COVID-19 Updates: Fall Semester

COVID-19 IMPACT ON EVENTS

The campus is currently in Phase 2 of reopening.

The following is a general overview of event constraints outlined in the Return to Campus Guide. All gatherings and all campus operations are subject to specific guidelines in each of the 3 Phases of reopening. Please familiarize yourself with the Guide and consult it for details.

To the fullest extent possible, student organizations, faculty, and staff meetings and events should occur through a virtual format.

COVID-19 Event Review Team
COVID-19 Safety Max Occupancy
Campus Events and Gatherings
-Events
-Event Host Responsibilities
-Faculty Ad Hoc Requests
-Meetings
-Social Gatherings
-Virtual Events and Meetings
Catering
Cleaning
Private Work Space for Students
Tents
Visitors

 

COVID-19 Event Review Team
All requests for in-person events are subject to parameters outlined in the Return to Campus Guide. Requests meeting these parameters will then be reviewed by the COVID-19 Event Review Team for safety and feasibility. The team meets twice weekly on Tuesdays and Thursdays, and includes representatives from:

  • Event Management
  • Dean of Students / Student Activities
  • Environmental Health and Safety
  • Public Safety
  • Communications & Marketing
  • Athletics
  • ITS

Campus Events and Gatherings
Review complete details on Campus Events and Gatherings in the Return to Campus Guide.

All gatherings will be extremely limited in number, size and scope. Availability of space is limited due to capacity reductions aligned with COVID-19 physical distancing guidelines. All gatherings must comply with the COVID-19 Safety Max Occupancy for the space being used.

Any approved event, indoor or outdoor, will require:

  • Face coverings
  • Physical distancing
  • Contact tracing / attendance taking

Review the Return to Campus Guide, Appendix A for details on allowable gatherings and gathering size per Phase. 

Events

  • To the fullest extent possible, student organizations, faculty and staff events should occur through a virtual format.
  • No invited speakers or presenters.
  • No non-College events or non-College use of space.
  • Campus is closed to all visitors, with a few exceptions in Phase 3.

Social Gatherings
Hosting and attending large parties is prohibited for the 2020–21 academic year because such events are incompatible with the physical distancing that is necessary to reduce the spread of COVID-19.

Students: Review the section in Students on Campus about Social Gatherings and Registered Parties.

Meetings
All student, faculty and staff meetings should be achieved through virtual platforms (e.g., Zoom, Microsoft Teams, telephone, etc.), as much as possible.

COVID Guidelines for Ad Hoc Course-related Requests

  • Due to limited capacities and risk mitigation efforts, Ad Hoc needs should be resolved virtually when possible, including screenings.
  • When a virtual format is less effective and in-person is justified (i.e., math office hours) lesser-used, smaller classrooms will be utilized instead of the classrooms currently scheduled for classes. This is to avoid overburdening cleaning schedules and ventilation efforts.
  • There are 8 spaces identified as too small for classes which may be used. (3 Munroe, 4 Twilight, 1 SDL)
  • Exclusions may be necessary when a larger capacity classroom is needed for Midterm exams or other such requests that require a large venue.
  • Requests are first come, first served.
  • Ad hoc requests should fall within academic building access hours.

Review the Return to Campus Guide, Appendix A for complete Details of the Three Phases for Campus Operations and gatherings. 

Event Host Responsibilities
Event Hosts must comply with all responsibilities outlined in the Return to Campus Guide. These apply to both indoor and outdoor events.

Event Host responsibilities include:

  • Ensuring all attendees wear face coverings
  • Taking attendance for contact tracing (via Presence for student events)
  • Cleaning: Disinfectant will be provided to event coordinators to disinfect high-touch surfaces as necessary throughout the event
  • Compliance w/mandated gathering size per Phase
  • Compliance w/COVID-19 Safety Max Occupancy (per location as noted in 25Live Pro)
  • Prohibiting non-College visitors including guests, speakers, presenters, etc.

Events Hosts are responsible for reviewing the Return to Campus Guide before submitting requests for in-person events.

Note: if an event involves a component whereby participants will be eating food, please remember to have event attendees wear their face coverings when the food portion of an event is over and moves into the activity/lecture/meeting segment of an event. 

Event Hosts and/or attendees found not in compliance with Return to Campus guidelines will be subject to the COVID-19 Conduct Policy & Disciplinary Process.

COVID-19 Safety Max Occupancy
The maximum occupancy of all spaces is significantly reduced. Classrooms and event spaces have been evaluated, and in some cases modified, to achieve 6’ physical distancing. The COVID-19 Safety Max Occupancy number will be posted outside each classroom, along with a drawing of the approved layout for that space. The approved layout may not be changed without approval from the Department of Event Management in consultation with the Environmental Health & Safety Coordinator.

