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University Of Hartford Engagement And Events Policy

Engagement and Event Resources

Space Reservations

Contacts


We recognize gatherings and events are an important part of the academic and student life experience.

All approved University events will continue to be guided by recommendations or requirements for face coverings, hygiene, vaccination requirements, and capacity counts, to keep our community safe.

To provide safe and healthy events for our Campus Community the University of Hartford has developed the following policy for the 2021-2022 academic year. 

Policy Summary

  • All events must follow campus, local, state, and federal health and safety guidelines.
  • Social distancing: There will be no formal policy on maintaining a set distance because we will follow the guidelines on a fully vaccinated campus. However, for event reservation purposes capacity limits will be set in 25Live. 
  • Masks
  • Visitors/Guests/Livesafe

Events

Internal Events: These are events or programs that will only be open to members of our UHart community. (For example: orientation or student organization/club meetings.) These events are permitted and must follow capacity, vaccination, and masking requirements in any indoor space.

Open Internal Events: These are events or programs that are open to members of our community, as well as external guests on a restricted basis. For example, attendees at a performance, athletic spectators, or exhibit guests. Guests (anyone who is not a student or an employee) attending indoor events must show proof of vaccination, wear a mask, be seated separately from students and employees, and fill out the LiveSafe Health Screening. All capacity restrictions must be followed and the event managers/organizers must be prepared to assist with health and safety compliance oversight.   

External Third-Party Events: These are events or programs that are hosted by external groups or events that are only intended for attendees outside of the UHart community. These events are generally not allowed but can be submitted to the Steering Committee for review on a limited basis. Our admission tours will follow a documented process. 

Invited Guest Events: These are events or programs that involve an external guest(s), such as visiting artists or guest lecturers. The guest is required to be vaccinated, fill out LiveSafe, and must mask indoors as appropriate. These opportunities must be approved by a Department Chair or designee. The person who has invited the guest is responsible for the guest complying with the stated policies. 

Larger Events (for more than 50 people): Large events during 2021-2022 academic year will be strictly reviewed. Outdoor events are encouraged. When outside space is not compatible with the event, indoor space limitations regarding maximum capacity and the ability to physically distance must be followed. Staggered attendance times are encouraged. Additionally:

  • Virtual and on campus events must be registered in 25 Live and receive approval.
  •  
  • Off-campus events must be registered through the UHart Hub off-campus event registration process.
  • Attendance must be taken for all in-person and virtual meetings and events. A list of attendees and contact information of all participants must be kept for every event that takes place. Mobile attendance will be made available through UHart Hub for student users.  
  • Program organizers should develop contingency plans in case the event needs to be postponed or cancelled. 
  • Travel must be approved through the Uhart Hub off-campus event registration process.
  • For the 2021-2022 academic year all indoor and outdoor practices and athletic events must be approved through the 25 Live process.   

Full Policy

All approved University events will utilize guidelines around face coverings, hygiene, and capacity counts,to keep the community safe. Campus events and services will be adjusted in accordance with these key strategies:

  • Capacity limits will be set in 25Live for all University spaces
  • Prioritize in-person engagement whenever safely possible
  • Provide a low-touch environment (no printed tickets; tickets scanned electronically)
  • Cleaning and sanitizing spaces daily

MAJOR CAMPUS EVENTS 

Large-scale events at the University of Hartford during 2021-2022 academic year will follow campus, local, state, and federal guidelines.

  • On-campus event attendance is limited to the number of people that can be accommodated, taking into account square foot and physical distancing requirements.
  • When outside space is not compatible with the event, indoor space limitations regarding maximum capacity and the ability to physically distance must be followed.
  • Staggered attendance times are encouraged.

LOCATIONS 

Event organizers will have the ability to reserve campus locations via the use of 25Live. All space capacities can be found on 25Live.   
 
Locations include traditional classrooms, student spaces, and specified outdoor spaces.   
 
Campus events and services will be adjusted in accordance with these key strategies:

  • Capacity limits will be set in 25Live for all University spaces
  • Prioritize in-person engagement whenever safely possible
  • Provide a low-touch environment (no printed tickets; tickets scanned electronically)
  • Cleaning and sanitizing spaces daily

For Student Centers spaces contact the Office of Student Engagement and Inclusion for further guidance at 860.768.4283 or spunsky@hartford.edu. For guidance on other locations contact the approver/scheduler of the requested location.   

CAPACITIES & ROOM SETUPS 

All identified campus locations (including student club and organizational spaces/offices) have limited capacities. Capacities have been established and are reflected in 25Live. Users are not to exceed the posted occupancy.

  • Room/space capacity mandates must be adhered to at all times.
  • Room/ space up set up must be completed a minimum of 60 minutes prior to the start of the program.
  • Desired room/space set-up requests must be submitted 5 days prior to an event.  Best practice is to include room/set-up requests in the event request on 25Live . 

Spaces will be set up in a specific configuration. Changes to room and space configurations must be reviewed and approved by the Office of Student Engagement and Inclusion 
(OSEI) and/or the specific location approver/scheduler. Please note that setup options may not be available or will be limited for some of the identified locations. (i.e. Konover, GSU, Lincoln Theater, Millard Auditorium, etc.). 

CLEANING AND SANITIZATION 

As a part of facilities’ normal operations, cleaning of event and student spaces will happen daily. However, it is the expectation that room users will wipe down areas after the meeting has concluded. Hand Sanitizer or hand sanitizing stations shall be made available at all events.   

