I. Purpose

The University of Colorado Boulder (“CU Boulder”) will host in-person, on-campus activities, events and gatherings in accordance with applicable public health guidelines, including those promulgated by the Colorado Department of Public Health and Environment and Boulder County Public Health, with the goal of providing safe and meaningful experiences for members of the university community.  This policy is supported by the Event and Activities Approval Guidance document that outlines the campus event approval process.

II. Definitions

COVID-19 Public Health Order: Any order issued by the Colorado Department of Public Health and Environment or Boulder County Public Health that regulates activities permitted of citizens as a result of the COVID-19 pandemic.

Educational Activities: Classes, labs, recitals, performances, and other educational programs that are required by academic units in furtherance of degree or program completion.

Research, scholarship, and creative work activities:  Seminars, guest speakers, exhibitions, performances and large gatherings related to research or creative works

Work Activities: Any activities undertaken by persons in the course and scope of their CU Boulder employment.

Intercollegiate Athletic Activities: Athletic practices, games and other activities undertaken by the CU Boulder Athletics Department under protocols approved by appropriate public health authorities and any guidelines, requirements or special permissions promulgated by organizations governing intercollegiate athletics, including the PAC-12 and NCAA.

Sport Club/Recreational Activities: Athletic practices, games, and other activities administered by CU Boulder Recreation Services and not subject to the guidelines, requirements or special permissions associated with NCAA or PAC-12 intercollegiate competition.

CU-Sponsored Events: Any activities sponsored by CU Boulder that are not (1) Educational Activities; (2) Work Activities; (3) Intercollegiate Athletic Activities; or (4) Sport Club/Recreational Activities. CU-Sponsored Events may be hosted by CU Boulder academic or non-academic departments, programs or other units, CU Boulder Recognized Student Organizations, or CU Boulder Recognized Social Greek Organizations. A CU-Sponsored Event is open to CU Boulder students, staff, and faculty. 

Gatherings: Any gatherings of CU Boulder students, faculty or staff that are not: (1) Educational Activities; (2) Work Activities; (3) Intercollegiate Athletic Activities; (4) Sport Club/Recreational Activities; or (5) CU-Sponsored Events. Gatherings, including meetings pertaining to university matters, are not subject to the Event Approval Process unless the anticipated number of attendees is greater than what is permitted by COVID-19 Public Health Orders. The number of individuals and households permitted for gathering is defined by the Colorado Department of Public Health & Environment.

