Meetings and Events
We encourage all groups to hold gatherings virtually when possible.
If an in-person meeting is required, it must be held in compliance with guidance from University Policy 1103 Space Utilization and Scheduling, Mason’s Safe Return to Campus Plan, 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 during Mason stages three through five.
- Meeting participants must wear face coverings.
- On-campus events/gatherings limited to 150 participants, including organizers.
- Off-campus events/gatherings limited to 10 participants, including organizers.
- Groups can occupy a maximum of 50 percent of the event space.
- 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.
- Events/gatherings must be seated or have clearly marked space to ensure physical distancing.
- Events/gatherings cannot be open to the general public.
- Exits must be configured to reduce bottlenecks when people leave.
- 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.
- Participants must complete the Mason COVID Health✓™ survey and receive a “green light” status on the day of the event.
- Signs must 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.
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. To request an exception, reach out to the event scheduling office 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 Fall 2020 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.
We’re also requiring registered student organization event planners to take event management training. Organization leaders will receive an additional communication from Student Involvement with details. The deadline to complete and pass the Mason360 quiz is September 20, 2020. Failure to meet this deadline may result in the deactivation of your registered student organization's 25Live account.
Events Hosted by Outside Groups
Event hosts should provide the following information to their event staff and participants. We ask that each visitor:
- Review Mason’s Safe Return to Campus Website.
- View the Family and Visitor Safe Return to Campus Informational Video.
- Complete the Mason COVID Health✓™ survey.