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Events Protocol

It is strongly suggested that all events occur in a virtual format; if the event is not suitable for a virtual setting, then the event coordinator can apply to host an in-person event. Depending on their application, the Roadrunner Safe Return Events Team may suggest that the event should shift to a virtual setting and will provide resources for virtual events. Coordinators planning virtual events do not have to fill out the application.


*This process is applicable for all MSU Denver events – on or off campus

  1. An event planner should first review the capacities or use the space calculator for their desired venue to determine if their event could be held in an on-campus facility.
  2. Then, review the MSU Denver Event Health and Safety Guidelines, listed in the drop down menu below, to ensure they can adhere to guidelines provided in addition to reviewing their budget to cover necessary supplies, such as personal protective equipment. Students can apply for funding for PPE through the Center for Multicultural Engagement and Inclusion by applying for campus event funding.
  3. Fill out the application for the proposed in-person event via RoadrunnerLink – this form needs to be approved and signed by the department chair, department director or faculty/staff advisor. 
  4. Once submitted, the RSR Events Team Sub Group will review and provide recommendations as needed. 
    • If the event application is approved, the RSR Events team will provide an approval PDF to the event coordinator. The approval PDF is required to book an event space on campus through either MSU Denver Facilities or Auraria Campus Event Services. The event application approval is only an approval for the event to move forward in the process, not an approval on behalf of any facilities. 
    • If the event application is denied, the RSR Events team will provide an explanation and recommendations for the event to be approved. It is mandatory that the event planner resubmit an application to adhere to those recommendations for the event to take place, unless the event moves to a virtual setting. 

To Hold an In-Person Event (reference: Seventh Amended Public Health Order 20-28 Safer at Home and in the Vast, Great Outdoors document and CDHE Fall Return to Campus During COVID-19 document. Please also reference MSU Denver’s policy for Communicable Diseases, which applies to faculty, staff and students) 

General Guidelines for In-Person Events: For enforcement purposes, it is suggested that signs specifying these protocols be posted in the event space. 

  1. All people in public spaces must wear face coverings, which include face masks and face shields. Those who do not wear face coverings will be asked to leave. 
  2. Provide COVID-19 prevention supplies to event staff and participants (i.e., hand sanitizer). 
  3. Consider alternatives for event staff and participants who are at increased risk for complications from COVID-19.
  4. Promote messages that discourage people who are sick from attending events. 
  5. Plan ways to limit in-person contact for staff supporting your events. 
  6. Identify actions to take if you need to postpone or cancel events. 

CDHE and State of Colorado Specific Guidelines for Option 2: Depending on the selected venue and desired format of the facility on or off campus, space capacity is dependent on venue and the furniture layout in the location. The space guidelines detailed below are general Colorado state guidelines and will need to be configured to the specific venue and layout of the event.  

  1. Event organizers should refer to the guidance for outdoor events section on the State of Colorado website. Capacity for square footage of usable space should be calculated using the Social Distancing Space Calculator 
  2. Event organizers should refer to the guidance for indoor events section on the State of Colorado website. Capacity for square footage of usable space should be calculated using the Social Distancing Space Calculator. 
  3. If meetings cannot be conducted virtually, minimize the number of in-person meetings, maintain adequate 6-foot distancing and enforce wearing of masks and face coverings in those meetings. Capacity for square footage of usable space should be calculated using the Social Distancing Space Calculator.  
  4. Use online conferencing, email or the phone instead of in-person meetings, even when people are in the same building, whenever possible. 
  5. Venue size is determined based on usable space per room or designated activity. An indoor event or outdoor designated activity that includes spectators may include the activity space and the spectator space, or these spaces may be separated, and the venue must apply the appropriate capacity limits to the size of each designated space. If participants in the designated activity may also at times move into the spectator space, those participants will count for purposes of the capacity limit for the spectator space if that space is separately defined from the designated activity space. 
  6. Designated activities must occur a minimum of 50 feet from each other, maintain separate entrances and exits and minimize the use of shared facilities such as restrooms. 
  7. Performers or speakers are not included in capacity limits and they should remain at least 25 feet from attendees, if not wearing a mask.
  8. Operators, employees and attendees must wear face coverings unless doing so would inhibit the individual’s health, in which case reasonable accommodations should be pursued to maintain the safety and health of all parties. 
  9. Operators, organizers or employers must implement employee-screening protocols for all employees as described in Section II.I.1.g of this Order and exclude ill or symptomatic individuals. 
  10. Operators and organizers must manage the event or activity to comply with the capacity limits per activity at all times and further manage traffic flow between designated activities to minimize or eliminate mixing of groups, including the use of single-direction traffic flow in and out of the venue and seating area. 
  11. If the event is catered, do not allow for self-service stations or buffets. 
  12. Catering services or food services should only be pre-packaged individual meals, no buffets. Food and drink services must follow the same guidelines as restaurants and bars.
  13. Food sold in these settings must follow the restaurant requirements. 
  14. Ventilation in an indoor venue must meet guidance from the Occupational Safety and Health Administration. 
  15. Indoor-market and mall operators must follow the indoor-event requirements and guidance; outdoor-market operators must follow the outdoor-event requirements and guidance. Individual vendors in these settings must follow the retail requirements and guidelines. 
  16. Drive-in events (ex: theatres, parades, etc.) are authorized to operate so long as participants remain in their vehicles unless seeking minimal services; the vehicles remain a minimum of 6 feet apart; and only minimal common services are available such as concessions and restrooms. It is suggested that all drive through events occur in the Lawrence St. roundabout on campus, located between the King Center and St. Cajetan's. Please also ensure that everyone stays in their vehicles and that there is a designated "runner" who can deliver any items to their vehicles.
  17. Effective June 18, 2020, extra-large venues hosting life rites may operate up to 100 people indoors within their usable space calculated using the Social Distancing Space Calculator. For outdoor rites, individuals must maintain 6 feet distance between nonhousehold members and work with the appropriate local authority to obtain approval for the maximum number of individuals who may attend in the designated outdoor space. Only the ceremony or rite itself is included in this authorization; receptions or parties associated with life rites are not included in this authorization. Life rites should follow the guidance for houses of worship found here. 

