In coordination with University protocols, the Division of Student Development and Campus Life is implementing the following changes for the Fall 2020 semester.

  • RSO General Chapter and Executive Board Meetings:  All meetings are to occur virtually – via WebEx or Zoom – as room usage will be limited.  Those organizations with ritualistic elements should consult with chapter and national advisors to explore options for virtual engagement.
  • Off-Campus Events:  The University will not authorize any off-campus RSO event until further notice.
  • 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.
    • 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. 
    • 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 30 minutes prior to the stated start time on the approved form.
    • 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 Covid-19 protocols are enforced. 
      • In the event the advisor is unavailable, the individual must identify a substitute and notify the Office of Events Management at least 24 hours via e-mail (events@cbu.edu).
    • Marketing your event
      • Do not advertise any in-person event until your request form has been approved.
      • 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 check-in kit from the Office of Events Management at the previously agreed upon time from the Event Planning Meeting.  
  • Arrive 30 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.  This includes set up of the check-in protocol that includes but is not limited to temperature checks, mask, CBU ID and COVID-19 assessment verification and registration sign-up.
  • Conclude your event at the designated pre-approved time.
  • Ensure that all trash has been properly disposed of, and that all organizational items have been removed.  
  • Return the check-in kits – including completed registration forms – to Office of Events Management the next business day by 10:00am.
  • Event Food:   Organizations are discouraged from providing food. Food requests will be discussed at the Event Planning meeting.  Food options are limited to Aramark catering and pre-packaged approved items.
  • 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 4:30pm.
    • If the event is on Saturday or Sunday, an RSO representative will be required to sign equipment out by 4:30pm on the Friday before.
    • Equipment will be disinfected prior to the arrival of RSO representative.
    • RSOs are responsible for the care and disinfecting of the equipment while it is in their possession.
    • The 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:
      • 6′ outdoor rectangle tables (limits may apply)
      • 60″ outdoor tables (limits may apply)
      • 32″ outdoor cocktail tables (limits may apply)
      • Black outdoor folding chairs (limits may apply)
      • PA Speaker (1 speaker per organization)