Event Capacity and Policies

Approved gatherings that are mission-driven will utilize guidelines around face coverings, hygiene, significantly reduced attendance and capacity counts, and physical distancing to keep the community safe. Campus events and services will be adjusted in accordance with these key strategies:

  • Adjusted attendance maximums, physical distancing and mask-wearing
  • Students first: Limit to student attendees with virtual options for others
  • Low-touch environment (no printed tickets or programs; tickets scanned electronically)
  • High-hygiene environment
  • A mix of virtual/live-streamed and in-person strategies
  • Lines separated/distanced through lobbies and using separate entrance to theatre
  • Online and call-in ticketing only; touchless tickets will be scanned
  • Sanitize venues daily
  • Signage listing precautions
  • Remote/virtual sessions with the artist/speaker for students/faculty prior to events when available

Event Reservations & Space Guidelines for Student Gatherings

In order to reinvent how we operate, gather, and provide safe and healthy events for students, Student Involvement, Event Management, and Physical Plant have developed event reservation and space usage guidelines. These guidelines include reduced attendance, face coverings, physical distancing, etc.

Locations

A select number of campus locations will be reservable for physically distanced events, meetings and activities. Each location will primarily be reservable in the evenings and on the weekends. Locations include a limited number of traditional classrooms, the new surge classrooms, and specified outdoor tents. Remote gatherings are still recommended. If gathering in-person is necessary or preferred, please refer to 25Live to review location availability and new capacities or contact the Events and Space Management Office for further guidance at 336-278-EVNT(3868) or events@elon.edu.

Capacities & Room Setups

All identified locations have limited capacities based on classroom layouts and 6-foot physical distancing. The new capacities have been established based on University and CDC guidance, which is reflective in 25Live and posted on the Planning, Design & Construction Management website.

Please know that setup options may not be available or will be limited for some of the identified locations.

Time for Cleaning Between Reservations

In order to provide time for cleaning and sanitizing between reservations, a minimum of 30-minutes will be added between consecutive reservations.

Signage

All reservable locations will include posted signage indicating the designated room layout, face covering mandate, and required sanitation before and after use.

Event Registration & Advisors’ Roles

If you work with student groups and organizations, please know they will still be required to register all on-campus meetings and events through PhoenixCONNECT. Student Involvement and Moseley Center staff will update the PhoenixCONNECT event form with the list of available spaces/tents, as well as updated room capacities and safety guidelines. Careful consideration of the group size and activity, university health and safety guidelines, and updated room capacities will also be included in the event registration and approval process. Communication is being shared directly with all student organization leaders.

Student Event Managers

Student Involvement staff, in collaboration with the Moseley Front Desk Staff and the Event and Space Management Office have trained Student Event Managers who provide support and assistance for student events and meetings on campus and ensure that all policies and guidelines are being followed. This includes enforcing space capacities and ensuring all safety guidelines are being followed. During Alert Level 3, Student Event Managers provide an active presence at rehearsals of performance clubs like a capella and improv groups and provide daily Event Manager Reports.

Remote Options

It is still recommended that any meeting or event that can be held effectively in a remote environment should be held remotely. This guidance has been provided for the health and safety of our community in addition to space limitations this upcoming semester.

Thank you to our colleagues in Moving and Set Up and in Environmental Services for their partnership in helping to facilitate these opportunities for our campus community.


Social Gatherings Size & Capacity Accountability

University Events & Gatherings

Elon will follow and enforce limitations on gathering size in accordance with educational guidelines from the Centers for Disease Control and Prevention and laws determined by local and state officials. This includes policies identified within Campus Life Event Registration and Student Gathering Guidelines and Residential Healthy Living Guidelines.

Guidelines have been developed and updated as appropriate to support and facilitate student engagement in approved and mission-driven university activities. Space capacities for on-campus facilities are posted within the 25Live registration system, PhoenixCONNECT or within the appropriate facility.

Student organizations may hold organization-sponsored gatherings, meetings and activities in accordance with appropriate registration and approval processes. Individuals and student organizations are expected to follow physical distancing, the university’s face covering policy and other safety guidelines during approved gatherings.

Social Gatherings Policy

Unregistered social gatherings have limitations and restrictions for the maximum number of individuals permitted in an indoor or confined setting and an outdoor setting. The university will support and follow guidelines from state and local officials, including Town of Elon ordinance and emergency declarations, to reduce the transmission of the virus. All Elon students are expected to be familiar with the restrictions and limit gatherings, on- or off-campus, as indicated.

Students are also expected to comply with any updated directives related to the university alert level, which may impact maximum number of individuals permitted to gather at a given time. Students may be directed to limit exposure by reducing personal contacts to increase safety, as communicated within the alert level and email notifications from university officials.  All students should be vigilant in wearing face covering and maintaining physical distance as indicated by university policy.

Additionally, students residing in university housing must follow guidelines related to specific room capacities.

Individuals and student groups/organizations hosting gatherings that do not adhere to the social gathering limits or follow university procedures will likely face suspension from the university.