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Conference and Event Planning

COVID-19 UPDATE: Conference & Event Planning 

Linfield University is committed to the health and wellness of our campus community. In an effort to keep our faculty, staff, and students safe, we have implemented new guidelines for all meeting and events occurring on campus.

Conference & Event Planning continues to be available via email, phone (x2448) and video conferencing to assist with future event planning.  Please continue to utilize 25Live to make space reservations. The maximum capacity for almost all rooms on campus has been updated to match maximum capacity for physical distancing guidelines. Conference Rooms and other flexible spaces will be utilized for instructional spaces, and as a result, their set-up will remain as-is. Meeting/event requests will not be processed until the Fall academic schedule has been set. Due to adjusted operations during COVID-19, space may be limited for meetings/events.

COVID-19 Meeting and Event Guidelines

Due to physical distancing and cleaning measures required for the Linfield community to return safely to campus meetings and events will be significantly impacted throughout this time. The following guidelines have been set for by Conference & Event Planning to ensure the safety of our students, faculty, and staff. They are intended to supplement University-wide policies, CDC, Oregon Health Authority, and State of Oregon guidelines. 

*This living document will see continued revision on new guidance from referenced sources as COVID-19 continues to abate.

In-person events are only permitted if Yamhill County is in the “Phase 2” or higher of reopening, as designated by the State of Oregon.

These guidelines will apply to all in-person events, held by all University stakeholders including faculty, staff, students, administrators, alumni, and campus guests.

An in-person event is defined as any planned or spontaneous gathering, indoors or outdoors, where any portion of the event will be held on property owned or controlled by Linfield University, and with an attendance of 11 or more people.

Examples of in-person events include but are not limited to: faculty, department or student organization hosted meetings, trainings, performances, celebrations, rallies, demonstrations, social gatherings, lectures, forums, speaker presentations, conferences, or recreational or sporting events.

Individuals and groups hosting an event must follow the Center for Disease Control (CDC) and Oregon Health Authority (OHA) guidance for mitigating the spread of COVID-19. The event host(s) must also agree to monitor public health indicators, adjust orders and restrictions. Either the University or the event host(s) may cancel if the newest information advises them to do so.

Event Requirements

All event organizers must comply with the following requirements for planning an in-person event:

Stay home if you are sick

Stay home if you are sick. All LU community members are expected to conduct self-screening and not attend work, class, or social activities if they feel sick or fail to pass the Health Monitoring Daily Checklist.

Occupancy

Events must adhere to the relevant capacity limitations of the facility or venue. No in-person, indoor event may exceed 50 persons or exceed 100 persons for outdoor events, regardless of the facility or venue occupancy. The person limit includes event guests, event host(s), and staff or volunteers working the event. Local social gatherings over 10 people are prohibited and those under 10 people must use physical distancing.

Food and Beverage

All prepared food and beverage at events must be provided and distributed by Sodexo. Host or guest prepared food or beverage is prohibited (i.e. potlucks, bake sales). All in-person events whose sole purpose is to sell food are prohibited (i.e. bake sales, spaghetti dinner, pancake breakfast or delivery). Pre-packaged, individually wrapped foods may be provided by host(s) if purchased ahead of time by host(s) and distributed by a designated and recorded individual. The designated and recorded individual must wear a face covering and gloves while distributing.

RSVPs and Attendance Tracking

Event host(s) must track attendance of all participants and maintain record of attendees for a minimum of one year. Attendance must include event host(s), and those working or volunteering at the event. This information may be utilized for contact tracing purposes in compliance with federal and state privacy regulations. Utilize an RSVP or reservation system to reduce and manage the number of attendees.

Signage

If the facility or venue does not have signage posted to promote social distancing and properly wearing a face covering, event host(s) must provide and post signs in highly visible locations at the event (i.e. entrances, restrooms).

Social distancing

Event host(s)s, workers/volunteers, and attendees must remain 6 feet apart at all times, excluding immediate family members, caretakers, household members, or romantic partners.

Face coverings

Event host(s)s, workers/volunteers, and attendees must wear face coverings in accordance with CDC recommendations, Oregon Health Authority, and Linfield University.

Cleaning and Disinfecting

Clean all event areas before and after the event by utilizing the cleaning materials provided in each space (spray bottle of Alpha-HP Multi-Surface Disinfectant Cleaner and roll towels). Please visit the Facilities website for additional information on cleaning.

Hand Sanitizer

If the facility or venue does not provide hand sanitizer, event host(s) should provide their own hand sanitizers at the point of entry and exit to the event. If hand sanitizers cannot be provided by host(s), host(s) will direct attendees to nearest hand sanitizer dispenser or hand washing station.

Event Layout

Tables and chairs in the facilities cannot be moved, removed, or added during the campus event.

Event Considerations

In addition to Event Requirements listed above, all event organizers should consider the following in planning events:

  1. Prioritize outdoor venues where social distancing can be maintained as much as possible.
  2. Limit the number of guests. Events must adhere to the relevant capacity limitations and approved time of reservation.
  3. Limit any nonessential visitors, volunteers, and activities involving external groups or organizations as possible – especially with individuals who are not from the local geographic area (e.g., community, town, city, or county).
  4. Limit the length of events and breaks to shorten the time host(s) and attendees are exposed to each other.
  5. Limit person-to-person contact. Provide event documents, such as programs or post-event evaluations, in electronic form. Avoid the sharing of microphones or any other hands-on equipment. Sharing or exchanging materials of any kind poses an increased risk of transmission/spread of COVID-19 and should be avoided.
  6. Monitor entrances and exits to prevent congregation and consider staggering arrival times to ease crowds at access points.
  7. Conduct temperature checks of guests upon arrival. Anyone with a temperature higher than 100.4 will not permitted to attend. If LU has a suspected case of COVID-19, the event may be cancelled, or guests may be required to participate in temperature checks prior to entry into an event, facility, or area.

Enforcement

Individuals or groups who violate these guidelines will be instructed by the responsible official or their designee to cease and desist. Responsible officials include Linfield University Public Safety, Environmental Health and Safety, public health officials, facility or venue manager, and/or University-appointed designees.

Individuals or groups who violate these guidelines will not be permitted to reserve any facility for the remainder of the semester. All scheduled reservations by the violating individual or group will be cancelled.

Responsibility for Implementation

All members of the Linfield University community are responsible for administering these guidelines.

Please check Linfield's COVID-10 webpage regularly for updates.

Contact Information

Main Number: 503-883-2448

Address
Office of Conference & Event Planning
Linfield University
900 S.E. Baker St., Unit A450
McMinnville, OR 97128-6894

Room Reservations & Set Ups: reserve@linfield.edu

Department Mission Statement

The office of Conference and Event Planning is committed to supporting our Linfield University community by developing and operating customer-oriented, efficient and profitable support services that:

  • enhance the quality of campus life through the delivery of quality goods and services
  • facilitate the creation of community
  • extend the learning environment beyond the classroom