You're Planning an Event or Gathering

On January 10, amid a local and regional surge in COVID-19 cases due to the Omicron variant, Sonoma County Public Health Officer, Dr. Sundari Mase, issued a health order restricting gatherings of large groups of more than 50 people in indoor settings and groups of more than 100 people in outdoor settings. The health order goes into place at 12:01 a.m. on Wednesday, January 12, 2022, and will be in effect until Friday, February 11, 2022, unless changed or rescinded.

All on-campus events must follow the guidance outlined on this page for events and gatherings. All off-campus events must follow California Department of Public Health state guidance for events and gatherings.

If an event does not fall under the guidance provided, contact Risk Management and Safety Services at risk@sonoma.edu

    COVID-19 Safety Plan and Approval Process

    • are standards required for all on-campus events, including those booked through Conference and Events Services. Event hosts are required to review and comply with all safety items listed. 
    • Hosts must also submit completed Attendance Logs to Risk Management within 1 day of the in-person meeting. In the event of a positive COVID-19 diagnosis, this information will be used to help the COVID Monitoring Team identify potentially exposed individuals when performing exposure investigations.  

    Event/Gathering Safety Requirements

    All events, gatherings and meetings held at Sonoma State University require the following COVID-19 safety protocols. For any questions, please contact risk@sonoma.edu

    Exceptions: Events booked through Conference and Events Services require a separate COVID Safety Plan and may include other requirements not listed here. Additionally, academic courses with in-person instruction do not need to complete this form.

    • Event hosts/coordinator and attendees must adhere to all safety requirements established by Sonoma State University including following all posted and written COVID-19 safety guidelines established by the university.
    • Event hosts/coordinator are responsible for enforcing attendees adhere to all COVID-19 requirements, if they are failing to do so. Event hosts will serve as COVID-19 Safety Monitor at the event. If the host/coordinator is unable to monitor or will not be present at the event, they must identify the person(s) to serve in this position.
    • All attendees must complete a daily wellness screening prior to arriving on campus each day. 
    • Facial coverings must be worn at all times while indoors and outdoors where physical distance is less than six feet. Masks must be worn indoors. However, masks may be taken off for brief periods while eating, drinking, or taking oral medications. When eating or drinking indoors a mask should be worn between bites and sips.
    • Event hosts will promote and exhibit healthy habits including handwashing, facial coverings, and all other COVID-19 safety requirements. 
    • Hand sanitizer and surface disinfectant wipes are required to be made available to attendees, and must be ordered through Risk Management. Quantity will be based on event size and locations and charges may be incurred. This may be done through stations already posted in campus buildings or spaces. 
    • Event hosts will communicate the location of handwashing facilities to attendees at every event. 
    • Event hosts must maintain accurate and complete attendance records per session via a sign-in format, either electronic or paper (electronic check-in is highly recommended via individual devices). Records must be collected and submitted to Risk Management at the end of the event (or end of each day if a multi-day event) and both parties will maintain records for 30 days for contact tracing purposes. 
    • Acceptable forms of attendance records include:
      • Printing and displaying a paper Attendance Log for attendees to complete as they sign in. Log should be scanned and emailed to Risk Management at the close of the event. 
      • Create a digital sign in sheet and post a QR Code for attendees to scan and sign in at check in. The digital sign in sheet should be emailed to Risk Management at the close of the event.
      • Attendees pre-register for the event, then Event Host cross references list to verify actual attendance at event check in and signs in any unregistered attendees the day of the event. The complete registration list with verified attendance should be scanned and/or emailed to Risk Management at the close of the event. 
    • Event plans and protocols will be subject to local, state and federal guidance that may change.

    Food and Drinks

    Food and drinks can be served at meetings and events so long as all applicable COVID-19 Safety Protocols are followed. Please contact Conference & Event Services at reservations@sonoma.edu for the most up-to-date guidance on safely serving food and drinks at events.  

    Transportation

    Individuals are strongly encouraged to use personal transportation to events when possible as that is the safest option for travel.

    If providing transportation to an event, follow all safety protocols for an indoor event. This includes:

    • Using seating charts to identify persons who were seated in close proximity.
    • Wearing face masks/coverings.
    • Opening windows to allow for increased ventilation when possible.

    Attendance Tracking

    • Event planners are responsible for tracking attendance at all events and maintaining an attendance record for future contact tracing needs that may be necessary.
    • The best way to track attendance is by making it a ticketed event. Provide online ticketed reservations and require attendees to present confirmation upon arrival. Avoid the physical transfer of documents upon arrival.
    • Optimally, seating charts should be used to help with contact tracing and reduce quarantine needs, if necessary.

    Approval Process