Event Registration is the process used to support Registered Student Organizations (RSOs) hosting safe and successful events. Through this process, RSOs are connected with appropriate campus partners and/or local agencies to ensure they have covered all aspects of what is needed in relation to the event.
Completion of the Event Registration Submission does not mean that the event is permitted to take place. Rather, it puts the University on notice that a RSO desires to hold an event and allows staff in the Student Union to assist in connecting the group to departments whose input is required or who might need additional information prior to approval.
SPRING EVENTS AND EXTRACURRICULAR ACTIVITIES
As the university returns for the spring semester, we are in the midst of the Omicron variant surge. We encourage Registered Student Organizations and Campus Department to plan accordingly when hosting events and activities on campus and off-campus. It is highly encouraged for events, activities and meetings to be moved virtually as much as possible during the first few weeks of the semester. As we proceed into the semester, we expect to return to previous levels of activity.
The university continues to require face coverings in indoor public spaces on campus, regardless of vaccination status. This includes public office spaces, classrooms, conference rooms and other academic spaces like laboratories and libraries. Additionally, masks are required while traversing public spaces in residence halls, dining facilities, fraternity and sorority house common areas, The Gertrude C. Ford Ole Miss Student Union, Campus Recreation, and retail spaces. Masks are required for extracurricular activities held in indoor on-campus spaces. Face coverings are not required when outdoors but social distancing is encouraged.
RSOs must submit their in-person events (all in-person meetings, programs, events and activities) through The ForUM and must comply with the University of Mississippi’s event registration policy by visiting https://union.olemiss.edu/about-event-registration/.
Suggestions and Recommendations for Events and Extracurricular Activities
- In-person events and activities are recommended to take place only if they have a clear and specific business or educational purpose.
- All individuals must wear masks while indoors in a public or event space and maintain social distancing when indoors and outdoors. Please follow CDC guidelines for how to wear a mask so that masks can be as effective as possible.
- Physical distancing is highly recommended for indoor events and extracurricular activities (Capacity of space should allow for 6 feet distancing or 3 feet distancing for classroom-style seated events).
- Food service and other activities indoors that require removal of masks are not recommended.
- List of attendees is recommended to assist with potential contact tracing.
- Transportation: Masks required per CDC guidance(vaccinated and unvaccinated individuals) https://www.cdc.gov/coronavirus/2019-ncov/travelers/face-masks-public-transportation.html
Vaccination against COVID-19 is the best mitigation strategy and highly encouraged for all members of the University community.
The university continues to follow guidelines for colleges and universities for COVID-19 isolation, quarantine and outbreak from the Mississippi State Department of Health (MSDH). In alignment with guidance from MSDH, fully vaccinated people who have been exposed to COVID-19 but remain asymptomatic are not required to quarantine after COVID-19 exposure.
Guiding Principles For Activities Based On CDC Guidance
- The more people an individual interacts with at a gathering and the longer that interaction lasts, the higher the potential risk of becoming infected with COVID-19 and COVID-19 spreading.
- The higher the level of community transmission in the area that the gathering is being held, the higher the risk of COVID-19 spreading during a gathering.
- Community mitigation strategies should be layered upon one another and used at the same time—with several layers of safeguards to reduce the spread of disease and lower the risk of another spike in cases and deaths. No one strategy is sufficient.
- Mitigation strategies can be scaled up or down, depending on the evolving local situation, and what is feasible, practical, and legal in a jurisdiction. Any signs of a cluster of new cases or a reemergence of broader community transmission should result in a re-evaluation of community mitigation strategies and a decision on whether and how mitigation might need to change.
Event Registration Checklist for RSOs:
- Register your RSO’s event in The ForUM
- Require masks for all attendees for indoor events and programs
- Complete UPD consultation for events that require consultation
- Identify your event monitors and make sure they have attended training
Covid-19 Recommendations for RSO Events and Activities:
- Appropriate room set ups and physical distancing requirements identified
- Provide masks to attendees who forget to bring a mask
- Food service should be discouraged. If food is included, it should be limited to grab and go.
- Provide masks and gloves to anyone working events
- Set up separate entrance and exit doors
- Release audience from the rows closest to the exit first, then row by row to minimize contact
- Create one-way aisles/hallway lanes when necessary
- Clean musical/tech gear in between acts/speakers
- Clean rooms/equipment between sessions
- Minimize contact with ticket entry/credential pick-up by setting all items out for individual pick-up
- Clean equipment/tech surfaces between use
- Add language to ticket confirmation/The ForUM RSVP to include your procedures
- Communicate safety plan/expectations to attendees in advance
- Implement participant tracking through The ForUM
- Submit participant tracking information through The ForUM
- Provide virtual options for attendees who are unable to attend your event or activity
How can I find out what events are occurring on campus?
- Explore events and organizations at The ForUM.
- Read The Powder Blue, the weekly student newsletter that provides helpful information, connection and campus happenings for all students.
- Follow the social feeds of Ole Miss Student Services and the Associated Student Body.
- Check out the university’s events calendar.
- Registered Student Organizations (RSOs) can contact Will Takewell, Associate Director for the Ole Miss Student Union at email@example.com or 662-915-1044 with questions.
- Academic and administrative units can contact Emily Ferris with the Events and Activities Task Force.
Helpful event planning resources for registered student organizations (RSOs):
Other Helpful Information:
- Mississippi State Department of Health COVID-19 COVID Isolation, Quarantine and Outbreak Guidelines for Colleges and Universities