You will need to select one of the following event categories when submitting your in-person event application.

  1. University events are events that are imperative for the institution, such as Commencement.
  2. Alumni and Donor Relations events that are targeting donors and alumni and are collaborated with the University Advancement Office.
  3. Faculty, staff or administrator events are targeted to faculty, staff or administrators.
  4. University/Community collaborated events are hosted by external clients in collaboration with departments or offices within the institution.
  5. Student Affairs events are targeted to students and are generally hosted by an on campus department.
  6. Academic department events are hosted by academic departments and can include, but are not limited to, student orientations, internal conferences, tabling, etc.
  7. Student-led events are hosted by registered student organizations, fraternities and sororities.

A student organization must be registered with the Center for Multicultural Engagement and Inclusion to fill out the In-Person Event Application. The organization’s faculty or staff advisor can approve the fall 2020 event applications as department-level approver.

Campus event funding is available to registered student organizations through the CMEI for PPE and other necessary COVID-19 supplies that students will need for their event (application for campus event funds). Training will be available for all registered student organizations, fraternities and sororities, as well as advisors. 

Student organizations can direct any questions or concerns to Dave Bourassa, assistant director for Student Organizations, Student Travel, via 303-615-0874 or dbourass@msudenver.edu.

Before an event planner applies to host their event on campus, it is suggested that they review the capacities for AHEC facilities. Once an event has been approved by the MSU Denver RSR Events team, the event planner must present an approval of their event (provided by the RSR Events team via email) to book a space with ACES. The event planner must adhere to MSU Denver’s institutional guidelines as well as the guidelines presented by AHEC. 

 

MSU Denver Facilities

The MSU Denver Department of Facilities manages event spaces in JSSB and the AES Buildings. Once the MSU Denver RSR Event Team approves an event application, the client can then request an event space through the MSU Denver Department of Facilities website.

Before an event space can be processed and approved, the client will need to forward their approval email from the RSR Event Team to facilities@msudenver.edu. All spaces within the buildings have been updated with new COVID-19 capacities and are available on the MSU Denver Department of Facilities website.

Please note that the MSU Denver Department of Facilities requires 7-10 business days to process the request in full prior to the event. 

To request an event space in JSSB or the AES building, click here.

 

CAVEA Event Requests

 

Hospitality Learning Center

More details to come.

 

Regency Athletic Complex

For more information, please contact Jerrid Oates at joates2@msudenver.edu

 

Center for Visual Arts

More details to come.

ACES may stop by an event on campus to see if it is abiding by the provided guidelines and report back to the RSR Events team. The RSR Events team may deny approvals of future events for event planners who have previously not abided by the protocols.

If at the event an attendee does not abide by the rules and is asked to leave and does not do so, the event planner may call Auraria Police if additional enforcement is needed.

If an event does not follow the given protocol, a report may be filed with the University’s HR or student-conduct office, following the policy for Communicable Disease.

As the COIVD-19 pandemic continues to evolve, the guidelines will continually be updated. All event planners should be prepared with alternative plans for their events and may have to act accordingly if closures ensue.

 

  • Cora Potter, University Events & Protocol Manager
  • Kylie Henson, Special Events Coordinator
  • Diana Ibarra, Assistant Director of Student Activities
  • John Kietzman, Associate Director of Athletics for Marketing and Promotions/External Relations
  • Diane Yee, Director of Campus Recreation
  • Traci McBee Rowe, Director of Donor Relations and Advancement Special Events
  • Brandi Rideout, Assistant Director of Alumni Programs
  • Jeremy VanHooser, Diversity Coordinator
  • Gracia Hounou, Event Scheduling Assistant
  • Sharon Lorince, Director of Operations and Maintenance
  • Damen Glover, Fiscal and Office Manager
  • Jimi Webb, Career Advisor 
  • MB Kruger, Professor of Music and Director of Choral Activities
  • Cecily Cullen, CVA Director and Curator
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