Events

Last updated October 7, 2021

Please use the following measures to guide your planning and actions associated with events:

General Requirements

  • Until further notice, if the event can be delivered remotely it should be transitioned to a remote delivery format.
  • Efforts should be made to limit the number of attendees at a single event. If possible hold several smaller events to limit attendance numbers at each event.
  • Approvals Required:
    • Any event involving in-person attendance greater than 100 attendees, where the audience is not seated for the entire event with masks on, requires special approval by the Public Health Response Team (PHRT). Outdoor events with an audience of more than 200 attendees require special approval.
    • The event must first be approved by the Faculty Dean/Portfolio VP or Dean of Students. Following Dean/VP/Dean of Students approval, then the event must be submitted to the PHRT for final approval. Approval will only be considered for proposals submitted to the PHRT by the Faculty Dean/Portfolio VP or Dean of Students; individual event planners should not submit their applications directly to the PHRT.
      • Additional resources and an automated approval process are under development. Faculty Deans/Portfolio VPs and the Dean of Students can send approval requests via email to the PHRT (phrtinfo@ualberta.ca) as needed in the interim. The Event Approval Checklist should be completed, signed off and included with the approval request.
  • If possible, efforts should be made to hold the event outdoors.
  • Food and beverages are not allowed at events unless the venue capacity is 3X larger than the number of people in attendance AND individuals are seated while consuming food/beverages.
  • All attendees at an event must be fully vaccinated and able to present their CampusReady Pass or vaccination proof at the event. Event organizers are responsible for checking/verifying an attendee’s CampusReady Pass or vaccination proof.
  • All Alberta government and university public health measures must be followed. This includes the requirement to wear masks indoors. The university also requires masks to be worn at outdoor events.
  • 3-layer non-medical masks must be provided by the event organizers for those in attendance who may not have brought a mask.
  • Hand sanitizer stations must be made available by the event organizers.
  • To help reduce the spread of COVID-19, event planners are required to share the following information to all attendees in advance of the event:
    • Attendees must be fully vaccinated in accordance with the university’s Vaccination Directive, and able to present their CampusReady Pass or vaccination proof at the event.
    • All individuals are required to monitor their health prior to attendance using the Alberta Health Daily Checklist and will not attend the event if they are experiencing COVID-19 symptoms and/or are feeling unwell.
    • Attendees must wear masks (indoors and outdoors).
    • Physical distancing should be practiced where practical.
    • Attendees must wash hands frequently.
    • Attendees must practice good sneeze etiquette.
  • The COVID-19 pandemic is continually changing as are public health guidelines. Groups are strongly encouraged to consider the possibility of additional provincial/university restrictions and be prepared to amend event plans accordingly.

Off Campus Events

  • Regardless of the group/unit holding the event, the event must meet all the requirements as noted above in the General Requirements section of this directive, plus any additional public health measures as implemented by the third party hosting the event.
  • All contracts with third parties, including things such as cancellation fees, will be the responsibility of the group/unit holding the event. Units hosting off campus events should contact SMS for guidance on contract language to limit exposure to financial loss.
  • The COVID-19 pandemic is continually changing as are public health guidelines. Groups are strongly encouraged to consider the possibility of additional provincial/university restrictions and be prepared to amend event plans accordingly.

Third Party On-Campus Events

  • All third parties hosting events on university campuses must meet all the requirements as noted above in General Requirements. (Keep in mind, these measures are subject to change without advance notice; please check this webpage regularly for the most up to date information.)
  • If the university cancels the event due to enhanced government or university public health measures, the university is not responsible for costs that the third party may have incurred.

Student Group Events

  • All student events must meet all the requirements as noted above in General Requirements.
  • All student events are limited to a maximum of 50 attendees unless approval is granted first by the Dean of Students and then by PHRT as per general requirements.
  • Attendance at student events is limited to current University of Alberta students, faculty and staff only.

Varsity Athletics and Intramurals

  • Varsity Athletics and intramural programs must meet all the requirements as noted above in General Requirements plus any additional public health measures as implemented by provincial or national athletic bodies.

Performances

  • Performances such as plays or musical events, must meet all the requirements as noted above in General Requirements plus any additional public health measures as outlined in provincial guidelines associated with musical or fine arts performances.

University Sponsored Events

  • University sponsored events such as alumni events and/or recognition events must meet all the requirements as noted above in General Requirements.

Onsite Conferences

Work and Private Social Functions

  • Work meetings are acceptable following all public health measures.
  • Private (non-event) social gatherings are currently not permitted indoors. Outdoor private (non-event) social gatherings must be limited to 20 people with physical distancing between all participants.