COVID-19 Meeting and Event Guidelines for Student Events

Due to social distancing and cleaning measures required for our Rhodes community to return safely to campus, meetings and events will be significantly impacted through the Spring 2021 semester. For the Spring 2021 semester, Rhodes Campus is open to current students, faculty, and staff who are participating in the campus testing protocols. Campus will NOT be open to visitors except scheduled visitors to the Admission Office. Any exceptions to this access policy must be approved. Please contact the Office of College Events, collegeevents@rhodes.edu, or 901-843-3888. 

The following guidelines have been set forth by the Campus Life COVID subcommittee to ensure the safety of our students, faculty, and staff. They are intended to supplement College-wide policies, CDC/health department guidelines, and the State of Tennessee large event guidelines. These may be subject to change.

  1. The College will require adherence to local health department and CDC guidelines at all times for meetings/events, unless an exception has been made by RHODES administration. Attendees are required to maintain social distancing (at least six feet) and wear face masks during all meetings/events as directed.
  2. Organizers should continually assess, based on current conditions, whether to postpone, cancel, or significantly reduce the number of attendees (if possible) for large meetings/events. Virtual and/or hybrid meeting/events are highly encouraged. The College reserves the right to postpone, cancel, or reduce the number of attendees if needed for the safety of our campus community.
  3. Currently, events are limited to 50 attendees or less to reduce the spread of COVID. This number will likely change as health regulations are adjusted. A few specific guidelines for student-led meetings and events are included below:
    • Student organization meetings will comply with the guidelines applied across campus. Gatherings of 10 or fewer will be allowed with physical distancing. To request a meeting space for 10 or fewer people, please use the following request form on Presence.
    • Student organization events will be limited to 50 attendees in indoor and outdoor spaces, or per the capacity of the selected space. Whenever possible, pre-registration for events should be collected. One Faculty/Staff Member is required for every 25 attendees and must complete a post-event summary following the event
    • Greek lodges will comply with the guidelines applied across campus. Gatherings of 10 or fewer will be allowed with physical distancing. As guidelines change, we will work closely with the fraternities and sororities to ensure their events and activities are in compliance with increased capacities for gatherings in later phases. Meetings and events hosted in the Greek lodges must be open to College officials so that health and safety protocols can be confirmed
  4. Room capacities have been temporarily adjusted to ensure appropriate social distancing. The EMS reservation system has been updated to include social distancing capacities. Organizers can contact the College Events Staff to ensure their meeting/event will fit in the requested space. Any gathering of 10 or more people needs to be approved by the College Events Staff or the Coordinator of Student Activities.
  5. The furniture in each space has been set to meet the approved health and safety guidelines and should NOT be moved.
  6. Informational tabling on campus will be temporarily discontinued to discourage gathering within close proximity to one another.
  • While Rhodes Housekeeping will continually clean and disinfect spaces, not all rooms will be cleaned between meetings/events. Organizers and attendees should be conscientious of touching surfaces and equipment that has been used from a previous group. Disinfectant in spray bottles will be placed in classrooms, office suites, and restrooms with signage asking that end users disinfectant surfaces before and after use.
  1. Attendance tracking is required for all in-person meetings and events. Name, email, and phone number of all attendees should be collected upon entry.  If an attendee of a meeting/event thinks they may have been exposed to COVID-19, please contact the Event Organizer immediately so the appropriate parties may be notified.
  2. Food Service & Catering – Food Service & Catering – Bon Appétit will not provide catering services for the Spring 2021 semester. Campus events with food will not be permitted until the campus has completed the first round of COVID testing and assessed the risk to the campus community. Requests to host events with food or food trucks will be considered after February 8.

If event planners would like to provide food, please consider the following guidelines:

  • Host your gathering outdoors.
  • Provide grab-and-go options (pre-packaged boxes or bags).
  • Clean and disinfect tables between use.
  • Advise attendees to take precautions – like wearing a mask as much as possible when not eating and maintaining a proper social distance at all times.
  1. External vendors must have approval before being admitted to campus. In addition, they must be masked and will need to respond to the following COVID Questions prior to entering campus:
  • Have you been in close contact with a confirmed case of COVID-19?
  • Are you experiencing a cough, shortness of breath, or sore throat?
  • Have you had a fever in the last 48 hours?
  • Have you had new loss of taste or smell?
  • Have you had vomiting or diarrhea in the last 24 hours?

Please direct any questions or concerns regarding meeting or event guidelines to the College Events Staff at collegeevents@rhodes.edu or 901-843-3888. Student organization leaders should direct their questions to Mikayla Woodward, Coordinator for Student Activities, at woodwardm@rhodes.edu. Additional guidelines for student organization leaders will be provided by the Student Activities Office.

Additional Resources: