Fall 2020 Event Registration Process

Student Group Event Policy Based On the Fall 2020 University Guidelines

Washington University in St. Louis traditionally offers a vibrant co-curricular environment that supports the community development from a student perspective. Learning outside of the classroom through membership in student groups, participation in leadership activities and contributing to the community through service is imperative to the growth and education of our student. It is more important than ever to focus on virtual and remote co-curricular activities so that students can find community, foster relationship building, and develop strong leadership skills. Below is a list of guidelines outlining the process for undergraduate and graduate student group virtual event registration and in-person event approval. Please note that these guidelines are offered in order to limit risk and prioritize the safety of students, faculty, and staff who may participate in those events.

General Student Group Event Guidelines as outlined in the Fall 2020 University Plan:

  • Outdoor events with attendance up to 10 will require approval
  • Any event with expected attendance greater than 10 is to be conducted virtually
  • Indoor events will be limited to a capacity of 10 or less, and will require approval

in-person event Approval Guidelines:

Due to safety concerns, the university is generally discouraging in-person events. Any event able to be conducted virtually will be asked to do so.  For the fall semester, the following circumstances are considered unsafe practices and will not be allowed for event activity.

  • Events involving physical exertion
    • Performance group rehearsals, including but not limited to singing, dancing, etc.
    • Sport club practices
  • Events offering a food and/or beverage component
  • Off Campus Events cannot be University sponsored
  • All University sponsored travel, including local St. Louis travel, is suspended
  • Alcohol will not be allowed at any University sponsored events, including virtual events
  • Programming with youth must be registered and conducted virtually
  • Non WashU affiliated visitors are not allowed on campus

Virtual event APPROVAL GUIDELINES:

The university is encouraging virtual programming. In order to transition formerly in-person events to a virtual format, the following guidelines have been created.

  • Food and beverage components will be permitted in a scheduled grab & go or delivery fashion prior to the virtual event, where mask guidelines and physical distancing policies remain in place. Food is required to be individually prepared and pre-packaged.
  • Workshop events involving the use of supplies should be conducted virtually, with a scheduled grab & go or delivery of necessary materials, where mask guidelines and physical distancing policies remain in place.
  • Events involving physical exertion, performance rehearsals, and other group coordinated activity should be conducted virtually with each member in an isolated individual setting.

Approval Process:

  1. Register your event on WUGO (wugo.wustl.edu)
    1. This is the first step for both virtual and in-person events
    2. It is important to note that Reserve-A-Space will not be available to request event space during this time
  2. Fill in all remaining required fields on WUGO, and submit the event registration form.
  3. Campus Life staff or appropriate graduate school approver will review your request, space for in-person will be assigned & confirmed within 5 business days.

In-Person Event Requirements:

In addition to the general attendance guidelines listed above, the following restrictions will also apply to any in-person events seeking approval:

  • The default duration of the event is limited to one hour
  • Physical distancing of 6 feet must be maintained for the duration of the event
  • Mask guidelines remain in effect for the duration of the event
  • Event space will be assigned by Event Management or appropriate space scheduler
  • Attendance tracking through WUGO is required to be submitted no more than 48 hours after the conclusion of the event
  • Food and beverage are not permitted under any circumstance, catered or individual
  • Cleaning supplies will be provided with the expectation that groups sanitize indoor spaces before and after use according to the instructions available within each room

Virtual event requirements:

In addition to the event guidelines listed above, the following restrictions will also apply to any virtual events seeking approval:

  • Events with grab & go or delivery components should be pre-scheduled to avoid congestion during distribution. Masks are required and physical distancing of 6 feet must be maintained during distribution.
  • For events with grab & go or delivery components, attendance tracking through WUGO is required to be submitted no more than 48 hours after the conclusion of the event.

Special Notes:

  • Zoom Pods are not included in this policy and will be reserved through Reserve-A-Space
  • A select number of DUC meeting rooms are the only spaces available for reservation through Campus Life/Event Management

See all updates (8/21/2020)

These guidelines are subject to change based on the university’s current COVID-19 alert level, university policy, or other factors.