COVID-19 Resources

Organizing Events & Reserving Space

Know the limits: Changes in New York State guidance allows increases in capacities for specific public events, in phases. At Nazareth, this will allow larger outdoor events and allow larger indoor events in a handful of specific indoor spaces on campus, as detailed below. These are the only spaces on campus affected by these new state guidelines; all other spaces continue to have pandemic capacities posted that reflect the maximum occupancy possible while maintaining proper social distance.

Event sizes are dependent on COVID-19 alert level on campus. The COVID-19 Safety Policies such as wearing masks and maintaining six-foot distancing still apply.

Attendees: Visitor policies still apply — so these events are only for the Naz community (students, faculty, and staff), and attendees must register in advance for in-person events.

Exceptions: Athletics and arts and entertainment uses (see Q&A below) are exceptions to the following.

  • Starting March 22:
    • Indoors: Posted COVID room capacity or 100 people. At Nazareth, these indoor spaces are affected. Maximums include everyone in the room, which includes people onstage or staffing an event.
      • Golisano Training Center’s field house: 100 people
      • Golisano Training Center turf field: 100 people
      • Linehan Chapel in Golisano Academic Center: 100 people with a maximum of 71 in the audience
    • Outdoors: 200 people
  • Starting April 2: 
    • Arts and entertainment venues can reopen with up to 100 people indoors and up to 200 people outdoors. (However, spaces such as Callahan Theater and Beston Hall are already committed and heavily in use as large classroom spaces during spring 2021.) More details to come.

Virtual events: It’s still wise to schedule extracurricular activities, meetings, and events virtually when possible, and to hold events outside rather than inside when possible. Faculty and staff members can request Zoom Pro accounts for student leaders (to arrange virtual gatherings for multiple people) by contacting the Naz Technology & Media Service Desk (TMSD), 585-389-2111 or tmsd@naz.edu.

Promote events: Enter in-person and virtual events that are open to students into 25Live: See go.naz.edu/25Live and be sure to select yes for "promote to students." This is the only way to get events into calendars all across naz.edu and into the Naz Mobile App.

If an event cannot take place virtually, follow the event process below.

KEY THINGS TO KNOW

For in-person events on campus:

  • All attendees must practice social distancing and wear a face covering.
  • The number of attendees may not violate state guidelines for the type of gathering.
  • Spring 2021 Event/Extracurricular Activity Locations lists both indoor and outdoor spaces.
  • Outdoor spaces are to be used as is. If you need chairs, tables, or disinfecting stations for your outdoor class or outdoor event, you can borrow them through the Shults Center Information Desk. Obtaining and setting up these items are the responsibility of the event/class organizers. All items must be disinfected before and after use. While outdoor venues are larger, outdoor events cannot surpass max capacity as outlined in these guidelines.
  • For indoor events, room capacities are set based on state guidance. Rooms must be used as is; do not move any furniture.
  • Any furniture used must be wiped down prior to and after the event. Supplies are available at the sanitation station in each location. 
  • Attendees may only be members of the Nazareth community (students, faculty, staff). Exceptions are made for guest lecturers/vendors — and those visitors must follow the Visitor policies.
  • Event attendees must register in advance. Organizers can use Eply, Eventbrite, Handshake, or Google forms (use the “form limiter” add-on to limit reservations to stay within the capacity limit; this YouTube video shows how) to ensure capacity is not exceeded. Walk-ins are welcome but also need to register for the event with the event host. Registrations support contact tracing.
  • All events with food (including requests for special dietary needs) and/or drink must be catered through Naz Dining catering services. Food trucks are allowed on a case-by-case basis and must meet fire safety and COVID-19 safety guidelines. If interested in bringing a food truck to campus, please indicate that on your event request form. All food must abide by the state's pandemic restaurant guidelines, which requires tables to be 6' apart and attendees seated while eating and drinking. Sit and eat with roommates from your "family unit" to align with social distancing protocol, since masks can't be worn while eating. Otherwise, sit at least 6 feet apart from others when eating. The Aviary Tent is the only location on campus that is set up to meet the restaurant guidelines and should be used if your event involves food.
  • Spring 2021 Event/Extracurricular Activity Locations lists more than 30 locations (both indoors and outside) available for events.

EVENT PROCESS

For in-person events on campus, both indoors and outdoors:

  1. For any questions, please email Brian McGahan.
  2. Due to the pandemic: Fill out the Event Request: Spring 2021 form. Or, if your event is through a club or organization, fill out the Spring 2021Club & Organization Event Tracking Form. You will receive a response within 48 hours indicating whether your event has been approved. Exceptions: Academic classes that want to meet in an alternate location contact the Registrar's office. Any meetings with fewer than 10 attendees do not need to submit the event request form; instead go right to the 25Live space reservation process.
  3. If approved, be sure to reserve your campus location through 25Live.

25Live Space Reservation Process

Before you start, you can see location options: Spring 2021 Event Spaces.

  • Go to 25Live (always findable under naz.edu Quicklinks) and sign in with your Naz username and password.
  • Select “See Available Locations.” (Or select “Create an event” and select the location later in the process.)
  • Under the blue “Select Existing Search,” select Spring 2021 Event Spaces to see indoor  and outdoor locations available to be reserved for events. The Forum and Colie’s Cafe have been converted into classroom spaces; these rooms can be requested when classes are not in session. The Forum and Colie’s have tablet arm chairs that may not be moved. Strict usage requirements will be in place.
  • Classrooms are available for academic use on a case-by-case basis. To select a classroom, choose either Classrooms-Seminar or Classrooms-Smart Room. 
  • Complete the room reservation and submit.
  • If denied, Campus Operations/Student Engagement will work with you to help identify alternative solutions.

FAQS

What about spectators for athletics on campus?

They are currently not permitted at colleges by New York state. We must follow New York state guidelines, and we are hopeful we will see a shift soon.

What about Commencement?

See the Commencement 2021 page.

What about music and theatre performances, including music recitals? And will they still be livestreamed?

The state announced that starting April 2, arts and entertainment venues can reopen at 33% capacity, up to 100 people indoors and up to 200 people outdoors. More information will be shared as soon as it’s available.

No in-person audiences are permitted before April 2.

Individual departments can provide details about live streaming plans. Most music performances are live streamed. Some theatre and dance performances are recorded and posted publicly if the theatrical rights permit.

What about other arts and entertainment on campus?

As noted above, changes to venues for arts and entertainment don’t take effect until April 2; we will share updates when available.

What about religious services on campus?

Religious services will continue at 33% of capacity.

As larger sizes are allowed, will there be more in-person student activities on campus?

Yes, as the semester continues, we’ll transition from mostly virtual events to mostly in-person activities — with virtual or hybrid activities as a complement.

What about gatherings of Nazareth students off campus?

See guidelines in COVID-19 Alert Levels.

How will I sign up to attend events on campus?

Each in-person event will include a sign-up link.

What do I do if I want to go to an event the day that it is happening, and I have not registered?

Event organizers will have you register upon arrival, if capacity hasn’t been reached.

I'm an event organizer. How do I use 25Live to help get my event promoted to students in the Nazareth Mobile App and on the website event calendars? How do I edit or cancel my promoted event if needed, and be sure it disappears from calendars?

See the step-by-step guide: go.naz.edu/25Live

Fill out my online form.