Due to the Covid-19 pandemic, processes and locations of in person events has changed.However, we want to continue to offer our student organizations the opportunity to connect with students. With that in mind, below are the steps for student organizations to table/meet in person this semester.
MEETINGS AND EVENTS
Can student organizations meet?
Student organizations are permitted to meet in Capitol Federal Hall during normal business hours, Monday-Friday 8-5pm while courses are in session. Student organizations are not permitted to meet in Capitol Federal Hall for after-hour meetings, events and/or programs.
We highly encourage student organizations to meet virtually for the Fall 2020 semester. The School of Business will provide student organizations with virtual options and best practices.
What guidelines must I follow when hosting an in-person event or program?
Reservation for programs and events in Capitol Federal Hall require an adherence to the following guidelines:
· All in-person events and programs are required to include a virtual event option. The online event option must be clearly advertised with the in-person information.
· All in-person events and programs are required to include an RSVP list to ensure space occupancies are not exceeded.
· All in-person events and programs may not exceed maximum COVID-19 capacity limits set by the University.
· All in-person events and programs are required to send list of confirmed attendees to the Events Director within 2 business days after the event. A pre-registered list will not be accepted.
· All in-person events and programs are required to complete sanitation best practices at the beginning and end of utilizing a space. This includes wiping down high-touch point areas, such as computers and occupied seats and desks.
· All in-person events and programs are required to complete the Office of Event Management and Protocol’s Event Request Form. A form must be completed for any, “gathering that is not 1) an academic class within the university curriculum or 2) a school/department internal meeting for business purposes.”
· All in-person events and programs are required to adhere to the Protect KU plan guidelines. This includes
practicing social distancing and wearing a face covering at all times.
What spaces can I reserve?
Classrooms are available for reservation. However, classroom occupancies have been drastically reduced. COVID-19 Capitol Federal Hall occupancy guidelines can be found here.
The Capitol Federal Hall west lawn is also available to reserve for special programs and events. Programs and events hosted on the west lawn may require special permissions through the Office of University Event Management and Protocol. The School of Business Events Director is the primary contact for west lawn use. Please note that a tent will be placed on the Capitol Federal west lawn as a holding and studying space for students.
Multi-use spaces will not be available for Fall 2020 reservations. Unavailable multi-use spaces include the Colloquium, Hive and Atrium. Additionally, conference, study and interview rooms will be unavailable for Fall 2020 use.
When is space available?
Due to smaller classroom capacity space availability in Capitol Federal Hall is limited. However, as the below chart suggests, a variety of spaces are available all-day and throughout the evening.
Please click here for a complete list of space availability for the Fall 2020 semester. Please be aware the below chart does not include cleaning times between programs and classes. In-person programs will need to include transition times for sanitation procedures.
Can I host guest speakers?
Yes, guest speakers can attend classes and special events and programs. All non-KU guests attending campus are required to follow all Protect KU guidelines including practicing social distancing and wearing a face covering at all times.
Guests on campus must complete a CVKEY app health assessment before entering the building. The faculty or staff hosting the guest speaker must complete an online tracking form provided by the Events Director. This form includes contact and class visit information to ensure we can safely track building attendance.
How do I create a virtual option for in-person events and programs?
By utilizing the online Event Request Form, we’ll work with you on a variety of virtual event options, all of which will require you to live-stream your program or event through the classroom technology.
The online option, including URL link, must be clearly advertised with the in-person information.
Student organizations are permitted to meet in Capitol Federal Hall during normal business hours, Monday-Friday 8-5pm while courses are in session. Student organizations are not permitted to meet in Capitol Federal Hall for after-hour meetings, events and/or programs.
We highly encourage student organizations to meet virtually for the Fall 2020 semester. The School of Business will provide student organizations with virtual options and best practices.
What guidelines must I follow when hosting an in-person event or program?
Reservation for programs and events in Capitol Federal Hall require an adherence to the following guidelines:
· All in-person events and programs are required to include a virtual event option. The online event option must be clearly advertised with the in-person information.
· All in-person events and programs are required to include an RSVP list to ensure space occupancies are not exceeded.
· All in-person events and programs may not exceed maximum COVID-19 capacity limits set by the University.
· All in-person events and programs are required to send list of confirmed attendees to the Events Director within 2 business days after the event. A pre-registered list will not be accepted.
· All in-person events and programs are required to complete sanitation best practices at the beginning and end of utilizing a space. This includes wiping down high-touch point areas, such as computers and occupied seats and desks.