III. Policy

  1. All activities, events, and gatherings that take place at CU Boulder must comply with COVID-19 Public Health Orders.
  2. Educational Activities must comply with COVID-19 Public Health Orders related to higher education and any applicable campus requirements, including the Events and Activities Approval Guidance. 
  3. Research, scholarship and creative works activities must comply with COVID-19 public health orders related to higher education and any applicable campus requirement, include the Events and Activities Approval Guidance.
  4. Work Activities must comply with COVID-19 Public Health Orders. Any Work Activities with an anticipated number of attendees greater than what is permitted by COVID-19 Public Health Orders must comply with the requirements for CU-Sponsored Events.
  5. Intercollegiate Athletic Activities must comply with COVID-19 Public Health Orders in addition to the protocols applicable to intercollegiate athletics. Athletic activities must be approved through the campus event approval process, including by appropriate public health authorities through the Pandemic Response Office, and any requirements promulgated by organizations governing intercollegiate athletics, including the PAC-12 and NCAA. All CU Boulder employees and spectators, if applicable, at Intercollegiate Athletic Activities must utilize appropriate COVID-19 mitigation strategies, including the use of face coverings by attendees and appropriate physical distancing.
  6. Sport Club/Recreational Activities must comply with COVID-19 Public Health Orders and the campus event approval process (section 8(b) below). All CU Boulder employees and spectators, if applicable, at Sport Club/Recreational Activities must utilize appropriate COVID-19 mitigation strategies, including the use of masks by attendees and appropriate physical distancing.
  7. Gatherings must comply with COVID-19 Public Health Orders.  Any Gathering with an anticipated number of attendees greater than what is permitted by COVID-19 Public Health Orders must comply with the requirements for CU-Sponsored Events.
  8. CU-Sponsored Events must comply with COVID-19 Public Health Orders and the following requirements.
    1. Size Limitation: The number of individuals at CU-Sponsored Events shall be guided by the capacity restrictions in the Boulder County Public Health COVID-19 Dial, or any lower number set by public health orders or campus decisions. CU Boulder encourages event organizers to group the attendees, when possible, in subgroups not to exceed ten persons and to discourage mixing of attendees between subgroups.  CU-Sponsored Events are for CU Boulder students, staff and faculty.   
    2. CU-Sponsored Events Approval Process for On-Campus Events: Event and/or activity hosts must follow the Event and Activities Approval Guidance document, including completing the approved campus event management form and any additional documents before hosting a CU-Sponsored Event.
      1. CU-Sponsored Events Approval Process for Off-Campus Events: Event and/or activity hosts are responsible for following all venue and location rules, policies, and guidance, as well as the campus’ Events and Activities Approval Guidance as it pertains to CU-Sponsored Off-Campus Events. 
    3. COVID Event Monitor: All CU-Sponsored Events shall include at least two designated persons from the hosting CU Boulder academic or non-academic department, program or other unit, CU Boulder Recognized Student Organization, or CU Boulder Recognized Social Greek Organization who are familiar with COVID-19 mitigation strategies and with this policy to provide education and oversight during the event. These persons shall be required to complete the “CU:COVID Event Monitor CU Boulder” Skillsoft training prior to the event.
    4. COVID-19 Mitigation: All CU-Sponsored Events must utilize appropriate COVID-19 mitigation strategies, including the use of face coverings by attendees and appropriate physical distancing. Additional COVID-19 mitigation strategies for particular events are contained in Appendix A to this policy.
    5. Indoor Spaces and Enclosed Tents: In addition to not exceeding the size limitation described in 8(a) above, CU-Sponsored Events in indoor spaces and enclosed tents must limit attendance based upon the size of the venue and the usable square footage.  Capacity for square footage of usable space should be calculated using the Social Distancing Space Calculator. Seating at indoor events and enclosed tents must be appropriately spaced, to reduce mingling and reinforce the necessary distance between attendees.
    6. Records of Attendance: All CU-Sponsored Events must include a mechanism for tracking the attendees at the event, including taking reservations or having sign-in sheets to allow for follow-up contact tracing in the event that attendees are determined to have been exposed to a person infected with COVID-19. Records of attendance must be retained by the event organizer to be presented upon request for no less than 21 days following the event.
    7. Testing: Event organizers shall encourage all attendees of a CU-Sponsored Event to complete a COVID-19 test no more than seventy-two hours in advance of attending the event (unless the attendee has tested positive for COVID-19 and recovered in the 90 days preceding the event, in which case a test is not advised).  Any person who tests positive should not attend the CU-Sponsored Event.
    8. Expectations:  Event organizers shall communicate the following expectations to attendees of CU-Sponsored Events: (i) stay home if sick or exhibiting COVID-19 symptoms; (ii) stay home and self-quarantine if you have been in close contact with a person suspected or confirmed to have COVID-19; (iii) practice frequent handwashing and wear face coverings; and (iv) stay home if you have tested positive for COVID-19 within the preceding 72 hours.
    9. Daily Health Questionnaire (Buff Pass): Event organizers shall inform CU Boulder faculty, staff, and student attendees that they shall be required to complete the Daily Health Questionnaire/Buff Pass (if not already completed that day) before attending a CU-Sponsored Event.
    10. Exemption Process:  Exemptions from COVID-19 Public Health Orders cannot be granted by CU Boulder. Requests for exemptions from other provisions in this policy must be submitted to the Office of Integrity, Safety and Compliance (isc@colorado.edu) for review and approval. 

IV. Appendix A

CU-Sponsored Events COVID-19 Mitigation Strategies

In an effort to prevent the spread of COVID-19 as well as to support the health and safety of individuals and the CU Boulder community, the following mitigation strategies must be followed and include but are not limited to the following:

  • Create a queue at entrances that ensures a minimum of six feet of physical distancing between individuals, and pace entry to prevent congestion.
  • Operate on a one-in-one-out basis when at capacity.
  • Remind attendees to observe six feet physical distancing before, during, and after events.
  • Post signage with easy-to-interpret graphics in commonly used languages reminding everyone to maintain six feet of distance, wear masks, wash hands, etc.
  • Establish single-direction traffic flow in and out of the venue area and seating areas. Consider separate entrances and exits.
  • Conduct enhanced cleaning and disinfection of common touch points (doors, stairwell handles, light switch, elevator switch, etc.). The CDC has cleaning guidance for assistance.
  • Encourage attendees to use touchless hand sanitizing stations at entrances and in high-traffic areas.
  • Limit, wherever possible, the sharing of tools, equipment, or other resources.
  • Use seated-only catering services or food services. Food and drink services must follow the same guidelines as restaurants and bars.  If the event is catered, do not allow for self-service stations or buffets.
  • Consider shorter event duration times or limited admission windows to reduce the need for patrons to use restroom facilities, which can be a source of transmission.
  • Remove games or activities that require or encourage mingling, congregating and sharing materials. This includes things like board or recreational games, bounce houses, ball pits, shared dance floors (except for planned performances), and amusement booths and rides at fairs.

V. Resources 

https://www.colorado.edu/policies/event-and-activities-approval-guidance 

Revised Effective Date

March 1, 2021

Effective Date

November 11, 2020

Approved By

Philip P. DiStefano, Chancellor