Events and Gatherings

Background

1. General Guidance: In Fall 2021, in the midst of an ongoing pandemic, the safety and health of the NYU community will continue to guide decision-making. Events, meetings, and gatherings should be evaluated against this backdrop, with due consideration given as to their timing and whether they have to be conducted in person.
   
2. Applicable Settings: The Event, Meeting, and Gathering Requirements apply to University-sponsored events, meetings, and gatherings—on- or off-campus—for students or employees. These requirements do not apply to the classroom, dining halls, residence halls, or offices/workspaces, where different rules apply.
   
3. Definition of “Fully Vaccinated”: requirements citing “fully vaccinated” individuals means students, faculty, and employees: (a) who have completed all doses of an FDA-authorized or WHO-listed COVID-19 vaccine (e.g., two doses of the Pfizer or Moderna vaccine, one dose of Johnson & Johnson); (b) for whom 14 days have passed since their final dose; AND (c) who have uploaded proof of vaccination and had it validated by the SHC Immunization Compliance Team.
4. Subject to Change: These requirements are contingent upon public health conditions.  Should public health conditions or information change, event organizers may be required to modify or cancel the event.

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Requirements

All university sponsored events, meetings, and gatherings—whether on-campus or off-campus—must comply with the following requirements:   

• Participant/Attendee List: Event organizers must maintain an attendee/participant list for purposes of contact tracing should someone attending the event test positive for COVID-19. This list must include first name, last name, best contact phone number, and NetID or external email address for all participants.
• Daily Screener: All individuals must show the Daily Screener green pass screen prior to entry to the building (on or off-campus). The event host is responsible for coordinating with the venue regarding protocols for checking daily screener compliance.  If the event is outdoors, the event host is responsible for establishing protocols for checking the Daily Screener before individuals are permitted entry into the outdoor event.
• Venue Guidance: If your event is off-campus, you must comply both with venue specific guidance and NYU specific requirements.  If there is a difference, you must comply with the stricter requirements.
• Event Duration: All events should be 2 hours or less in duration.
• Affiliates, Vendors, and Visitors: Affiliates, vendors, and visitors are -- with rare exceptions -- not permitted to participate in events, meetings, and gatherings until further notice. Event organizers seeking to host an event, meeting, or gathering that includes affiliates, vendors, and/or visitors must use the events requirements exception process described below. If approved to attend, affiliates, vendors, and visitors must comply with the University’s vaccination and testing requirements and follow the University’s standard campus access protocols. This policy will be revisited in mid-September.
  
• Vaccination Status: NYU event hosts/organizers are not permitted to ask participants about their vaccination status.  Students or employees participating in University-sponsored events that are held in off-campus venues that require proof of vaccination for entry should provide that proof directly to the venue – not to the NYU event organizer.

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Additional Requirements for Indoor Events

• Capacity limits: The maximum capacity for indoor events is 250.
• Eating and drinking: Eating and drinking are not permitted at indoor events.
• Mask/Face coverings: Everyone must wear a mask/face covering that covers both the mouth and nose at all times. The event host is expected to enforce this requirement.
• Physical distancing:
  
  • Individuals who are not fully vaccinated are expected to maintain at least 6 feet of distance from other people.  It is the personal responsibility of those individuals who are not fully vaccinated to physically distance themselves.  The event organizer/host must communicate this expectation. However, the event organizer/host is not responsible for compliance and is not permitted to check vaccination status.
  • The event organizer/host is expected to structure the room set-up, event format, and activities to limit close interactions.  For example, fixed seating, in which participants remain in the same seats for the event duration, is lower risk than an event that encourages people to mix and mingle in close proximity to one another.

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Additional Requirements for Outdoor Events

• Capacity limits: The maximum capacity for outdoor events is 500.
• Eating and drinking: Eating and drinking are permitted outdoors. Event organizers should facilitate physical distancing for people who are eating and drinking.  Food should be attendant-served or single serving distribution (e.g., boxed lunches); self-serve buffets and platters should be avoided.
• Mask/Face coverings: Individuals who are not fully vaccinated are expected to wear masks that cover both the mouth and nose if they cannot maintain at least 6 feet of distance from other people, such as in crowds or on lines.  It is the personal responsibility of those who are not fully vaccinated to continue to wear masks.  The event organizer/host must communicate this expectation. However, the event organizer/host is not responsible for compliance and is not permitted to check vaccination status.
• Physical distancing: Individuals who are not fully vaccinated are expected to maintain at least 6 feet of distance from other people.  It is the personal responsibility of those individuals who are not fully vaccinated to physically distance themselves.  The event organizer/host must communicate this expectation but is not responsible for compliance or is not permitted to check vaccination status.

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Exceptions

If you think there is an essential justification for hosting an event, meeting, or gathering that does not meet the criteria above, please complete this form at the beginning of your event/gathering planning process and at least 1 month in advance to apply for an exception. You should submit your request and receive a determination prior to finalizing a binding contract and/or paying a non-refundable deposit. Students are not permitted to complete this form; instead, please work with your advisor to submit your organization’s exception application.

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