Events on campus

Current Event Severity Scale status: EXTREME

No in-person meetings or events are permitted at this time

The ability for staff, faculty, and students to have in-person meetings and events varies with the COVID- 19 impact in the province and current targeted measures in the cities and locations where University business occurs.

Anyone planning to host a virtual, in-person or hybrid event is asked to complete the Campus Events Assessment and Support Form:

Campus Events Assessment and Support Form

This will help ensure the proper supports are in place for a safe and successful event. Modifications or cancellation of in-person or hybrid events may occur, so complete the form as soon as possible to allow for time to make alternate arrangements. Before submitting an application to host an in-person event, assess the COVID-19 risks for your meeting, event, or program using the Canada Public Health tool.

If you have any questions please connect with advancement.events@uleth.ca.
 

Virtual event toolkit

This toolkit contains guidelines, best practices and logistics of hosting virtual events to maximize engagement and impact.

When approvals are required

All meetings and events must be pre-approved if they occur when the uLethbridge Severity Scale rating is "high" or "moderate", and they either:

  • Occur in a space not covered by the meeting organizer’s Return to Work Health and Safety Plan. This process applies regardless of where the meeting occurs. uLethbridge meetings and sanctioned activities held outdoors or off campus must still comply with the uLethbridge working on campus standards and follow the Event Support and Assessment Form process.
  • Include individuals that fall under multiple unit-specific Return to Work Health and Safety Plans- the meeting/event brings together individuals from multiple campus units that do not fall under a single uLethbridge COVID-19 Return to Work Health and Safety Plan or includes people external to the University.

 

When approvals are not required

Meetings among individuals that are in the same reporting unit (or in different units but under a single uLethbridge COVID-19 Return to Work Health and Safety Plan), and a Health and Safety Plan is in place for the meeting room space, must adhere to that existing Health and Safety Plan but do not need to go through the approval process outlined here.

Physical distancing requirements (2m or 6 ft of space per individual in a room) greatly limit the ability to hold in-person meetings or events.

 

Approval process

There are processes in place for teaching and research approvals. Requests for in-person meetings or events therefore should NOT include classes, informal tutorials, seminars, study groups, or lab/research groups.

Approvals will normally flow through reporting relationships:

  • Academic meetings (department meetings, faculty searches) will flow through Chairs/Directors and Deans
  • Thesis defenses will flow through Graduate Studies
  • Student club meetings or events will follow the current GSA or ULSU student-led event approval process. If events are on-campus, they may flow through the event process model
  • Other meetings organized by internal participants will flow through departmental reports

 

Meeting size

Most rooms have low occupancy numbers when the 2m/6ft of space per participant is followed. Room capacities must be strictly followed.

The ability to host events remains fluid as the Covid-19 pandemic continues. AHS-Public Health allowable numbers for gathering should always be referred to and considered in-line with where the indicator for the uLethbridge Events Severity Scale during Covid-19 is situated. This may mean that participant numbers, and available room capacities are much lower than desired.

 

Meetings and events guidelines during Covid-19