In-person meetings, events, and gathering

Event procedures beginning June 28, 2021

At this time, the approval process for holding events or gatherings has returned to the individual or group that held approval authority before the pandemic.

It is important to note that facility coordinators may be flexible in granting approvals and should use their best judgment in terms of participant safety and staffing ability – keeping in mind that the safety and health of the Penn State community are top priorities. Those approving events should consult with unit leadership regarding questions for permitting specific events or gatherings.

Guidelines for consideration include:

  • Units must communicate information about what participants can expect at events and gatherings;
  • Communication should clearly state that attendees must wear masks when attending indoor events, per Penn State policy. This language should be communicated before the event and posted via signage at the location during the event;
  • The organizer must identify cleaning protocols for the space in use. Good hand hygiene, masking, and receiving a vaccination are paramount in reducing viral spread;
  • The acknowledgment of risk form is no longer required to be completed by participants. However, there may be activities, such as youth camps and other events with participants under the age of 18, in which a signature is necessary;
  • Visible acknowledgment of risk signs should be at all venues indicating that those in attendance understand that COVID-19 is still present in our communities and they assume the risk of possibly contracting the virus by attending the event;
  • Planners should seek to reduce the risk of contact by using digital tickets, cashless concessions; and digital programs or handouts;
  • Planners should maintain a list of attendees and their contact information whenever possible if contact tracing is necessary due to an infected individual in attendance.

Supporting Documents/Links 

PA Responding to COVID Resources:  

COVID-19 Information for Travelers:  

COVID-19 Health and Safety Guidelines:  

Penn State COVID-19 FAQs:  

Additional Questions or Concerns or to have a Penn State College of Education sanctioned event added to the website: [email protected]

Event Guidence

If you need help with the logistics of your event please email [email protected].

You can access a list of University approved vendors below:

Approved Caterers

Approved Entertainment Vendors