Student Organization Event Planning Guide

Scrappy wearing a face coveringStudent organizations--including RSOs, fraternities, and sororities--play an important role in maintaining a safe campus environment.  As a result of Kennesaw State University’s response to Coronavirus, student organization activities and events must be modified to ensure the safety of our students and community members.  As your organization prepares events and activities for this coming fall, this website will serve as a comprehensive resource for event planning and operations.  Please keep in mind that all University announcements and up-to-date information regarding COVID-19 can be found on the KSU Coronavirus Information and Resources and University System of Georgia websites.  Additional information regarding event planning can be found through the Department of Event and Venue Management
 
Listed below are resources and information for you to consider and account for as you plan for the Fall 2020 semester.  The information provided below is meant to serve as guidance and a resource to help students and student organizations engage, build community, and cultivate a sense of belonging while still observing the COVID-19 Event Planning requirements.  For assistance with planning your program or meeting, please email rsoreservations@kennesaw.edu. 

Updated October 20, 2020.

Virtual Meetings and Events

Student organizations are encouraged to conduct meetings and events virtually as a first option whenever possible.  Resources for conducting virtual meetings can be found in the Virtual Meeting / Event Resources section below.

  • KSU has a Microsoft feature called "Teams" that allows you to meet online (similar to Zoom, Skype, etc.).  This is a great way to conduct virtual chapter, general body, executive board, or one-on-one meetings.  Please visit the University Information Technology Services (UITS) website for instructions.  If you have questions about this technology, please contact the UITS Student Help Desk at (470) 578-3555 during the hours posted on their website.   Some fast facts about Microsoft Teams:

    • Can have 250 maximum participants
    • Works with non-Microsoft Office 265 users
    • Ability to share screen during meetings
    • Can share files with the Team
  • Your organization is able to hold a livestream event through Teams Live.  You may reserve a Teams Live on the Reservations Portal by searching for "Teams Live" in the location options for the Internal Event Request Form.  Some fast facts about Teams Live:

    • May have up to 9 presenters and 1 producer
      • Presenters and producer must have Microsoft Office 365 (all KSU students, faculty, and staff have this)
      • Presenters and producer can share screens and turn cameras on/off
    • Can have up to 10,000 participants
      • Participants can see the video but will not be on video
      • Participants must interact through the Q&A section or chat feature only
  • Owl Life offers a variety of features to help your organization operate online, including elections, constitution/bylaw amendments, email messaging, documents, forms, and roster management.  For step-by-step instructions on how to use all of these features, please review the Resource Guides below.  For questions about Owl Life, please email rsosupport@kennesaw.edu.

    Owl Life Resource Guides:

  • All KSU students have their own Zoom accounts, which can host meetings for up to 300 people.  Students can access their Zoom accounts at https://kennesaw-edu.zoom.us.

 

In-Person Events and Activities

  • Please email rsoreservations@kennesaw.edu to schedule an appointment to meet with one of our Event Coordinators. No walk-ins will be allowed. 

