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Recommendations for Meetings, Events and Mass Gatherings

  • All indoor and outdoor events may operate at 100% occupancy. When possible, events with larger attendance should be planned in outdoor locations.

  • University masking guidance should be followed at all events.

  • For gatherings and events of any size, post signage regarding symptoms of COVID-19 with instructions not to attend the event if symptoms are present.

  • For gatherings of any size, plan to email attendees 1-2 days prior to the event with the following reminders:  Because this is an in-person event, University masking guidance should be followed when you attend. If you are experiencing any COVID-19 symptoms, including any respiratory symptoms, or are feeling unwell in any way, you should not attend in person.  Please notify <insert event manager email> should you become diagnosed with COVID-19 within 10 days of attending the event and to cooperate with contract tracing efforts. Attendees who are members of the UT community can report their positive test via the self-report form.

  • Event managers should submit an attendance roster of the meeting or event (when possible) that includes names and contact information and remit the roster to UT Health Austin via this form for potential public health use only. Rosters created for public health purposes will not be maintained by event managers, will be handled by UT Health Austin as public health records, and will be retained only as long as public health needs require. This is not applicable for academic classrooms. If an attendance record is not otherwise kept, event managers should create a roster of the meeting or event (when possible) that includes names and contact information.

  • If an event organizer learns of a guest who tests positive within 10 days of the event, the host should report it to University Health Services or the Occupational Health Program.

  • Attendees should practice appropriate hand hygiene and respiratory etiquette (e.g., easy access to restroom facilities with sinks and/or alcohol-based sanitizer, display the Healthyhorns respiratory precautions flyer in the meeting or event space, etc.). Additional prevention guidance can be found on the Healthyhorns website.  Event Support and Moving Services has a limited number of hand-sanitizer stations available for evnts that can be requested on their Event Planning Request form.

  • Routine cleaning is being performed by facilities staff members.

  • Event planners should prepare to provide face coverings for self-identified, unvaccinated individuals who do not bring their own.