COVID-19 FAQs for Clubs and Organizations

The following applies to both on-campus and off-campus gatherings:

• For events under 5,000 people, there are currently no capacity guidelines for in-person gatherings, except for what is limited by fire code. Events with over 5,000 people are not permitted. 

The initial review will be conducted by the Office of Student Unions via UBLinked prior to sending to Environment, Health, and Safety (EH&S) to review. All requests must be submitted at least 14 days in advance. When creating your event please prepare the following:

• Date of event
• Length of event (start and end time)
• Location of event (If outdoor, attach a map with the area identified)
• Name of food source (e.g., restaurant, caterer, *food truck)
• Number of attendees – (Please note:  Indoor events are limited by the space selected. Attendance at outdoor events may need to be modified based on activities and the number of employees monitoring the event)
• How will the event space be set up? (e.g., **Tent(s), tables, chairs/tables blocked off, physical barriers – plexiglass, partitions, etc.)
• Event details (Whether attendees will remain seated throughout, what activities will take place, if there are eating areas – how will they be arranged? How will you prevent congregating at the start and end of the event? Also include any other important information that pertains to the safety of attendees.
• Who is responsible for monitoring the adherence to COVID-19 guidelines? Designate an event coordinator to ensure social distancing, hand hygiene, sanitization & cleaning, limiting the number of people using the restroom at one time and that masks are worn correctly.
• Catering plans, including contact information for the catering service
• What will be done if people do not adhere by the guidelines?
• How will the gathering be limited to the restricted number of attendees?        
• What is your procedure if someone falls ill during the event? 

Commercially packaged snack items (e.g., granola bars, candy, chips, popcorn, crackers, dried fruit, trail mix, nuts) do not need to go through the food permit process for approval.

Events and gatherings should consider the following:

• At the entrance to events all attendees, regardless of whether they are a University at Buffalo student, faculty/staff member, or visitor must show a completed daily health check and scan in using the UBLinked check-in app, in case contact tracing becomes required.
• Physical distancing must be maintained in events where vaccinated and unvaccinated people are in attendance.
• Physical distancing is not required to be maintained in events held with fully vaccinated people while face coverings are being worn.
• Staff and attendees should wash their hands frequently (e.g., after touching frequently touched surfaces or items).  In the absence of soap and water, hand sanitizer that contains at least 60% alcohol may be used.
• Event advertising should remind participants to follow public health guidelines (wearing a face covering, physical distancing, etc.)
• Attendance must be taken at all gatherings, and records kept in case contact tracing becomes required. Student groups are required to utilize the Event Pass feature on UBLinked for all gatherings.
• No communal food (buffets, etc.) shall be permitted.  All food must be prepared by Campus Dining and Shops (CDS), an approved vendor or pre-packaged already prepared (cooked) store-bought.  Homemade foods are not allowed.
• Gatherings where food is served and eaten may have a sit-down meal with a physical distance of three feet between attendees. There are no restrictions on the length of the event. 
• All food must be served to attendees. The individual serving food must wear gloves and a facial covering.
• Student groups looking to contract outside entertainment services (e.g., inflatables, mini golf, carnival games, etc.) must ensure and provide documentation that those vendor(s) will comply with campus standards for physical distancing, cleanliness, etc. 
• Groups must clean and sanitize frequently touched surfaces and items after the event.

Outdoor Gatherings

• Fully vaccinated individuals do not need to wear face coverings unless attendance grows beyond 99 individuals
• Unvaccinated individuals must wear face coverings at all times

Indoor Gatherings

• All individuals, regardless of vaccination status, must wear masks when gathering, unless eating or drinking
• Designated spaces to eat/drink in a room are highly recommended.

EH&S does not need to review or approve events held off campus.  As representatives of the University, faculty, staff and students are expected to conduct themselves in an appropriate manner and abide by the NYS and Erie County Department of Health COVID guidelines set forth for the establishment.

Any individuals who come to a space when it has reached its max capacity must be turned away. They cannot wait for an attendee to leave the space.

All reservable rooms will be cleaned overnight. Cleaning wipes are located in most reservation rooms in the Student Union.

Please see UB's Safety Guidelines on Events and Gatherings for more information on large-scale programs.

If your student organization chooses to travel, you do so as a university-recognized entity, and therefore the organization and all individual members are expected to adhere to local/state/federal laws, the University at Buffalo Student Conduct Code, and the University at Buffalo COVID-19 travel guidance, as well as any additional expectations deemed necessary for the health and safety of your group and the campus community.

All individuals that will be traveling must be fully vaccinated. While traveling and upon returning to campus, each individual must complete the Daily Heath Check and follow the guidance provided

Masks MUST be worn during travel, while indoors, and outside when there are more than 100 attendees.

Student organizations are currently only permitted to travel throughout the United States of America, including U.S. territories.

Failure to follow the outlined guidelines will result in loss of privileges as a student organization, including the inability to travel in the future. Individuals traveling while not fully vaccinated will be reported to the student conduct process.

Yes, all individuals that will be traveling must be fully vaccinated. While traveling and upon returning to campus, each individual must complete the Daily Heath Check and follow the guidance provided

Masks MUST be worn during travel, while indoors, and outside when there are more than 100 attendees.

Failure to follow the outlined guidelines will result in loss of privileges as a student organization, including the inability to travel in the future. Individuals traveling while not fully vaccinated will be reported to the student conduct process.

Currently participating in sports clubs are not restricted, however, all club athletes must but full vaccinated when participating in the club sport (ex: practice, game, etc.).

To purchase any branded facemasks please contact Campus Dining and Shops here.

To learn if your mask is brand compliant please contact:

Cynthia Todd
Director of Trademarks & Licensing
University Communications
(716) 645-4585
ctodd@buffalo.edu

Yes, while following the guidelines below.

• Outdoor Rehearsals, Performances, Etc.
  • Fully vaccinated individuals do not need to wear face coverings unless attendance grows past 100 individuals
  • Unvaccinated individuals must wear face coverings at all times
  • All audience members must wear face coverings and be at least 10 feet away from performers
     
• Indoor Rehearsals, Performances, Etc.
  • All individuals, regardless of vaccination status, must wear masks when gathering, unless eating or drinking

Violation of university policy may result in club and organization suspension, de-recognition, disbandment, or other sanction.

For more information on student compliance and public health please go here.

Yes, this is a community effort to keep all of us safe. Please read more about UB’s Public Health Behavior Expectations here.