    • For meetings and events occurring on or after August 1, 2020, please place your request through the KSU Reservations Portal.  Your Event Coordinator will work with you to choose a location and plan to assist in following the appropriate social distancing protocols.   
      Events will be scheduled based on the capacity guidelines on the date of the reservation request. 
    • Meetings and events should be conducted with 6 (six) feet of physical distancing in mind and the option of virtual participation for members who are not comfortable attending a face to face meeting is recommended.  Any meetings with a requirement that members attend should have a virtual option.  
    • Room capacity reductions will restrict the number of members who can be in a space for face-to-face meetings. Please see the Find a Space that Fits Your Meeting/Event section below for instructions on how to search for space that will allow for physical distancing of attendees.
    • Groups should consider hosting meetings/practices virtually or in smaller groups in spaces that allow for physical distancing. 
    • Groups should make sure members and guests know that if they are sick, they should not attend face to face activities, events, or meetings. 
    • Groups should provide information to all members regarding appropriate action steps if a member reports being ill/sick and/or may have been exposed to COVID-19. 
    • Due to space limitations, events with an expected attendance of 250 or greater will not be scheduled until further notice with the exception of Academic, Athletic, and Signature Events. 
    • Bring sanitation wipes/spray for your attendees to disinfect surfaces.  High touch areas are to be cleaned before, after, and periodically throughout the event. The client is responsible for identifying high touch areas prior to the start of the event with the assistance of their Event Coordinator.
    • Simple Meetings may be booked as they typically have through the KSU Reservations Portal; however, you will see a message discussing social distancing and you will be required to acknowledge the campus event guidelines. 
    • Currently, all on-campus events and activities may be scheduled through the last day of class for the semester, which is Monday, December 7th.  This may change if the campus moves to virtual learning for the remainder of the semester. 
    • The hosting student organization is responsible for following and enforcing all applicable guidelines.  Meetings or events found in violation may result in loss of reservation privileges for the remainder of the semester and/or referral to the Department of Student Conduct and Academic Integrity
    • All on campus RSO and FSL events must maintain a record of attendance in Owl Life.  Upon receipt of confirmation for your in-person meeting or event, please follow the instructions for creating an event in Owl Life
    • Card readers will not be available for the fall semester in order to comply with the contactless check-in event requirements.  In order to take attendance at your event, please use the contactless attendance tracking feature in Owl Life
    • Failure to take attendance at your event the first time will result in a warning from the Department of Student Activities.  If failure to take attendance occurs a second time your organization will lose reservation privileges for the remainder of the semester. 
      For questions or assistance with setting up an event in Owl Life or tracking attendance, please email rsosupport@kennesaw.edu.
    • To find a space on campus that fits the size of your event (the number of attendees), multiply your event attendance x5 and search for a room of that capacity. For example, if you plan on having 20 attendees at your meeting/event, you will multiply 20 x 5 to determine that your event space will need to hold at least 100 people.
    • Once you search for a space that fits your meeting/event, please be sure to edit your “Number of Attendees” field in the reservation form to reflect the accurate number of attendees. Please see this instruction sheet or the below video tutorial for more information.
    • For questions about finding a space that fits your meeting or event, please email rsoreservations@kennesaw.edu.
    • University Rooms (Kennesaw Campus)
      • The University Rooms in Carmichael Student Center must be reserved in its entirety (University Rooms A-E) if the reservation is made for an event occuring during the week (Monday through Friday) and the existing classroom set-up must be maintained.
      • If the event occurs on a weekend, the event must occur in University Rooms A-B, and the lectern system at the front of the room must remain in place.

