBD

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IN-PERSON EVENT COVID-19 PREVENTION PLANEvent organizers are required to submit this plan with their Use of University Facilities (UUF) Request Form for events that require UUF approval. Otherwise, event organizers must submit this plan to the University unit representative or sponsor

prior to the event.

DATE:       UW SPONSOR:      

EVENT NAME:       EVENT LOCATION:      

NAME OF PERSON COMPLETING THIS FORM:      

NAME OF COVID-19 SITE SUPERVISOR:      

PARTNER ORGANIZATION(S), IF ANY:      

NAME OF PRIMARY EVENT ORGANIZER, AND DATE OF CONCURRANCE WITH THIS PLAN:      

NAME OF PRIMARY VENUE OPERATOR, AND DATE OF CONCURRANCE WITH THIS PLAN:      

NAME OF UW SPONSOR, AND DATE OF CONCURRENCE WITH THIS PLAN :      

EVENT DESCRIPTION:      

DESCRIBE COVID-19 PREVENTION METHODS BELOW:PRE-EVENT SELECT ALL THAT APPLY PROVIDE DETAILS

Planning meetingsAvoid in-person event staff and/or volunteer meetings

Host planning meetings online or via phone. Limit in-person meetings to capacity limits. Individuals are

required to wear face coverings and maintain a 6-foot distance.

Ensure contractors and/or vendors have certified or

Describe planning meetings:     

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submitted a COVID-19 prevention plan for their employees and will adhere to the COVID-19 Information for Units with Contractors and Vendors Working on Site.

Other – please describe

Safely prepare food for event

Determine if providing food is necessary for event success; if so, obtain pre-packaged food/beverage prior to the event.

Wash hands/use hand sanitizer before handling pre-packaged food.

Apply for a Temporary Food Service Permit (if event fits permit criteria).

Not applicable to this event

Describe handling of pre-packaged food prior to and at event (if applicable):      

Safely prepare giveaways or items to be handed out for event

Wash hands/use hand sanitizer before handling giveaways.

Giveaways are pre-packaged. Other – please describe Not applicable to this event

Describe preparation and distribution of giveaways (if applicable):     

Acquire hand washing and cleaning and disinfection supplies, face coverings, PPE

Hand sanitizer or hand washing stations EPA-registered disinfectants approved for use against the

SARS-CoV-2 virus Disposable facemasks Disposable wipes or paper towels Gloves (if needed) Other – please describe:

Describe the types and quantities of supplies; when and where supplies will be procured:     

Communicate safety measures

Communicate to event staff, volunteers, and contractors safety measures and expectations.

Communicate to event attendees safety measures and expectations.

Describe communication event staff, volunteers, contractors, and event attendees:     

DAY OF EVENT SELECT ALL THAT APPLY PROVIDE DETAILS

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Prevent people with symptoms from coming to event

Notify event attendees they cannot participate in person if they have any symptoms of COVID-19 infection or have had close contact with someone with COVID-19 within the last 14 days.

Require UW employees complete symptom attestation in Workday prior to or upon arriving at event.

Require event staff, volunteers and contractors who are not UW employees complete paper or online symptom attestation following University’s Guidance for Symptom Monitoring for COVID-19 prior to or upon arriving at event; after the event following a 30 day retention period, dispose of symptom attestations securely (e.g., shred paper documents).

Review symptom attestations and ask individuals who cannot attest to being symptom-free to leave the event.

Describe symptom monitoring process for event staff, volunteers, contractors, and attendees:     

Limit attendance and in-person contact at event in accordance with phase requirements

Host event online (partially or completely). Limit the number of in-person event staff, volunteers, and

contractors. Limit the number of in-person attendees. Event attendees drive to event and remain inside their

vehicles during the entire duration of the event. Encourage event staff, volunteers, contractors, and

attendees who are at higher risk of severe illness to stay home or participate virtually.

Other – please describe

Describe measures to limit attendance and in-person contact at event (if applicable):     

Maintain at least 6-foot distance at all times

Use floor/ground markings, barriers (e.g., rope) and/or signage to keep event staff, volunteers, contractors and attendees 6 feet apart.

Stagger arrival and departure times to avoid crowding. Use event staff, volunteers, or contractors to direct event

attendees to avoid crowding and congestion. Use signs to direct event attendees to avoid crowding and

congestion. Other – please describe

Describe measures to maintain 6 feet of distance between all individuals at all times:     

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Wear face coverings and personal protective equipment (PPE)

Require event staff, volunteers and contractors wear face coverings.

Notify event attendees that face coverings are required. Have extra masks available, in case attendees forget to

bring their own. Require that event staff, volunteers and contractors wear

gloves when handling items given to other people. Teach those using gloves how to safely remove and

dispose of them. Other – please describe

Describe face covering and PPE provision, and enforcement of use during event:     

Provide handwashing stations or hand sanitizer

Provide handwashing stations and/or hand sanitizer. Require event staff, volunteers and contractors

wash/sanitize hands upon arriving at event and regularly during event.

Encourage event attendees to wash/sanitize hands (as applicable).

Describe access to handwashing stations and hand sanitizing supplies at event:     

Clean and disinfect surfaces and high-touch points

Clean and disinfect all surfaces and high-touch points prior to the start of the event.

Clean and disinfect surfaces and high-touch points at regular intervals during the event.

Clean and disinfect all surfaces, shared items and high-touch points at the end of the event.

Describe cleaning and disinfection procedures, the timeline, and who’s responsible for ensuring cleaning takes place:     

Safely transfer or share items between people

Require event staff, volunteers and contractors wear gloves when handling items.

Avoid handing items directly to event attendees by event staff volunteers or contractors.

Dispose of, or clean and disinfect, items that are shared between event staff, volunteers, contractors and/or attendees (e.g., pens) in between each use.

Describe precautions for safely transferring or sharing items:     

Maintain contact log/list

Collect contact information (name, email address and phone number) from in-person event staff, volunteers, contractors and event attendees for contact tracing, in case a person is found to be COVID-19 positive.

Describe how the information will be collected and how the list will be kept confidential and retained for one month after the event:

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Maintain the contact log/list for 30 days after event; dispose of securely (e.g., shred).

     

Concurrence of event organizer and venue operator

Event organizer and venue operator discuss this plan. Event organizer and venue operator concur on

statements in this plan.

Report the date of the discussion and concurrence, as well as any details regarding agreed upon roles and responsibilities:     

Designate a COVID-19 supervisor, who will ensure compliance with the event’s COVID-prevention measures

Designate one person who will be responsible for the implementation of this plan, approve of any changes to this plan, train all personnel on this plan, and is readily available during the event to answer all concerns and questions regarding this plan.

Allow the designated person adequate time at the event to ensure measures are fully implemented.

Give that person authority to address non-compliance and ask those who will not comply to leave.

Name the COVID-19 supervisor selected and describe their ability to effectively carry out the responsibilities:     

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