Guidance on Events and Gatherings

NOTE: Updated as of July 28, 2022

From the dates listed, the University will no longer require swipe access for the following locations and hours.

  • Beginning 7/25, Frist will be unlocked M-F 8am–6pm, weekends 10am – 6pm (hours will expand on 8/22). Firestone Library will be unlocked 8:30 am–9 pm, and the Chapel will be unlocked 7am–7pm.
  • Beginning 8/15, buildings with classrooms will be unlocked M-F from 7:00am to 8:30pm. Other buildings will be locked on the schedule determined by the building’s access coordinator. 

As per the Visitor Policy, visitors attending indoor gatherings must:

  • Be fully vaccinated[1] for COVID-19, be prepared to show proof of vaccination, and follow the policy for masks in effect at the time of their visit OR  
  • Have 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 
  • 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.  

The University no longer requires attestation from short-term visitors and event attendees. Gatherings organizers have the discretion to require attestation, 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 have had a recernt negative COVID-19 test (as described above) may participate in the dining portion of the event.

See Updates to COVID-19 Policies for the Fall for more infornation on the above. 

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.

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. Individual hosts of campus events retain the flexibility to require proof of vaccination or proof of a negative test, and may ask to see which category the visitor is claiming. There are several options available for this:
    1. 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 is available via the TigerSafe app or 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. 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.
  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.
  • 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 communicating requirements and expectations to 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. 
  • 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.

FAQs for Gatherings, Events and Meetings


Is there a review and approval process for indoor or outdoor gatherings of any size?
No. As of July 4, 2021, neither indoor or outdoor meetings of any size require review and approval by the Gatherings Review Team.

Do I need to approve each visitor attending a conference or public event?
No. The Visitor Policy considers individuals attending a University-hosted conference or public event to be pre-approved.

Are masks or social distancing required for indoor events?
In non-instructional spaces, the campus community is asked to be considerate and respond to the requests of individuals who prefer mask-wearing, including those who may be at higher risk.

Do I need to take attendance at the meetings or events? If so, how long do I need to maintain the list?
It is recommended that you maintain a list of attendees for at least two weeks after the event to be able to assist in contact tracing if someone at the event is diagnosed with COVID-19. This is especially helpful if the event involves visitors from outside the campus community. A printable PDF for listing attendees is available on the EHS website. 

Is food allowed at gatherings? If so, is there a need for social distancing during meals? May I use an outside caterer?
Yes, food is allowed and social distancing is not required. You may use any outside vendor, but if there will be servers, please use Campus Dining catering services.  

 

[1] Fully-vaccinated means that at least two weeks have passed since receiving the second dose of a two-dose vaccine or the single dose of a one-dose vaccine. 

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