Covid 19 prevention guidelines for in person events

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4392778-468173Update effective August 31, 202100Update effective August 31, 2021COVID-19 Prevention Guidelines for In-person EventsThe purpose of these guidelines are to help prevent COVID-19 transmission during in-person events in accordance with the Washington Ready re-opening plan, state and local worker safety rules and public health guidance, and the University’s COVID-19 Prevention Plan. University event organizers and venue operators should coordinate to ensure that all health and safety roles and elements described below are addressed. In addition, consult EH&S guidance for Campus Events to determine if jurisdictional permits are required (e.g., Temporary Food Service Permit to serve food at an event, fire department permit). Refer to best practices and recommendations for eating spaces and food sharing when serving food at an event.ApplicabilityEvents are required to be sponsored, organized, or hosted by a University unit with the following exceptions where non-University sponsored, organized, or hosted events may take place with adherence to University, local, and state public health guidelines: UW Tacoma, UW Bothell, UW Athletics, museums, performance halls, and College of the Environment off-site locations (includes the Center for Urban Horticulture and the Washington Park Arboretum UW Botanic Gardens). In addition, these guidelines do not apply to the following:University business and research activities and academic instruction; these activities follow the requirements in the University’s COVID-19 Prevention Plan. UW Athletics team training and competitions; requirements for these events are determined in coordination with state and local public health agencies and PAC-12 guidance. Childcare and youth programs/events at University locations follow guidance and prevention protocols from the UW Office of the Youth Protection Coordinator. UW Medicine medical center events follow UW Medicine policies and procedures.STEPS FOR COMPLETING YOUR iN-PERSON EVENT COVID-19 PREVENTION PLANEvent organizers must prepare an event-specific COVID-19 prevention plan using the COVID-19 Prevention Plan for In-Person Events template (or equivalent) in this document. Event organizers and the venue operators must review and document their agreement on measures described in the event-specific COVID-19 prevention plan. Please note that some University buildings have specific COVID-19 prevention measures/requirements in place which may need to be incorporated into the plan.Submit your event COVID-19 prevention plan:For events that require approval through the Use of University Facilities (UUF) process: Event organizers must submit the completed plan along with their UUF Request Form. For events that do not require approval through the UUF process: Event organizers must submit the completed plan to the relevant University unit representative or sponsor prior to the event. Identify a COVID-19 Site Supervisor or Responsible Person who will ensure onsite implementation of measures described in the event’s COVID-19 prevention plan. covid-19 Prevention Plan for In-Person EventsDate: FORMTEXT ?????UW Sponsor: FORMTEXT ?????Event Name: FORMTEXT ?????Event Location: FORMTEXT ?????Name of person completing this form: FORMTEXT ?????name and contact number of On-Site responsible person or COVID-Site Supervisor: FORMTEXT ?????Partner organization(s), if any: FORMTEXT ?????Name of primary event organizer, and date of Agreement with this plan: FORMTEXT ?????Name of primary venue operator, and date of Agreement with this plan: FORMTEXT ?????Name of UW Sponsor, and date of Agreement with this Plan : FORMTEXT ?????Event Description: FORMTEXT ?????Describe COVID-19 prevention ELEMENTS below:PRE-EVENT / DURING EVENT CHECKLIST ITEMSPROVIDE DETAILS (optional)Planning considerations FORMCHECKBOX Ensure event vendors and contractors are aware of the requirements for Contractors and Vendors Working on Site. FORMCHECKBOX Increase indoor venue ventilation by opening windows or maximizing fresh air/air filtration settings on HVAC systems as possible. FORMCHECKBOX Review Eating Spaces and Food Guidance, and determine if a Temporary Food Service Permit is required to serve food at event FORMCHECKBOX Other – please describeDesignate COVID-19 Site Supervisor / Responsible Person FORMCHECKBOX Designate one person who is responsible for the implementation of this plan, approve any changes to this plan, train all personnel on this plan, and be readily available during the event to answer all concerns and questions regarding this plan. FORMCHECKBOX Allow the designated person adequate time at the event to ensure COVID-19 prevention measures are implemented. FORMCHECKBOX Ensure that the designated person has authority to address non-compliance and ask those who will not comply with applicable policies or building signage to leave.Pre-event communications regarding policies and safety measures FORMCHECKBOX Communicate the UW Vaccination Policy and the UW Face Covering Policy, safety measures, and expectations to event attendees and event staff, volunteers, vendors and contractors. All must follow instructions on building signage. FORMCHECKBOX Ensure the University’s guidelines for establishing a vaccine requirement for events are followed. Adopting a vaccination requirement for an event is encouraged by the University and may be required by a unit or event organizer. FORMCHECKBOX Communicate requirements for self-monitoring for COVID-19 symptoms and that event attendees must stay home if symptomatic or if instructed to isolate or quarantine by a public health professional. FORMCHECKBOX Encourage all to activate the Washington Exposure Notifications - WA Notify app prior to attending the event. FORMCHECKBOX Event staff: Ensure that event staff/contractors and volunteers are aware of the requirements for contractors and vendors working on site, including procedures for sick personnel, symptom monitoring, and reporting if a COVID-19 positive person has been at a UW location. FORMCHECKBOX Arrange for handwashing/hand hygiene, symptom monitoring, and face covering policy signage for the event.Hand hygiene supplies FORMCHECKBOX Acquire hand washing or hand sanitizing stations/supplies. FORMCHECKBOX Other – please describe:Cleaning/disinfection schedule and supplies FORMCHECKBOX Identify high touch surfaces and shared items for cleaning/disinfection during the event. FORMCHECKBOX Determine cleaning and disinfection frequency of high touch surfaces and shared items during the event. FORMCHECKBOX Identify and acquire cleaning products. FORMCHECKBOX Identify and acquire EPA-registered disinfectants approved for use against the SARS-CoV-2 virus and paper towels, and/or disposable disinfectant wipes FORMCHECKBOX Ensure venue is cleaned by building custodians before and after the event. Prevent people with COVID-19 symptoms from coming to event FORMCHECKBOX Post signage at entrances notifying event attendees, staff, volunteers, contractors and vendors that they cannot enter the event if they have any symptoms of COVID-19 infection (regardless of vaccination status) or have been instructed to isolate or quarantine. FORMCHECKBOX Remind UW staff and faculty that they must conduct daily self-monitoring for COVID-19 symptoms before entering a UW location. Communicate face covering policy FORMCHECKBOX Post signage at entrances notifying event attendees staff, volunteers, contractors and vendors of the requirements of the UW Face Covering Policy. FORMCHECKBOX Have extra face coverings available for those who need or want them.Support good hand hygiene FORMCHECKBOX Provide handwashing stations and/or hand sanitizer, and post handwashing/hand hygiene signage. FORMCHECKBOX Ask event staff, volunteers and contractors to wash/sanitize hands upon arrival and regularly during event. FORMCHECKBOX Encourage event attendees to wash/sanitize hands (as applicable).Clean and disinfect surfaces and high-touch points FORMCHECKBOX Clean and disinfect shared items and high-touch points regularly during the event. FORMCHECKBOX Follow the manufacturer’s instructions on the product label for the cleaners and disinfectants used.Agreement of event organizer and venue operator FORMCHECKBOX Event organizer and venue operator discuss this plan. FORMCHECKBOX Event organizer and venue operator agree upon the stated prevention measures included in this plan.

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