Risk Assessment for In-Person & Hybrid Events

* Student organizations should plan to host all events and activities to include general body meetings, committee meetings, practices, and other activities in a virtual format.  For more information, please read this letter from the Office of the Vice President for Student Affairs or e-mail campuslife@umbc.edu 

Resources For Event Planners

Overview of Process

  • FOLLOW THE STEPS!
  • Consistent with campus policy and practices developed during the COVID-19 pandemic, most events and activities that have traditionally been held live in on-campus or off-campus facilities will be required to transform into on-line virtual events.  
  • An Event Risk Assessment Review Committee will be convened to consider events and activities that are vital to accomplishing campus priorities but cannot be reasonably substituted with on-line activities.
    • Criteria to be considered in this assessment will include the following:
      • Substitution Factors;
      • Risk assessment (can the event be hosted in a manner that provides minimal risk to participants and staff); and
      • Alignment with campus priorities including:
        • Health and Wellness;
        • Student Success;
        • Strategic Enrollment;
        • Community Engagement.
  • THIS PROCESS DOES NOT APPLY TO:
    • Academic coursework;
    • Applied learning experiences;
    • Day-to-day, unit/departmental-level business activities (e.g. staff meetings, dissertation defenses, business/research related travel, etc);
    • Division I Athletic activities and events.

Constraints & Limitations

  • IMPORTANT:  Faculty and staff designated to support an in-person or hybrid event on-campus, are required to have approval to return to work on campus, as well as completed the University’s procedures for completing a COVID-19 test and reporting the results.
  • Approved events will be constrained by significant factors in a dynamic and evolving context so guidelines and processes are subject to change at any time as required.
    • Major factors include (but are not limited to):
      • Requirements to maintain limited density on campus at any time;
      • Restrictions on size of events based on health and safety guidance from institutional, state, and federal partners;
      • Facility/space will have reduced capacity due to required physical distancing measures necessary to safely accommodate groups;
      • Additional setup/teardown time required to all events to allow for enhanced cleaning procedures by custodial staff.