2021-2022 Campus Events Policy

2021-2022 Campus Events Policy


Purpose of Policy

The purpose of this policy is to outline the updated parameters for hosting both internal and external meetings, events & visits on campus for Spring 2022. This policy is subject to change if/when circumstances related to COVID including updates in guidance from federal, New York State and City occur.

Rationale

This policy has been developed with the understanding that internal events are the priority for the Spring semester. Students should be able to enjoy a robust community experience now that campus has re-opened. However, in recognition of the recent Omicron surge and its lingering effects, and following the successful beginning of the Fall semester, both internal and external events are expected to begin on February 14, 2022 with the exception of activities for new students.

In Person Internal Meetings & Events

  • Internal meetings & events are defined as those whose audience is comprised of members of the TC & CU community and carry a valid TC/CU ID card excluding TC alumni. 
  • External speakers (up to 4) are permitted at internal events provided they follow all campus health and safety guidelines including providing proof of vaccination including a booster (when applicable).
  • Guests attending or working events at Teachers College must wear an N95, KN95, KN94 or surgical masks; cloth masks will not be permitted at TC events.
  • Meetings & events occurring in function spaces (see table below) will follow a 50-75% capacity maximum based on the room type. Rooms with auditorium seating (Cowin, Milbank, ZB408, TH136, MY263) will all be at a 50% capacity*
  • The event capacity restriction will require pre-registration for guests and staff on hand to check in guests so as not to exceed the capacity. 
  • The final attendance list must be retained by the planner for 60 days after the event. 
  • There is no limit on the number of internal events on campus per day.

In Person External Meetings & Events

  • External meetings & events are defined as gatherings in which some guests, speakers, or visitors are not TC/CU ID holders.
  • There is a limit of up to 8 external meetings & events permitted on campus daily. Those who wish to host external meetings and events will submit a request that will be approved by the COVID Events Working Group on a weekly basis. 
  • External meetings & events can take place on campus between the hours of 8:00 a.m.-10:00 p.m. 
  • No more than 50 external guests can attend these gatherings.
  • All guests will be required to provide proof of vaccination & complete the visitor’s daily health screening.
  • The event/meeting planner or host is expected to request and receive proof of vaccination, including a booster (when applicable), in advance of the event.
  • Guests attending or working events at Teachers College must wear an N95, KN95, KN94 or surgical masks; cloth masks will not be permitted at TC events.
  • All external guests must be pre-registered to attend. Staff must be on hand to check in each pre-registered guest. 
  • The final attendance list must be retained by the planner for 60 days after the event. 
  • All guests must follow the College policies and procedures.

Catering

As the College strives to strike a balance between being gracious and hospitable while still respecting differing comfort levels among event guests, below are guidelines and recommendations that will be useful to TC’s event planners.

Events and Meetings before February 14, 2022:

  • Only To Go catering is available

Events and Meetings on and after February 14, 2022

  • TC strongly recommends that event planners order individually wrapped menu items. AVI has greatly expanded its wrapped and boxed offerings and will work with clients to create an exciting menu that also meets health & safety considerations. Please contact Jay Lebet, AVI Catering Director as you begin to develop your catering requirements. Jay can be reached at jpl2200@tc.columbia.edu.
  • For clients who prefer to order a non-boxed buffet, it's the College’s great preference that servers are hired to distribute food. If that is not possible, below are guidelines for guests to follow:
    • Guests must wear masks while at a buffet.
    • Guests will be asked to distance while serving themselves; the rule of thumb is 2 guests per 6 foot table at any one time.
    • Guests are asked to wear a mask when not actively eating or drinking.
    • Clients will be able to order gloves and sanitizer for buffets if desired.

Conferences and other all day events and meetings are encouraged to not have “working” meals”. Ideally, guests should be able to eat in a different space (i.e. the cafeteria, the courtyard etc.) to maximize distancing while guests have their masks off while eating.