MEETINGS AND EVENTS 


In-order to maximum spaces across campus consideration should be given to holding all regular department meetings and student clubs/organization general board meetings, virtual platforms (e.g., Zoom, WebEx, Skype, Microsoft Teams, Google Hangout, telephone, etc.) throughout the semester.  To help avoid audience conflicts you should register your event in 25Live using Virtual UHART. Note: Virtual UHart is a location in 25Live that you would select when registering a virtual/online event in 25Live. 
 
Attendance must be taken for all in-person meetings and events and shall be accurately saved. Faculty/Staff users: must maintain attendance information. This information should include event date, time and location, participants first and last name, university email, and University identification number.

Student users: must check in event attendees using UHART Hub. All users: should use contactless attendance options whenever possible.  
 
In-person meetings, indoors or outdoors, need to follow capacity limits set in 25Live and follow face covering guidelines.

Clubs and Organizations and and Faculty/Staff meetings and events may meet in person if space is available. Space will be provided in the order that the reservation request is received. Meeting and event spaces are limited so we encourage checking the availability of space through 25Live prior to submitting room requests. We request that reservation requests be submitted 5-7 weeks in advance. 
 

TABLING 

Tabling, vending, solicitation, and fundraising related to food will be allowed in the Gengras Student Union, dining halls, or other campus common spaces during the 2021-2022 academic year. General tabling, vending, solicitation, and fundraising will also be permitted upon approval of the 25Live request. 
If food is being distributed; all team members tabling must wear gloves. 

BAKE SALES AND THE SALE OF UNPACKAGED FOODS 
  • Allowed for Fall 2021, this includes all off campus food fundraising events.  
  • All on-campus food fundraisers must first be approved through the 25 Live process 
  • All off-campus food fundraisers must be first approved through the UHart Hub off-campus event registration process.
  • On campus, food fundraisers will be limited to pre-packaged food/drink in individually sealed containers/wrappers

CATERED EVENTS

University of Hartford Dining Services will be available on a very limited basis. 
Purchases of food from off-campus vendors will be allowed for Fall 2021 and Spring 2022 when a food waiver is granted by Dining Services.     
Serving of open food/drinks will be permitted only to individuals who have received approval by our Dining Services. 
Pre-packaged food/drink in individually sealed containers/wrappers are preferred when distributed on a to-go basis. 

All Catering and food orders should be placed with ARAMARK Catering at least fourteen (14) business days prior to the scheduled event. For food service or catering needs contact Dining Services at 860.768.5017 or visit the catering website. 

CONTACT GAMES AND COMPETITIONS 

Contact games and competitions are allowed for Fall 2021. 

DANCE PARTIES 

Dance parties are allowed for Fall 2021 on a case-by-case basis. 
All dance parties must first receive approval through the 25 Live process. 
Indoor and outdoor capacities will be enforced.  
No outside guests allowed. University of Hartford community only.      

EVENTS WHERE PARTICIPANTS SHARE, PASS, AND TOUCH OBJECTS 

Events where participants share, pass, and touch objects will be allowed, safety precautions should be considered and takenEvents such as board or video game activities may be held

INFLATABLES 

The rental of bounce houses will be allowed for Fall 2021. Safety precautions should be considered and taken, in order to ensure the comfort level of all participants.   

UNIVERSITY SOCIAL EVENTS AND GATHERINGS 

All University sanctioned social gatherings on campus are required to follow University and state guidelines for capacity limits, mask wearing, and event approval and attendance. As a community we request that student, faculty, and staff must register all events, meetings, and activities through 25Live to hold approved social activities on campus. 

All officially recognized student club or organization gathering/social events must receive prior approval. Hosting and attending an unapproved student club/organization gathering or social event is prohibited.

Violation of this policy may result in disciplinary action. Please see Student Conduct Guidelines. 

Individuals and student organizations failing to comply with University expectations surrounding event capacity, registration, gathering size and health and safety protocols for University events or social gatherings will be referred accordingly.

OFF-CAMPUS EVENTS

Off-campus events that are approved through the UHart Hub off-campus event registration process will be allowed. This is subject to change based on the state guidance and the prevalence of COVID19.

Off-Campus Bus Trips


Masks are required while on University provided transportation to off-campus event location. 

TRAVEL 

See summary

PERFORMANCE-BASED PRACTICES 

Space is limited, so groups should consider using virtual options. It is recommended that choreography and vocal instruction be pre-recorded and sent to members virtually.  For the 2021-2022 academic year all performance-based practices approved through the 25 Live process will be allowed.  Indoor practices and performances will be restricted (indoor capacities, and masks).   

GREEK LIFE 

Organizations with Inter/National Greek Affiliation and Membership, Fraternities/Sororities and all other Inter/Nationally recognized groups must follow all University policies. Policies outlined by memberships with a coordinating Executive or Headquarters Office do not supersede University policy.

EVENT PROMOTION AND MEDIA

No event should be advertised prior to receiving an email confirmation from a University Location Approver/Scheduler. Distribution of student promotional or media related materials shall be done virtually (i.e. posters, flyers etc.). Student publications shall utilize online platforms as much as possible for distribution. 

PLEXIGLASS BARRIERS (POLICY FOR BORROWING) 

Student Clubs/Organizations may sign out a barrier in the Office of Student Engagement and Inclusion and are expected to return them immediately following the event. 
You are expected to clean the barrier before we accept it back. 
The cost of replacement of a plexiglass barrier is $150.