Events Resource Guide

people on computers celebrating or working  titans together

Last update: July 6, 2020

Effective immediately, gatherings of any kind for more than 10 people are not allowed until further notice. The University recognizes that events with fewer than 10 attendees are planned for the fall. Changes to this policy will be communicated when they occur. Event planners are encouraged to be flexible and creative in coordinating events. The goal is to continue having successful and meaningful events for the Detroit Mercy community while keeping the safety of our participants as a priority. We are recommending this three-step process to consider and reflect upon as you consider planning and hosting an event.

STEP ONE: CONSIDER THESE QUESTIONS

  1. Does the activity fulfill a University/department/classroom objective?
    — Does it advance the mission of the unit?
    — Can the objective be achieved in an alternative manner?
  2. Is it essential to schedule the activity? If it is postponed for a period of time, could the momentum lost result in a less impactful outcome when it occurs?
  3. Can the event be held in person according to the guidelines in the Michigan Safe Start Plan, University and CDC guidelines?
  4. Can this event be held virtually or in a hybrid format?Is the impact of the program diminished if not held in person?

STEP TWO: REFLECT ON THESE CONSIDERATIONS

  1. Does the University have a space large enough to accommodate appropriate distancing among participants?
  2. Does the event involve external constituents, individuals traveling from outside the state and/or people in high-risk categories?
  3. Increased costs must be considered, e.g., increased set-up costs, higher food and beverage costs, PPE materials, etc. Check the University Services website for new menu options and possible increased supply needs.
  4. Consult with IT services about AV needs with appropriate lead time to ensure availability of resources and support.
  5. The use of any of the University's sacred spaces, must be coordinated with University Ministry offices, which has specific requirements and guidelines.
  6. Most students will not be on the McNichols campus after Nov. 26.

STEP THREE: DETERMINE WHICH ACTIVITY FORMAT SUITS THE NEEDS OF YOUR PROGRAM MOST EFFECTIVELY

Major Events (over 250 people)

Virtual Function Considerations

  1. Pre-record the program and distribute using available communication channels. Cameras and possibly editing expertise most likely will be required. Sources of assistance may include the Communication Studies Department Program or IT services.
  2. Online meeting resources, including Zoom and Teams are available.
  3. Familiarize yourself with the advantages, disadvantages and capabilities of Zoom and Teams.

Hybrid Function Considerations

  1. Provide simulcasting options for individuals at home or other locations. 
  2. Limit the number of people entering the session(s).
  3. Modify a large event into smaller activities held at several locations on campus.
  4. Evaluate the need for additional technology.
  5. Check the IT services website for available classrooms and technology.
  6. Consider hosting the event outdoors.
  7. Review CDC guidelines to determine how to manage compliance.

In-Person Function Considerations

  1. Review CDC guidelines to determine how to manage compliance.
  2. Consider limiting food and beverage options.
  3. Invite fewer people to meet guidelines of 10 or less.
  4. Review the capacity of the rooms available.
  5. Modify a large event into smaller activities held at several locations on campus.
  6. Consider hosting the event outdoors.
  7. If an event is scheduled for outdoors, determine that your emergency plan accommodates social distancing requirements.

Meetings

Virtual Function Considerations

  1. Online meeting resources including Zoom or Teams are available.
  2. Familiarize yourself with the advantages, disadvantages and capabilities of Zoom and Teams.
  3. Invite and provide directions for participation in a virtual format. 
  4. Ensure all participants know they must have the proper meeting software on their computers. 
  5. Provide easy-to-follow rules in advance on effective meeting protocols with technology.
  6. Work with IT services to ensure your technology is properly set up. Contact them in advance to help if needed.

Hybrid Function Considerations

  1. Include an electronic option for off-site people to participate. 
  2. Review CDC guidelines to determine how to manage compliance.
  3. Check the IT services website for a list of available classrooms and technology.
  4. If the event is recorded for future use online, inform participants the event is being recorded and ADA guidelines for closed captions requirements are met.

In-Person Function Considerations

  1. Include an electronic option in the invitation for people off-site to participate off-site.
  2. Review CDC guidelines to determine how to manage compliance.
  3. Check the IT website for a list of available classrooms and technology.
  4. University classrooms and meeting spaces will be cleaned diligently throughout the day. Sanitizing wipes are available in all rooms for use by participants.
  5. If the event is recorded for future use online, inform participants the event is know it is being record

Informational Gatherings

Virtual Function Considerations

  1. Record your program and distribute it to the desired audience on a flash drive.
  2. Stream a message live through monitors and screens across campus for viewing. Check with IT services for assistance.
  3. Use Zoom or Teams. All participants will need a computer. If you pre-record a message to put on streaming devices, IT services can assist once it is recorded. IT needs advance notice to schedule a recording. Plan accordingly.
  4. Familiarize yourself with the advantages, disadvantages and capabilities of Zoom and Teams.

Hybrid Function Considerations

  1. Use a pre-recorded message looping on a monitor, with visual aids placed in several locations in the room. Social distance by allowing only a specific number of individuals in a room, with electronic materials also on hand.
  2. Familiarize yourself with the advantages, disadvantages and capabilities of Zoom and Teams.
  3. Check the IT services website for a list of available classrooms and technology. 
  4. IT services can help ensure your technology is properly set up. Contact them in advance for assistance.
  5. If the event is recorded for future use online, inform participants the event is know it is being recorded and ADA guidelines for closed captions requirements are met.

In-Person Function Considerations

  1. Review CDC guidelines to determine how to manage compliance.
  2. Consider limiting food and beverage options.
  3. University classrooms and meeting spaces will be cleaned diligently throughout the day. Sanitizing wipes are available in all rooms for use by participants.
  4. Provide electronic handouts or QR codes as an option instead of paper.
  5. If the event is recorded for future use online, inform participants the event is being recorded and ADA guidelines for closed captions requirements are met.

Social Gatherings

Virtual Function Considerations

  1. Use Zoom or Teams platform to bring individuals together. Identify a moderator who will provide a simple agenda for the gathering ensuring a consistent flow to the conversation and giving everyone the opportunity to participate.
  2. IT services can help ensure your technology is properly set up. Contact them in advance if assistance is needed.
  3. Familiarize yourself with the advantages, disadvantages and capabilities of Zoom and Teams.

Hybrid Function Considerations

  1. Review CDC guidelines to determine how to manage compliance.
  2. Consider limiting food and beverage options.
  3. University classrooms and meeting spaces will be cleaned diligently throughout the day. Sanitizing wipes are available in all rooms for use by participants.
  4. Provide electronic handouts or QR codes as an option instead of paper.

In-Person Function Considerations

  1. Include an electronic option for off site people to participate. Consider having a Zoom meeting on a large monitor in the room so the people attending virtually can see and talk with everyone.
  2. Review CDC guidelines to determine how to manage compliance.
  3. Consider hosting the event outdoors. 
  4. Check the IT services website for a list of available classrooms and technology.
  5. Provide electronic handouts or QR codes as an option instead of paper.
  6. University classrooms and meeting spaces will be cleaned diligently throughout the day. Sanitizing wipes are available in all rooms for use by participants.
  7. If an event is scheduled for outdoors, determine that your emergency plan accommodates social distancing requirements.