Events Not Held on TC/CU Campus

Attendees of events not held on campus are subject to the same requirements of events on campus. 

  • Guests will be required to show a TC/CU ID card or proof of vaccination.  
  • The planner should follow the room capacity set by the owner of the venue.

Note on Capacities

The capacity limit exists for events and not classrooms as it is expected that attendees could remain in an event for a longer period of time than a typical class.

Auditorium-Style Room Capacity

Space

Pre-COVID Capacity

 50% Capacity Limit

Cowin Auditorium

587

293

Milbank Chapel

180

90

MY263

100

50

RUS306

35

26

TH136

106

53

ZB408

213

106


Function Space Room Capacity

Space

Pre-COVID Capacity

75% Capacity Limit

Cafeteria

(available outside of business hours)

264 

198

Everett

100

75

GDH177

20

15

GDH179

120

90

Macy Art Gallery

(reception style)

69 

51 

Smith Learning Theater

(config #1: seated rounds)

212

159

Smith Learning Theater

(config #2: standing reception)

322

241

Smith Learning Theater

(config #3: seminar style)

172

129

Smith Learning Theater

(config #4: theater style)

292

219

ZB109

30

22 

The safety of the entire TC community continues to be our top priority, and the policies and procedures detailed on this website are a critical part of TC’s plan for protecting our community against the spread of COVID-19. All individuals are expected to comply with any policies that apply to them. Individuals who do not comply may be subject to disciplinary action, including being restricted from campus. We thank you for your cooperation and compliance as we work to transition back to campus as a community.

Summer 2022 Event Policy

Purpose of Policy

The purpose of this policy is to set forth the updated parameters for hosting both internal and external meetings, events & visits on campus for Summer 2022. This policy is subject to change if/when circumstances related to COVID including updates in guidance from federal, New York State and City occur.

Easing of Restrictions

TC is easing event restrictions as of Tuesday, May 10, 2022 so that members of the community can plan events with less limitations. As of Tuesday, May 10, 2022, the following restrictions will be lifted:

  • Capacity limits on event spaces have been removed
  • External guest capacity of 50 has been removed*
  • Masks are optional for events below 200 guests. If an event has more than 200 guests, masks are required.

However, the requirements below will be maintained for events this Summer:

  • All external guests will be required to show proof of vaccination. For events with more than 200 guests, the event planner will be asked to collect the proof of vaccination in advance and share the list of attendees with Public Safety.
  • All external guests will be required to complete the visitor Daily Health Screen and show at the Public Safety desk on arrival.
  • Registration and check in is required at events where there are external guests
  • All guests must follow the College policies and procedures.
  • Ensure a meal plan that considers overall health and safety and does not require attendance at an event with food service i.e. a working lunch.

Catering Guidance

As the College strives to strike a balance between being gracious and hospitable while still respecting differing comfort levels among event guests, below are guidelines and recommendations that will be useful to TC’s event planners.

  • TC strongly recommends that event planners order individually wrapped menu items. AVI has greatly expanded its wrapped and boxed offerings and will work with clients to create an exciting menu that also meets health & safety considerations. Please contact Jay Lebet, AVI Catering Director as you begin to develop your catering requirements. Jay can be reached at jpl2200@tc.columbia.edu.
  • For clients who prefer to order a non-boxed buffet, it's the College’s great preference that servers are hired to distribute food. If that is not possible, below are guidelines for guests to follow:
    • Guests must wear masks while at a buffet.
    • Guests will be asked to distance while serving themselves; the rule of thumb is 2 guests per 6 foot table at any one time.
    • Guests are asked to wear a mask when not actively eating or drinking.
    • Clients will be able to order gloves and sanitizer for buffets if desired.
  • Conferences and other all day events and meetings are encouraged to not have “working” meals”. Ideally, guests should be able to eat in a different space (i.e. the cafeteria, the courtyard etc.) to maximize distancing while guests have their masks off while eating.

*External guests are individuals who are not TC/CU ID card holders

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