Events and Gatherings
Updated: January 13
- General Guidance: For the 2021-22 academic year, 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.
- Applicable Settings:
- The Event, Meeting, and Gathering Requirements apply to University-sponsored events, meetings, and gatherings—on- or off-campus—for students, faculty, or employees.
- These requirements do not apply to the classroom, dining halls, in the residence halls, offices/workspaces, NYU athletic facilities, or off-campus events with 100% alumni attendance, where different rules apply.
- 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; (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.
- Definition of "NYU-Sponsored": NYU-Sponsored means, with respect to any activity, that such activity is funded by NYU, organized by NYU, officially sanctioned by NYU, or otherwise meets certain criteria established by NYU from time to time.
- 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.
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.
- The following event activities are not permitted:
- Limited contact (e.g, baseball, volleyball) and collision/contact sports (e.g., soccer, football, basketball, hockey) are not permitted.
- NYU students, employees, and faculty are not permitted to sing, act, dance, or perform using wind instruments in settings other than registered academic courses and the corresponding required work connected to those courses.
- Events in crowded settings.
- Overnight student trips.
- Affiliates, Vendors, and Visitors: Affiliates, vendors, and visitors with rare exceptions -- are not permitted to participate in University sponsored events, meetings, and gatherings (on or off campus) until further notice. Described below are the procedures for requesting an exception.
- Vaccination Status: NYU event hosts/organizers are not permitted to ask participants about their vaccination status. Students, faculty, 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.
- Venue Guidance: Indoor venues must require vaccination and masking of its staff and patrons.
- 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.
- Fitness Activities: Fitness activities are only permitted in NYU Athletic Facilities for fully vaccinated individuals. Group fitness activities of any kind are not permitted in other NYU buildings or off-campus venues.
- Venue Guidance: Covered outdoor venues (e.g., tents or outdoor restaurant structures) must have at least one side entirely open; if the fourth side is closed or in any way obstructed, then the guidance for indoor events must be followed.
- 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.
- Fitness Activities: Noncontact sports, fitness, and recreation activities, in which there is no contact with another person, are permitted. Examples include skating, (mini) golf, hiking, and single person kayaking.
Procedures for Exception Requests for Visitor, Vendor, and Affiliate Participation in University-sponsored Events
Affiliates, vendors, and visitors, with rare exceptions, are not permitted to participate in University-sponsored events, meetings, and gatherings on- or off-campus until further notice.
Event organizers seeking to host an event, meeting, or gathering that includes visitors, vendors, or affiliates must complete two separate request processes:
- First, submit a request through the events requirements exception process to determine if the COVID-19 health and safety protocols are acceptable for visitor participation.
- Second, after the event’s health and safety protocols are deemed acceptable for visitor participation, then the event organizer must complete an NYU Affiliate, Vendor and Visitor Access Request, which will be evaluated to determine if the purpose for the exception meets the criteria of “essential to the University’s academic mission and core operations.” Affiliates, vendors, and visitors must comply with the University’s vaccination and testing requirements and follow the University’s standard campus access protocols, including uploading their proof of vaccination prior to their participation in University-sponsored activities. It typically takes 3-5 business days for vaccination records to be reviewed after they are submitted.
Special Instructions for Guest Lecturer Requests for Academic Courses or Academic Departmental Meetings
- If a single non-NYU guest lecturer is invited to speak in an academic course or academic department meeting, AND they will be the only guest lecturer, AND all other event requirements are met, the sponsor can submit their request directly to the NYU Affiliate, Vendor and Visitor Access Request.
- If multiple non-NYU guest lecturers are invited to speak during the same course or meeting (such as a panel presentation where there are multiple speakers) OR you are seeking an exception to any other event requirement, the sponsor seeking to host the guest lecturers must first submit their request through the events requirements exception process described below. Only if the event’s health and safety protocols are deemed acceptable for campus visitor participation, then the event organizer must submit their request to the NYU Affiliate, Vendor and Visitor Access Request to determine if the purpose for the exception meets the criteria of “essential to the University’s academic mission and core operations.”
Special Instructions for Hosts of Family Guests at Performance and Sporting Events
- The school or unit hosting guests at the event or performance must sponsor each visitor and establish an RSVP process.
- The school or unit must ensure there are no more than two (2) guests per student per event.
- The school or unit must enter the name of each guest into Veoci via the NYU Affiliate, Vendor and Visitor Access Request form at least two weeks before the performance or event. Students must work through event organizers to gain approval for guests.
- Guests will receive additional instructions about to comply with NYU’s vaccination policy and building access procedures (e.g., accessing the Vax Pass)
- Many, though not all, events will require the NYU Vax Pass (i.e., performance and sporting events will permit only fully-vaccinated people to participate).
Student performances with family or guests in attendance in which guests are seated in rows style with no additional interaction with others will not need to go through the event exception process. All other event types will require event exception review first.
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 Event Exception Request 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.