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'20-'21 Event Planning FAQs

Updated 10/27/20

  1. How is Cornell determining event and meeting requirements?
  2. Should student organizations be hosting in-person events?
    • Participation in student clubs and organizations and other student and campus life activities will focus on virtual engagement.
    • Student organizations are permitted to host in-person activities limited to fewer than 10 people.
    • Events can take place off campus, but only within the Tompkins County. In addition, events cannot be overnight trips.
    • There will be no in-person activities after November 26th, 2020. In-person activities are planned to resume March 15th, 2021 (tentative).
  3. What are the highlights of Coronavirus Guidelines for Meetings & Events?
    • Face coverings must be worn by all attendees at all times
    • Must maintain 6ft of physical distance (indoor and outdoor)
    • 10 or fewer attendees at outdoor and indoor gatherings with physical distancing still be maintained
    • No food at any events, activities, or meetings
    • For the duration of the fall semester, campus visitors are prohibited from entering any campus facility, including residence halls. Only approved current students, staff or faculty, essential vendors (such as food and delivery workers or construction and service providers), or individuals approved, in writing, by the provost or appropriate dean, vice president or their delegate, may access campus facilities.
    • Attendance tracking must be implemented for all in-person events, activities, or meeting.
  4. What can student organizations do to engage with their members or other students (virtually speaking)?
  5. What are student organizations not permitted to do?
    • No invited guests are permitted to access campus facilities
    • No overnight events taking place off-campus
    • No hotel reservations
    • No vehicle rentals
    • No in-person competitions of any kind
    • No food (Graduate and Professional Student Activities Funding Commission exemptions may apply)
      • GPSAFC - DIY meal kits/supplies could be purchased only for virtual events, must be purchased online and be non-perishable items
    • No activities that include close or physical contact
      • Examples: contact sports, dancing with partners, live action role-play, etc.
    • No swimming pool activities
      • Examples: club water polo, swimming, synchronized swimming, etc.
    • No ice related activities 
      • Examples: ice hockey, figure skating, etc.
    • No singing indoors or outdoors, unless individuals are wearing masks and separated by 12ft or have constructed barriers.
      • Examples: A cappella groups, singing concerts/practices
    • No playing indoors or outdoors of wind, brass, or any other instruments in which air from a person is required to play the instrument, unless separated by 12ft or with constructed barriers or bell covers.
    • No activities in which equipment, costumes, or items are shared between members.
  6. How will events and meetings need to be registered?
    • All virtual and in-person events and meetings must submit a request through the CampusGroups Events Calendar. This can be done by simply submitting your event/meeting as an event through your organization and answering the few questions that follow.
      • Once you have submitted the event/meeting, a staff member from the Campus Activities office will review the submission.
  7. Will student organizations need to maintain rosters of membership?
  8. Will attendance at in-person events need to be tracked?
  9. What if a person is not in CampusGroups but attending an in-person event or meeting?
    • If for some reason a person attending an event or meeting is not listed in CampusGroups, please email Campus Activities (activities@cornell.edu) with the below information:
      • Name of event/meeting in CampusGroups.
      • Name of organizations hosting event/meeting.
      • Name of attendee.
      • Cornell netId of attendee.
      • Time the attendee arrived.
      • Time the attendee left.
  10. Can organizations conduct DIY Grab and Go Kits?
    • Yes, with the below parameters.
      • Can be mailed or picked up (if picked up, a schedule must be created to ensure health and safety standards are being met).
        • For an in-person pick up, you will be contacted by the University Events Team to review the event and the pickup process.
      • Kits cannot include any objects that could present harm (scissors, knife, sharp objects, fire, etc.).
      • Kits cannot include any food items.
        • Graduate and Professional Student Activities Funding Commission exemptions may.
          • GPSAFC - DIY meal kits/supplies could be purchased only for virtual events, must be purchased online and be non-perishable items.
      • All DIY Kit events must submit their event via CampusGroups and fill out the Event/Meeting Additional Questions.
        • How to submit an event in CG can be found on the Campus Activities site, Register Events and Track Attendance
        • After you submit the event within your group dashboard the Meeting/Event Form will pop up and you will have to answer a few questions about the logistics of the event.
          • If additional details are needed, a professional staff member will reach out.
