Guidance on Events and Gatherings

NOTE: Updated as of May 16, 2022

Please note the following recent changes:

  • Face coverings are now optional in most University spaces. See the Guidance on Face Coverings for exceptions or consult details below.
  • As per the Visitor Policy, visitors attending indoor gatherings must choose one of the following options:
    • Attest to being up-to-date with COVID-19 vaccination, be prepared to show proof of vaccination, and follow the policy for masks in effect at the time of their visit OR  
    • Do not attest to vaccination and attest to having a negative test for COVID-19 via PCR within 72 hours before the start of the scheduled visit or via rapid antigen test within 8 hours before the start of the scheduled visit and be prepared to show proof of the negative test OR 
    • Do not attest to vaccination and agree to wear a mask at all times when indoors. These individuals cannot remove their masks inside of University buildings, including to eat or drink.  
  • Gatherings organizers have the discretion to require attestation of vaccination without exception, or other mitigation strategies, even if not required by University policy.

For events that include indoor dining, only individuals who are up-to-date with vaccination or who attest to a negative COVID-19 test (as described above) may participate in the dining portion of the event.

Contents:

Introduction

University staff, graduate students or faculty can host indoor and outdoor gatherings and events of any size on or off campus. Princeton University-sponsored events and gatherings (events) held indoors must be set up in accordance with these guidelines and the University’s Visitor Policy. This guidance applies to events and conferences; it does not apply to regular meetings in the course of University business, teaching, social planning, etc.

Those who organize indoor events are responsible for:

  • Ensuring that all attendees are aware of necessary public health guidance.
  • Maintaining a list of attendees for 2 weeks after the event.
  • Providing a means for event attendees and guest speakers who are not current faculty, staff or students to attest to their COVID-19 vaccination status.
  • Developing a plan for building access when hosting events.

Visitors may attend outdoor events and are not required by current University policy to attest to COVID-19 vaccination.

General Guidance for All Indoor Conferences and Events

  1. Reserve your event space in the EMS web app scheduling.princeton.edu (link is external).
  2. If possible, provide an opportunity to attend virtually.
  3. Provide access to alcohol-based hand gel.
  4. Outside caterers are permitted to deliver food. If the event requires in-person food or drink service, please use Campus Dining catering services when possible.
  5. Maintain a list of attendees for at least two weeks to assist with contact tracing if a positive COVID-19 case is reported by an attendee.
  6. Follow the current Guidance for Face Coverings. As of March 14, 2022, face coverings are optional in most University spaces, with the following exceptions:
  • Where required by state or local agencies, currently in the McCosh Health Center and all athletic training rooms (Dillon Gym, Caldwell Field House, Baker Rink)
  • As instructed by Global and Community Health following a recent positive test for COVID-19 or when identified as a close contact
  • When faculty or staff as conveners of a class, lab, gathering, or meeting require participants to wear a mask

Hosting an Indoor Conference or Event Attended by University Staff, Faculty and Students

Follow General Guidance, above, for all indoor events.

Hosting an Indoor Event With Attendees Who Are Visitors 

  1. Pre-registration is preferred when hosting an event with attendees who are visitors.
  2. Organizer is responsible for developing a plan to provide attendees access to the building. The organizer may staff the building entrance or contact Public Safety to hire event security staff.
  3. Organizer must obtain self-attestation of vaccination status by attendees who are visitors, with the exception of children under 5. Attestion can be collected using the following methods:
    1. NEW: TigerPass offers an online form that hosts can share with visitors prior to the event. The form asks potential visitors a series of questions to determine whether they are permitted, not permitted, or are permitted but should wear a mask. The TigerPass will be available via the TigerSafe app or via a direct web link. TigerPass has an option to email the host or sponsor of an event the visitor’s permission status or the visitor completing the form can show their phone with their status onsite.  
    2. Paper forms (or sign-in sheet) at the door. 
    3. Any pre-event registration process that departments have used to collect attendee information. 
    4. Existing attestation process that  departments have already used, with updates made to reflect changes to the Visitor Policy (some language may need to change). 
  4. Conference and Event Services can provide additional resources for pre-registration and attestation.
  5. Communicate to attendees:
  • Expectations for visitorsVisitors must cancel their planned visit if they test positive for COVID-19 within ten (10) days of the planned start of their visit, if they are experiencing symptoms consistent with COVID-19, or if they were identified as a close contact of an individual who tested positive within the last ten (10) days and have not had a negative COVID-19 test since the exposure. Visitors must notify the sponsoring host if they test positive for COVID-19 within five days after their visit. 
  • Current Face Coverings Guidance.
  • Attestation requirements
  • Ability to social distance may not be possible and attendees attend events at their own risk

Guest Speakers or Panelists at Indoor Events

Organizer is responsible for obtaining self-attestation of vaccination status by guest speakers or panelists, in accordance with the University Visitor Policy

Use of Facilities by External Entities

  • Use of the facility must be for a critical need, where similar facilities are not available. Examples include use of performing arts venues and unique athletic facilities that may not be available to local high school students.
  • All individuals who will be present in the facility must follow the current University Visitor Policy requirements for attestation of vaccination status. The event sponsor is responsible for collecting attestation or proof of vaccination.
  • When possible, allow at least one hour after the external users have left the facility before opening it for use by University students, faculty, or staff.