Meetings and Events

We encourage all groups to hold gatherings virtually when possible.

Events and gatherings must be held in compliance with guidance from University Policy 1103 Space Utilization and Scheduling, Mason’s Safe Return to Campus Plan (PDF), Commonwealth of Virginia Executive Orders and Centers for Disease Control and Prevention guidance.

These guidelines apply to any indoor or outdoor gathering or event organized by a Mason department, student organization, or external group.

The number of participants and length of the meeting should be limited, and the size and configuration of rooms for indoor gatherings must allow for physical distancing

Requirements include:

  • Face coverings must be worn at all events per University Policy 1415. Event organizers are responsible for ensuring participants wear face coverings.
  • Effective May 15, 2021, events/gatherings are limited to 100 participants indoors and 250 participants outdoors, including organizers, with the exception of EagleBank Arena, the Center for the Arts, and the Hylton Performing Arts Center, which can accommodate up to 1,000 participants, or 50 percent of occupancy, whichever is less.
  • Spaces must be configured to ensure that:
    • Ten feet of physical distance is maintained for exercise activities, singing, or cheering.
    • Six feet of distance is maintained for all other events.
    • Speakers, performers, or presenters must be at least 10 feet from the audience.
  • Events/gatherings must be seated. Exceptions would be clearly marked spaces for the purpose of prayer rugs or yoga mats, outdoor events where individuals bring their own seat/blanket, or in spaces with open play (pool tables, ping pong tables, etc.) with physical distancing.
  • Events/gatherings cannot be open to the general public. RSVPs are required for all events, and organizers should check in participants and keep records of attendees/no-shows.
  • Exits must be configured to reduce bottlenecks when people leave.
  • Participants must complete the Mason COVID Health✓™ survey and receive a “green light” status on the day of the event. Event organizers must confirm status during check-in prior to event entry.
  • Signs must be posted at entrances stating that no one with a fever or symptoms of COVID-19, or known exposure to a COVID-19 case in the prior 14 days, can enter.
  • Signs must also be posted with public health reminders on physical distancing, gatherings, options for high-risk individuals, and staying home if sick.
  • Staff and participants must have access to facilities to wash hands with soap and water, or be provided with alcohol-based hand sanitizers containing at least 60 percent alcohol. If the venue does not provide sanitizer, it is the responsibility of the event organizer to provide the sanitizers to participants.
  • If food is being served at event, a university-approved caterer must be used. Pre-packaged food and drink are allowed. Self-service of any kind is prohibited (for example, no buffet or coffee service).  Served beverages and plated meals are allowed in accordance with policy. Event participants can't bring their own food or drink to organized events.

Any event that falls outside the scope of these guidelines may be submitted by the Events Management representatives to the Events Exception Committee, which will perform risk assessments and approve events until Mason returns to normal operations. 

Exception requests must be submitted at least 10 business days before the scheduled event to be considered for an exception.

Department/internal meetings or trainings do not require approval if the above requirements are met.

To request an exception, reach out to the event scheduling office representative for the campus where you wish to hold the event:  

On-campus event requests must be submitted via 25Live. Requests will be evaluated for compliance with the On-Campus Event Guidelines and Processes.

Virtual events should also be submitted to 25Live and will be on the Today@Mason page. University Events has established guidelines for hosting a virtual event.  

Student Organizations

Registered Student Organizations planning to host any event in-person or virtually must complete event management training at least 10 business days before the scheduled event. Contact Student Involvement for more information.

For additional information on these policies, contact the registered student organization team.

Events Hosted by Outside Groups

Event hosts should provide the following information to their event staff and participants. We ask that each visitor: