You're Having a Meeting on Campus

SSU has developed guidance for meetings both on campus and remotely. This guidance may be modified based on any changes to workplace safety guidelines or local or state COVID-19 guidance.

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

Meeting Considerations

With a combination of both remote and on campus attendees, the need to support hybrid meetings will continue. When in-person meetings are necessary or most efficient, the following should be considered:

  • When meetings are held in-person, employees who are approved for telework work should be permitted to attend via Zoom, including video, when possible. When not possible, meeting organizers will endeavor to provide a minimum of 7 days notice to an employee to a change in their on-campus schedule.
  •  In-person meetings that have nine or fewer persons in attendance do not require an attendance log if the event is saved in an electronic meeting or calendar invite for contact tracing purposes. In-person meetings of 10 or more persons require attendance logs to be submitted to risk@sonoma.edu within one business day of the meeting. Events booked through CES with fewer than 10 persons in attendance are required to maintain attendance logs.
  • When possible, contractors or other non-campus entities should participate in meetings remotely. When the individual must appear in-person, wellness screenings must be conducted and contact information for the individual must be captured on the log and submitted to Risk Management. 
  •  are required for all in-person events, gatherings and meetings. Event hosts or sponsors are required to comply with all items listed on the requirements.  ​
  • Departmental in-person meetings involving three or fewer people may be held in private offices only when 6 feet physical distancing can be maintained at all times. All persons are required to wear facial masks during such gatherings. Attendance logs do not need to be submitted to Risk Management for meetings with 3 or fewer people, however, such gatherings must be documented by the person controlling the office where the meeting was held. Should an exposure to COVID occur within any of the participants of the meeting, the participants are required to report the meeting to Risk Management as soon as possible.

COVID-19 Event or Gathering Safety Requirements

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.

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

  • 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.

  • Hosts/coordinator are responsible for enforcing attendees adhere to all COVID-19 requirements, if they are failing to do so. Hosts/coordinators will serve as COVID-19 Safety Monitor at the event. If the host/coordinator is unable to monitor or will not be present at 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.

  • Hosts/coordinators 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. This may be done through stations already posted in campus buildings or spaces. 

  • Hosts/coordinator will communicate the location of handwashing facilities to attendees at every event. 

  • Hosts/coordinator 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 Hosts/coordinator 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. 

By proceeding with an in-person meeting or gathering, the Hosts/coordinator/coordinator understands that there remains a risk of exposure to COVID-19. The Hosts/coordinator/coordinator understands that regardless of any precautions taken, an inherent risk of exposure to COVID-19 will exist. The Hosts/coordinator/coordinator is responsible for communicating this to all event attendees.

Zoom Capability in Conference Rooms

Several conference rooms on campus have been equipped to host hybrid or virtual meetings. These conference rooms are:

  • Salazar Hall, Administration and Finance and Academic Affairs Suite, Conference Room A
  • Darwin Hall, Room 101
  • Schulz Information Center, Room 3066
  • Salazar Hall, Office of the President and Advancement Suite, 2043B