COVID-19 Safety Max Occupancy is also listed for each location in 25Live Pro as the Default Capacity, or COVID-19 Safety Max Occupancy “Layout.” The original “Max Capacity” for each location is still listed and should be disregarded while COVID-19 restrictions are in effect.

The COVID-19 Safety Max Occupancy number for classrooms includes the instructor.

All gatherings must comply with the COVID-19 Safety Max Occupancy for the space being used.

Not sure how to find occupancy info? Click here for instructions.

Virtual Events and Meetings

Events open to the campus community: All virtual events that are open to the campus community must be submitted via the Event Reservation Request Form so that Event Management can continue to advise on potential content/audience conflicts.  In our new virtual environment we must also be aware of limitations on our capacity to host large virtual events simultaneously.

Private meetings and events: Virtual events or meetings that are “invite only” to a closed audience and will not be publicized to the campus Calendar of Events will not be processed through Event Management. If you need technical support for this type of meeting, you should contact the Helpdesk directly for assistance.

Publicizing your virtual event: Virtual events that are open to the campus community and/or general public may be publicized to the campus Calendar of Events. The location for the event will be listed as “Virtual Middlebury.” You must submit your virtual event via the Event Reservation Request Form.  Do not use the Calendar Posting Request Form.

Zoom Events: Standard Zoom meetings allow for 300 attendees without additional licensing. Licensing is limited for webinars and for meetings >300 and must be requested via the Technology Helpdesk.
Zoom meetings = interactive meetings and training sessions
Zoom webinars = lectures and public broadcasts for large audiences

ITS advises against publicly posting a URL for a Zoom meeting or webinar which includes the password.

For more information on Zoom and how to prevent Zoom-bombing visit the ITS Zoom web page.

Catering
Middlebury Catering services are suspended for Fall 2020. Catering staff are supporting the increased demands on the Dining Services department. Review the Return to Campus Guide, Appendix A for details on Dining Services operations per Phase.

Non-College caterers may not provide service on campus until we reach Phase 3. Visit the Catering website for a list of non-College caterers approved to provide service during Phase 3.

Event organizers may bring food from an off campus source to small gatherings that meet Return to Campus guidelines, with appropriate physical distancing. Food may not be brought to gatherings in dining halls or The Grille.

Tents
There are 3 schedulable tents on campus. These are primarily for ad hoc academic use.  When conditions allow, a limited number of student organization events may be permitted.  Tents will not be scheduled for use as meeting space.

Tents will require the same request and approval process as indoor space. Activities in the tents will be aligned in accordance with physical distancing guidelines, and face coverings will be required.

Schedulable tents, as listed in 25Live:

  • Tent McCullough Patio (on Wilson Terrace)
  • Tent Discovery Court (at Bicentennial Hall)
  • Tent 75 Shannon Street E Lot

Please review Tent Guidelines before submitting an event request for a tent. Click here for a map of campus tent locations.

Cleaning
Event organizers will be responsible for disinfecting high-touch surfaces throughout their event. Review the Cleaning and Disinfecting section of the Return to Campus Guide.

Visitors
No invited speakers, presenters, performers, or other guests are currently allowed on campus. Review the Visitors section in Appendix A of the Return to Campus Guide.

Private Work Space for Students - for private appointments, interviews, and/or taking a remote class.

Although limited this semester, there is an abundance of study space available in campus buildings that students will find amenable for studying - such as the windowed hallways in Axinn or the Library and at the Mahaney Arts Center. And of course, there are all the wonderful spots in the sun and shade outside! Grab a spot on the lawn, in an Adirondack chair, on a rock wall – there’s plenty of space to choose from the great outdoors!

Additionally, Event Management has identified a number of reservable rooms in Alexander Twilight Hall that students can request for private space during the building’s open hours – be it to take a remote class, or to schedule a job interview, or private appointment.

To reserve a private space, please log on to the Event Reservation Request Form and enter any of the following rooms in the location field:  AXT 110, 204, 206 or 305.

Please note that we will need at least 24hours notice to reserve the space. If you are looking to request space during the weekend, please submit your request no later than Friday @ noon.

All of the rooms highlighted above in Twilight for one student only. These are not group study spaces.

An additional resource for student study space and reservable seats for the fall semester is the Davis Family Library. Please visit https://www.middlebury.edu/library/news/library-plans-fall-2020 for more information on reserving study space in the Library.

For a direct link to reserving study space in the Davis Library, please visit:

https://middlebury.libcal.com/spaces?lid=7141