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In-Person Meetings and Events Guidance 2021-22 Academic Year as of April 4, 2021. 

This document reflects guidance as of April 4, 2021, and is subject to change pending updated information from the University, local, state, and federal government agencies. We encourage you to plan accordingly, allowing for a backup option if we return to a remote working environment. 

The guidance below applies to any Penn State-sponsored event, either on or off-campus. At this time, events organized or sponsored by organizations external to Penn State are not permitted on campuses. In general, meetings and events should be held remotely if feasible. Local ordinances may supersede state guidelines. 

Student organizations 

Student organizations wishing to hold an event or meeting should consult with the Office of Student Activities (University Park) or the chancellor’s office (Commonwealth Campuses) regarding student meeting/event policies and the procedures for requesting to hold a meeting or event. 

Indoor meetings and events 

Meetings and events of 10 or fewer participants are permitted with no prior permission required, with masks required and taking into account the governor’s orders regarding maximum occupancy. Requests for indoor meetings and events with more than 10 participants at no more than 25% of maximum occupancy must be submitted for approval to the office of the dean. Masks and 6 feet of distance among attendees are required. 

Outdoor meetings and events 

Meetings and events of 10 or fewer participants are permitted with no prior permission required, with masks required and taking into account the governor’s orders regarding maximum occupancy. Requests for outdoor meetings and events with more than 10 participants at no more than 50% of maximum capacity must be submitted for approval to the Office of the Dean. Masks and 6 feet of distance among attendees are required. 

Attention to COVID rates in other areas 

Meetings that include participants from states with high levels of COVID-19 should only be permitted if there are special circumstances and with unit executive approval. All Penn State employees must follow existing travel guidance. All meeting and event attendees from outside of Pennsylvania must follow Pennsylvania’s “COVID-19 Information for Travelers” guidance.

Approval Process

  • Submit College of Education Approval Request Form for In-Person Meetings and Events

    • Be prepared. The form will ask you the following questions: 

      • Explain how the proposed event is in alignment with the mission of the University. 

      • Justify why the meeting or event cannot occur virtually or in a hybrid format. 

      • Provide the total number of individuals attending the meeting or event, including the employees working the event. 

      • Include a plan that outlines how the organizers will meet the state of Pennsylvania’s COVID-19 regulations. Masks and other required PPE must be worn both indoors and outdoors and plans for abiding by physical distancing guidelines must be included. 

      • If the event is on campus, work with the College Operations to determine the maximum room/venue capacity to determine the maximum number of attendees. 

      • Keep a list of all attendees, the locations from which non-employees are traveling, and their telephone numbers for contact purposes. 

      • Check with the unit’s HRSP (human resources strategic partner) to determine whether employees at the meeting should be entered into the Return to Work database. 

      • Attendees who are not employees or students are required to sign an Acknowledgement of Risk document - http://bit.ly/EdAcknowledgement.  

Supporting Documents/Links 

Request Form for In-Person Meetings and Events: https://bit.ly/EDInPersonEvents  

PA Responding to COVID Resources: https://www.pa.gov/guides/responding-to-covid-19/#GreenPhase  

COVID-19 Information for Travelers: https://www.health.pa.gov/topics/disease/coronavirus/Pages/Travelers.aspx  

Visitors Acknowledgement Form - http://bit.ly/EdAcknowledgement

Visitors Acknowledgement Form Digital Template: https://forms.office.com/Pages/ShareFormPage.aspx?id=RY30fNs9iUOpwcEVUm61LvG4084tCzNDpmoraIahpShUQlZITjlMMUhUNjQzUjFVUjVJVlJNMktBMS4u&sharetoken=cdzVTk0BQU0JzRswN0bW  

COVID-19 Health and Safety Guidelines: https://virusinfo.psu.edu/health-guidelines/  

Penn State COVID-19 FAQs: https://virusinfo.psu.edu/faq/  

Additional Questions or Concerns: [email protected]