· All in-person events and programs are required to complete the Office of Event Management and Protocol’s Event Request Form. A form must be completed for any, “gathering that is not 1) an academic class within the university curriculum or 2) a school/department internal meeting for business purposes.”
· All in-person events and programs are required to adhere to the Protect KU plan guidelines. This includes
practicing social distancing and wearing a face covering at all times.
What spaces can I reserve?
Classrooms are available for reservation. However, classroom occupancies have been drastically reduced. COVID-19 Capitol Federal Hall occupancy guidelines can be found here.
The Capitol Federal Hall west lawn is also available to reserve for special programs and events. Programs and events hosted on the west lawn may require special permissions through the Office of University Event Management and Protocol. The School of Business Events Director is the primary contact for west lawn use. Please note that a tent will be placed on the Capitol Federal west lawn as a holding and studying space for students.
Multi-use spaces will not be available for Fall 2020 reservations. Unavailable multi-use spaces include the Colloquium, Hive and Atrium. Additionally, conference, study and interview rooms will be unavailable for Fall 2020 use.
When is space available?
Due to smaller classroom capacity space availability in Capitol Federal Hall is limited. However, as the below chart suggests, a variety of spaces are available all-day and throughout the evening.
Please click here for a complete list of space availability for the Fall 2020 semester. Please be aware the below chart does not include cleaning times between programs and classes. In-person programs will need to include transition times for sanitation procedures.
Can I host guest speakers?
Yes, guest speakers can attend classes and special events and programs. All non-KU guests attending campus are required to follow all Protect KU guidelines including practicing social distancing and wearing a face covering at all times.
Guests on campus must complete a CVKEY app health assessment before entering the building. The faculty or staff hosting the guest speaker must complete an online tracking form provided by the Events Director. This form includes contact and class visit information to ensure we can safely track building attendance.
How do I create a virtual option for in-person events and programs?
By utilizing the online Event Request Form, we’ll work with you on a variety of virtual event options, all of which will require you to live-stream your program or event through the classroom technology.
The online option, including URL link, must be clearly advertised with the in-person information.
TABLING
Tabling will be available Monday-Friday 10a-3p on the Capitol Federal Hall west lawn. We will have two tabling spots available each day. Student organizations may reserve the entire time (10a-3p) or a portion of that time (ex. 11a-2p) but only two student organizations are permitted to table each day – one at each of the available tables. Tabling requests must be completed and confirmed 5 business days prior to the date the organization wishes to table. I will make an exception for the second week of classes, as we have finalized this policy so close to the start of the semester.
Capitol Federal Hall Tabling Request Steps:
Guidelines:
Capitol Federal Hall Tabling Request Steps:
- Email Kendyl Grender (kgrender@ku.edu) to see if your tabling date is available. Once you receive confirmation your date is available complete Step 2.
- Complete the Office of Event Management and Protocol Event Request Form.
- When asked, “Is this Request to TABLE?” select “yes” and submit “Location Request” as “Capitol Federal Hall.” When asked about the “Number of Participants” select “Less than 45.” Though you might see more than 45 people at your table throughout your tabling, you will technically have a function will less than 45 people attending. Completion of your form also prompt an automatically generated approval for your tabling.
- Please be aware that some of the questions on the form will not pertain to tabling, and they are not required to complete the form.
- Send Kendyl Grender (kgrender@ku.edu) an email verifying your completion and tabling approval.
- On your approved tabling date, arrive at the Capitol Federal Hall west lawn to start tabling. There is no check-in process but your table will be placed on the lawn before your arrival. Do not move your table’s location!
Guidelines:
- Do not move your table. Table locations have been set based on social distancing standards.
- No food or beverage is allowed to be distributed
- Only two hosts are allowed to be hosting the table at a given time. This is to limit additional congregations of people.
- Promotional items or giveaways are discouraged, but if flyers or items are given out, they must be placed on the table in a way that a person only touches one item at a time.
- No amplified sound is permitted.
- Activities that require close proximity or the opportunity to come into contact with activity items are prohibited, (e.g., corn-hole, putt-putt golf, spin-the wheel, rocking chairs, rowing machines, paint, shaving cream, powered chalk, etc.)
- Organizations conducting surveys should use a virtual format (e.g. Microsoft Forms or Survey Monkey) that participants can complete on their personal devices.
- Organizations must provide cleaning supplies and hand sanitizer for guests
- No motorized vehicles shall be parked on the Capitol Federal Hall west lawn
