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Spring 2021 Event Proposal Process

The Event Proposal Form is now available and can be found below. Please read the updates below for important information!

Registered student organizations may host events starting March 15th as long as they comply with the institution’s current safety measures and policies, and the proposed plan has been approved by the Event Review Committee. Failure to adhere to the submitted plan and NYS and CDC guidelines and comply with the institution's current safety measures and policies may result in revocation of registration, event privileges or other sanctions consistent with the college’s Student Code of Conduct. Proposed plans may be submitted starting on 2/9/21. All proposals will undergo a review starting on 3/11/21, including proposals for in-person meetings (See below). Approved plans for events and gatherings may begin starting 3/15.  

Proposed plans must be submitted within 7-10 business days of the proposed event to allow for potential modifications. Registered student organizations planning small-group events and gatherings are required to meet with the Event Review Committee to review and confirm proper precautions to help protect against the spread of COVID-19. Applications will be accepted on a rolling basis. You will be notified by the Event Review Committee of the decision via email.  Student organizations are prohibited from hosting their event if they do not meet with the Event Review Committee.

UPDATES

  1. We have created two separate forms for in-person events and meetings. Student organizations interested in conducting general and executive board meetings will complete a condensed form (Student Organization In-Person Meeting Agreement). Student organizations conducting rehearsals, practices and other events that involve any form of movement must complete the Event Proposal form. (This includes all club sport and acapella group activities. In-person meetings will seek approval through the Student Organization In-Person Meeting Agreement. 
  2. To limit the possibility of spread, we will no longer require student organizations to submit a signed attendance sheet to CU 321. Instead, groups must upload and submit the names of attendees using the Spring 2021 In-Person Meeting/Event Attendance Sheet. All events and meetings will continue to require pre-registration unless it is a closed meeting.

UPDATES TO PROPOSED GENERAL AND EXECUTIVE BOARD MEETINGS

There have been minor revisions to the process for general and executive board meetings.  Student organizations interested in conducting general or executive board meetings (that do not involve any form of movement) do not need to complete an Event Proposal form for the meetings. Instead, they must complete the Student Organization In-Person Meeting Agreement. This agreement excludes all club sports and acapella groups. Any activity that involves movement must be approved through the Event Proposal form.

By completing the in-person meeting agreement, you agree to comply with the health and safety measures set by the College, New York State and the Department of Health. Once your submitted agreement has been reviewed by the committee, pending any missing information or questions, you will receive email notification from a member of the committee granting or denying your organization permission to gather. You cannot conduct these meetings until you receive permission. You will not be expected to meet with a member of the review committee unless notified. Similar to the fall, meetings will require pre-registration unless it is a closed meeting. This arrangement and agreement applies to general and executive board meetings ONLY.  This agreement does not apply to rehearsals and practices.s. Please submit the meeting agreement at least 7 days prior to the first meeting.

Steps for Proposed General and Executive Board Meetings

1. Complete and submit the Student Organization In-Person Meeting Agreement

2. Event Review Committee review the agreement

3. Receive email notification from a member of the Event Review Committee approving your proposed meetings (You cannot conduct any meetings until your agreement has been approved).

4. Complete the Google Form: Event Reservation Form for the SA Ticket Office (Only if it's an open meeting). SA Ticket Office will upload your meeting to their website for participants to register. (geneseo.universitytickets.com).

5. Print off participant registration roster sent to the event contact person by the SA Ticket Office and make sure to have at the meeting.

6. Conduct your meeting in compliance with NYS and CDC guidelines and the institution's current safety measures and policies

7. Upload and submit the names of meeting attendees within 24 hours of the conclusion of the meeting using the Spring 2021 Student Organization In-Person Meeting/Event Attendance.

 

*The Event Review Committee reserves the right to deny any event proposal that poses a risk to the health and safety of our community.*

 

Links to Forms

In-Person Meeting Agreement

Event Proposal Form

Spring 2021 Student Organization In-Person Meeting/Event Attendance Form

 

If you have any questions, please contact barsema@geneseo.edu.