In coordination with University protocols, the Division of Campus Life and Student Development (SDCL) and Events Management is implementing the following changes for the Fall 2021 semester and will be enforced until further notice.

  • RSO General Chapter and Executive Board Meetings:  Meetings can occur in person or virtually when appropriate – via WebEx or Zoom – as room usage will be limited.
  • Off-Campus Events:  Due to current local public health conditions, any off-campus RSO event must be approved by the Vice President for Student Development and Campus Life. Any academic related event must be approved by the Vice President for Academics.
  • Consider Re-Imagining Hallmark Events:  While in-person gatherings will be limited, RSO’s are required to implement appropriate virtual elements to hallmark programming to engage students. 
  • Steps for Requesting an In-Person Gathering: The organization is expected to take the following steps:
    • Complete a Student Activity Request Form
      • Approval must be provided by the Director of Events Management.  Please note, all in-person event requests must be submitted seven business days prior to the event.  Failure to adhere to Events Management policies may result in denial of future events.
    • Secure an RSO Event Coordinator for the event
      • The RSO Event Coordinator must be an organizational member or advisor that will assume responsibility for following COVID-19 procedures from event setup to conclusion. They must arrive 15 minutes prior to the stated start time on the approved form to ensure all social distancing protocols are in place and materials properly sanitized before start of the event.
    • Secure an Advisor to attend your event
      • An RSO advisor – campus or alumni – must be present for the entirety of all in-person events.  The advisor is responsible for ensuring all appropriate protocols (proper mask wearing & social distancing) are enforced. 
      • In the event the advisor is unavailable, the RSO Event Coordinator must secure a substitute and notify the Office of Events Management and SDCL at least three hours before the event via email events@cbu.edu and ktilus@cbu.edu
    • Attend an Event Planning Meeting 
      • This will be setup by a member of the Events Management staff where details and social distancing protocols will be addressed. 
      • Meeting will address the following: 
        • Check-In Procedures
        • Proper Mask Wearing 
        • Sanitization 
    • Marketing your event
      • If you wish to advertise your event through official CBU social media platforms, your request must be submitted no later than ten (10) business days to marketing@cbu.edu
      • Your event cannot be marketed until it’s approved by Events Management and/or Office of Student Engagement
      • Requests must include the following information: 
        • Name of Event 
        • Date of Event 
        • Location of Event 
        • Start and End Time of Event
        • Brief Description of Event 
    • Ensure guests are aware of the event location and registration/check-in procedures. 
    • Please note: RSO events will be open to CBU students, faculty, and staff only. Event attendance guidelines will be enforced and subject to revised occupancy guidelines as needed. 
  • Steps for RSO Event Coordinators on the day of the event:
    • Pick up Health Safety Kits from the Office of Events Management at the previously agreed upon time from the Event Planning Meeting.  The kits contain extra masks, Lysol wipes, and an attendance list. If the kit is not picked up, your organization will not be allowed to have the event.
    • Arrive 15 minutes prior to the start of the event to review the set up as confirmed with the Office of Events Management.
    • Set up check-in process as illustrated during the Event Planning Meeting.
    • Conclude your event at the designated pre-approved time.
    • Ensure that all trash has been properly disposed, all items provided by the Office of Events Management has been properly sanitized, and that all organizational items have been removed from the event space.
    • Return the check-in kits — including completed registration forms — to Office of Events Management the next business day by 10:00am. If unable to meet this deadline, please contact events@cbu.edu to schedule a time to return the check-in kits.
  • Event Food: Food options are limited to Aramark catering and pre-packaged approved items. 
    • Examples of pre-packaged approved items include: 
      • Individual Wrapped & Packaged Snack Foods 
      • Individual Box Lunches from Lenny’s 
      • Personal Pan Pizza from Pizza Hut 
    • If you wish to use Aramark Catering, please indicate on the Student Activity Request Form. 
  • Renting Supplies and Items from Events Management: Registered Student Organizations utilizing equipment from Events Management must adhere to the following guidelines: 
    • On the day of the event, an RSO representative must sign out equipment by 4:30 pm.
    • If the event is on Saturday or Sunday, an RSO representative will be required to sign equipment out by 4:00 pm the Friday before. 
    • Equipment will be disinfected prior to the arrival of RSO representative. 
    • RSOs are responsible for housing, care, and disinfecting of the equipment while in their possession. 
    • Equipment must be disinfected prior to return to Events Management. 
    • RSOs are required to leave returned equipment at a designated drop-off zone outside the Thomas Center, and the organization will then notify Events Management of its return. 
    • Equipment available for reservation includes:
      • Outdoor tables
      • PA Speaker (1 speaker per organization)