    • Due to space limitations and efforts to keep students safe and healthy, events with an expected attendance of 50 or greater at one time will not be scheduled unless granted permission from the Vice President for Student Affairs and the Executive Director of Event and Venue Management.  Requests for event exceptions should only be submitted after requesting a reservation in the KSU Reservations Portal and working with your Event Coordinator.  Once a reservation request is made in the KSU Reservations Portal, exception requests may be submitted through the Owl Life Form
    • Student Organizations are encouraged to plan events where waves of students may attend throughout a window of time.  For example, an event where 15 members come every 30 minutes to pick up event supplies, and then everyone logs into a virtual meeting in the evening to participate in the event together. 
    • All requested events larger than 50 people must be reviewed and approved by the Vice President for Student Affairs and Executive Director of Event and Venue Management to ensure they are following applicable guidelines: 
      • Post signage upon entry regarding social distancing guidelines.  
      • Have contactless registration and check-in methods (see Taking Attendance at Your Event section for more information).
      • Use an RSVP or ticketing process to maintain the capacity of the expected crowd (see Owl Life section for more information on setting up an Owl Life event to collect RSVPs).
      • Include screening questions for entry procedures, whenever practical (see Screening Questions and Temperature Checks section for more information). 
      • Have assigned staff or volunteers monitoring the number of attendees at the meeting/event to not exceed the maximum social distanced capacity.  
      • Require Event Staff or Volunteers (members/officers working the event) to:  
        • Answer screening questions and self-monitor for symptoms of COVID-19 (see Screening Questions and Temperature Checks section for more information).  
        • Not report to the meeting/event and seek medical attention if they exhibit any symptoms.  
        • Physically distance from guests, where possible  
        • Wear a face covering if within 6 feet of an attendee or fellow staff/volunteer. 
  • Scrappy wearing a face mask
    • Effective July 15, 2020, University System of Georgia (USG) institutions will require all faculty, staff, students, and visitors to wear an appropriate face covering while inside campus facilities/buildings where six feet social distancing may not always be possible. Face covering use will be in addition to and is not a substitute for social distancing. 
    • Student Organizations should require face coverings for all events and activities that take place indoors, or those outdoors where physical distancing will be difficult to maintain. 
    • Some members may not be able to wear a face covering and this should not prohibit participation.  Please provide a virtual participation opportunity when possible.
    • Tabling will be available at outdoor locations only. In the event of inclement weather, the tabling reservation will be automatically be cancelled and the student organization is responsible for submitting a new reservation form through the KSU Reservations Portal. Indoor tables are not allowed at this time.
    • If your organization is hosting a simple information table, please use the "Reserve an Information Table" template in the KSU Reservations Portal.  If your tabling event will have amplified sound, a fundraiser, or any other element beyond handing out information, please use the "Internal Event Request Form" in the KSU Reservations Portal.
    • Items on the table must be for display only. Students may not touch the display items.
    • If the host/organization has giveaways, they must be kept behind the table and given to students individually. Examples of items include flyers, promo items, etc. Any food that is to be distributed must be already individually packaged by the manufacturer, such as bags of potato chips. No home-made items may be given out.  Individuals giving away the items must wear gloves.
    • If the host/organization has a sign up or registration, they must have enough writing utensils to give away to everyone who uses one, OR they must have a “sanitized” and “unsanitized” holder for the writing utensils.  The individual tabling must give the sanitized writing utensil to the individual signing the form.
    • The host is responsible for bringing sanitation wipes/spray to disinfect the table before and after use.
    • If the host/organization does not have sanitation wipes to clean your table(s), they can go to the Information Desk inside the Student Center where they will be provided with one.
    • Each table may only have two (2) representatives from the host/organization, and there may be no more than two (2) visitors at a time.  All individuals at the table must maintain six (6) feet of distance between one another at all times. 
    • Host is required to wear a face covering (see Face Coverings section above) and gloves. 
    • Hand sanitizer should be available for guests and the host. 
    • At this time, no food may be sold, including home-made and pre-packaged items. 
    • Non-food items for sale must be kept behind the table and directly given to students purchasing the item individually (one at a time).  
  • KSU Catering logo
    • Catering is available based on successfully meeting building and space requirements.  Recommendation that Banquets, philanthropy events, luncheon/dinner type events are limited to the current Executive Ordered amount of no more than 50 people, unless there are six feet between each person for fall 2020.
    • “Catering” is defined as food service that meets the following conditions: 
      • The food to be served is prepared and transported by a licensed restaurant, caterer, or other food service provider.  
      • The food requires setup and/or on‐site service (such as chafers, sterno, or other heat source, banquet attendants, servers, etc.) or any food that requires temperature maintenance. 
    • KSU Catering
      • Buffets will require attendants to serve guest, as self service is not yet allowed. KSU Catering also has equipment that provides a safe covering of food on buffets. Utensils are wrapped and also served to guest as they exit the line. Beverage stations will continue as self-serve, a “Fresh Cup” policy is in place which protects against possible cross contamination. 
        • Event host must assist in controlling traffic to the buffet and consider additional time that may be required to serve all in attendance due to the 6ft required while in line. 
      • Additional Catering Fees 
        • Attendant Fee - covers the additional staff required to facilitate buffets. Events that do not fall within the drop off / delivery category, will be accessed the Attendant Fee, as needed. These fees are charged per attendant, per hour, and will vary based on the needs of each individual event. 
    • Small PA systems may be checked out from the Kennesaw Campus per usual using the form in Owl Life (Kennesaw Campus Small PA System Checkout Form).
    • All A/V needs on the Marietta Campus should be included in your reservation request and arranged by your Event Coordinator. 
    • The host is responsible for bringing sanitation wipes/spray to disinfect the small PA system before and after use. 
  • Information Coming Soon.
    • All performances and rehearsals involving one (1) performer may occur indoors.  Performances and rehearsals involving two (2) or more performers, including dance rehearsals, should occur in reservable outdoor spaces, and all performers must wear face coverings when 6’ of social distancing cannot be guaranteed. 
    • Please refer to the resources below for considerations during different types of performance activities:
  • RSO travel to represent the student organization in off-campus Events or Activities is prohibited through the fall semester, including when RSO members utilize private funds for travel, competition fees, registration fees, etc.

 

Additional Resources

 

Frequently Asked Questions (FAQs)

  • In order to minimize the spread of COVID-19 though high touch surfaces, all on campus events for registered student organizations, fraternities, and sororities must use the contactless check-in process by entering students’ KSU ID numbers or email addresses in Owl Life.  Please review our instructions for setting up an event in Owl Life and using the contactless check-in feature

  • Your organization will pay for A/V when your event requires additional equipment other than the built-in equipment in your space (if there is any). Additionally, you will pay for A/V when your event requires a technician outside of regular business hours (Monday-Friday, 8AM-5PM). 

 

 

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