          • If no additional details are needed, a staff member from the Campus Activities office will review the submission. 
  11. Can students be members of organizations and not be on campus?
    • Yes, students can participate in an organization virtually, as long as the student is considered a “full-time/active” student.
  12. Does this change if a student is in a leadership/officer role?
    • Typically, students would need to be enrolled and present on the Ithaca main campus to be an officer, however, for this next academic year any “active” student can be an officer, virtually or on campus.
  13. Can students be involved in student organizations if not fully enrolled in classes or taking a semester off?
    • Unfortunately, no, however, students can resume within the organization once the student is fully enrolled and considered an “active” student.
    • If a student is currently “not active” or “enrolled full time” for any reason, including, but not limited to; a health leave, academic leave, or any other kind of leave, they cannot participate in a student organization on any level. There are a few reasons for this, with the main reason being the need for a student to focus on their own health/journey of wellness (either academic, mental, physical, emotional, etc.).
  14. Will there be a restriction on what spaces student organizations can reserve on campus?
    • Yes, most programming spaces will be used for academic instruction. To reserve small group gathering space, please visit Cornell Chatter.
  15. Do student organizations need to identify a “Health Officer Liaison”?
    • All student organizations registering in the fall are required to identify a “Health Officer Liaison”.
    • The “Health Officer Liaison” can be one of the two required officers and will be responsible for sharing important meetings and events requirements updates with their organization. This position is different from the Cornell COVID-19 Student Peer Health Ambassador Program.  The Health Officer Liaison (HOL) is required to attend a virtual training session outlining the new event and meeting requirements and reviewing best practices as it pertains to creating a healthy and safe community.
  16. What is the minimum number of officers required to register a student organization?
    • Undergraduate, graduate, and professional organizations are required to have two officers and an advisor.
  17. Who needs to approve SAFC and GPSAFC budgets?
    • Two approvals are needed from two student officers. The advisor does NOT need to approve the budget.
  18. What are the new regulations for SAFC and GPSAFC funds?
  19. When will SAFC and GPSAFC organizations be available to submit budgets and what will the deadlines be?
    • Once a group submits their registration and is approved, they will have access to the budgeting system within CampusGroups.
      • It can take up to 5 business days after registration for approval. Student organizations will not have immediate access to submit a budget until after their registration is approved.
    • GPSAFC is on a rolling basis (no deadline)
    • Friday, October 2nd (4:00PM) - Budget Application DEADLINE
      • Spring semester budgets TBA
  20. Is my student organization able to conduct virtual community service?
    • Student organizations must first consult with the Public Service Center before making community connections with local non-profit organizations/agencies.
      • If your organization would like to plan any service initiatives in the local community, these efforts are being registered with the Public Service Center.  Email cupsc@cornell.edu.  The staff at the PSC will provide you further information to register your initiative.
  21. What does ClubFest look like?
    • The Student Union Board along with Welcome Weekend will be hosting a virtual ClubFest from September 12-13 and 19-20. After this date, the fair will still be accessible. 
    • Each organization will need to setup their virtual booth within the virtual fair. This includes having a video, representatives present to answer live questions, and chat in real time. We will be sharing a step-by-step guide on how to do this.
  22. What activities or events can Club Sports or physical activity organizations conduct? (SUBJECT TO CHANGE)
    • Currently, there will be limited activities that organizations can participate in.  More information will be shared when possible, but you can expect that the following rules, at a minimum, will apply.
      • Club Sports cannot host organized practices, rather they can plan activity sessions to work on skill development. This is because physical contact tends to occur more when hosting an organized practice. This may differ from Cornell Athletics, as they have paid university staff/coaches to monitor their activities.
      • No activities that include close or physical contact.
        • Examples: contact sports, dancing with partners, live action role play, etc.
      • No swimming pool activities.
        • Examples: club water polo, swimming, synchronized swimming, etc.
      • No ice related activities.
        • Examples: ice hockey, figure skating, etc.
      • No competition of any kind can occur in person.
      • No travel of any kind.
        • Meetings, events, practices cannot take place off campus.
          • Organizations may not host events, activities, or meetings off campus.
          • Organizations that have off or on campus housing (independent or university owned) are not allowed to host events and/or activities.
      • No sharing of equipment of costumes of any kind.