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Club COVID-19 FAQs

Additional questions? Contact krose21@my.whitworth.edu. 
 

Meetings

What information do we need to provide for our event to be approved?


Fill out the event form in HFS to the best of your ability. Time, date, location, anticipated attendance, purpose, etc.




How do we submit an event for approval?


All club events and meetings will need to be approved by Student Activities at least one week prior to the event. The club Approval Event Form can be found on HFS or the ASWU website. Club events need to be approved before they are advertised to the campus community.




Can we invite outside groups/speakers to campus?


No. Outside groups and speakers are not permitted to come to campus. If you want to use an outside speaker your event must be held virtually. All speakers and artiists will still need to be approved by the ASWU Assembly. Approval should be requested at least one month before the event through the Speaker/Artist request form on HFS. All contracts with outside groups and speakers need to go through the Director of Student Activities, Jason Chapman. jchapman@whitworth.edu




Can we sign contracts or agreements with speakers/presenters?


No. All contracts and agreements need to go through the Director of Student Activities, Jason Chapman. jchapman@whitworth.edu




Do I need approval for a meeting if it is under 30 people?


Yes. All club events and meetings must be approved by Student Activities.




Who should I contact with questions about my event?


Contact the Club Coordinator Katie Rose krose21@my.whitworth.edu




Do I need to have approval before marketing my event?





How can we market our event?


Clubs will be able to market and advertise their events in many of the same ways as before. However, personal flyers and handouts are not permitted. We strongly encourage clubs to post events to HFS - required for in-person events and recommended for virtual events. Updates to university policy limit access of residence halls to current residents of that building. Students must continue to follow the university posting policy and cannot poster in a residence hall that is not their own.





Campus Events/Programming

How do we control access to our event and the number of people attending?


When creating an event in HFS you may limit the number of people who can RSVP. When they come to the event they must check-in.




Can we still host an event if it is off-campus?


Yes. You may host your meeting or event off-campus. These events must abide by the same guidelines set forth for on-campus student club events, in addition to any local and facility specific regulations. If the university's policy differs from the local/facility expectations, the more restictive policy must be followed. For instance, if the local guidance allows for gatherings up to 100 individuals, the event still cannot exceed 30 per the student club guidelines. If local guidance only allows for gatherings of 10 people the event must follow this guideline. While off-campus, Whitworth community members should always follow CDC and local public health guidelines.




Can we have a movie night?


You may host a movie night if it follows the event guidelines and you have the public performance rights to show the film. You may not serve food or beverages unless they are prepackaged. We highly suggest using the Netflix Party Chrome extension. This allows your group to watch a movie or show at the same time while communicating in a chat room.




Can we stream our event?


Yes. ASWU had two streaming camera available for check-out. Please complete the camera check-out form on HFS. If a camera is not available you may also stream from your cellphone.




Do we have to wear masks at events?


Yes. Cloth face masks or coverings and physical distancing of 6 feet between attendees are required at all events.




Can we have food at events?


All food and drinks for meetings and events need to be pre-packaged. When removing masks to eat or drink, attendees should increase the physical distance beyond 6 feet. Participants are responsible for proper disposal of personal food or drink item trash. The club must ensure that proper cleaning supplies (wipes, sprays, etc.) are available, and must clean the space at the end of their event.




Can we host a dance or party?


No. Due to the nature of these events physical distancing is not possible.




Can we have a pizza party, buffet, or potluck?


No. All food and drinks need to be pre-packaged.




How many people can attend our event?


In-person events may not exceed a capacity of 30 attendees. Events may also not exceed the posted capacity of a room. Cloth face coverings and physical distancing of at least 6 feet is required at all events. An advisor must be present at all in-person events open to the campus community. Each in-person event must have at least one designated event host who represents the club and is responsible for ensuring all guidelines are followed. If an attendee refuses to follow established guidance, they should be asked to leave and may be reported for non-compliance. Alleged violations of these policies by a student of club should be reported to the Office of Community Standards & Compliance.





 
 

Events with Food and Drinks

How do we control access to our event and the number of people attending?


When creating an event in HFS you may limit the number of people who can RSVP. When they come to the event they must check-in.




Can we still host an event if it is off-campus?


Yes. You may host your meeting or event off-campus. These events must abide by the same guidelines set forth for on-campus student club events, in addition to any local and facility specific regulations. If the university's policy differs from the local/facility expectations, the more restictive policy must be followed. For instance, if the local guidance allows for gatherings up to 100 individuals, the event still cannot exceed 30 per the student club guidelines. If local guidance only allows for gatherings of 10 people the event must follow this guideline. While off-campus, Whitworth community members should always follow CDC and local public health guidelines.




Can we have a movie night?


You may host a movie night if it follows the event guidelines and you have the public performance rights to show the film. You may not serve food or beverages unless they are prepackaged. We highly suggest using the Netflix Party Chrome extension. This allows your group to watch a movie or show at the same time while communicating in a chat room.




Can we stream our event?


Yes. ASWU had two streaming camera available for check-out. Please complete the camera check-out form on HFS. If a camera is not available you may also stream from your cellphone.




Do we have to wear masks at events?


Yes. Cloth face masks or coverings and physical distancing of 6 feet between attendees are required at all events.




Can we have food at events?


All food and drinks for meetings and events need to be pre-packaged. When removing masks to eat or drink, attendees should increase the physical distance beyond 6 feet. Participants are responsible for proper disposal of personal food or drink item trash. The club must ensure that proper cleaning supplies (wipes, sprays, etc.) are available, and must clean the space at the end of their event.




Can we host a dance or party?


No. Due to the nature of these events physical distancing is not possible.




Can we have a pizza party, buffet, or potluck?


No. All food and drinks need to be pre-packaged.




How many people can attend our event?


In-person events may not exceed a capacity of 30 attendees. Events may also not exceed the posted capacity of a room. Cloth face coverings and physical distancing of at least 6 feet is required at all events. An advisor must be present at all in-person events open to the campus community. Each in-person event must have at least one designated event host who represents the club and is responsible for ensuring all guidelines are followed. If an attendee refuses to follow established guidance, they should be asked to leave and may be reported for non-compliance. Alleged violations of these policies by a student of club should be reported to the Office of Community Standards & Compliance.





 

Outdoor Events

How do I get my outdoor event approved?


All club events and meetings will need to be approved by Student Activities at least one week prior to the event. The club Approval Event Form can be found on HFS or the ASWU website. Club events need to be approved before they are advertised to the campus community.




How many people can attend outdoor events?


The maximum amount of people that can attend outdoor events is 30. You may stream your event to reach a larget audience if you desire. ASWU has two streaming cameras available to check-out.




Do participants still need to wear a mask and physically distance?


Yes.




How do I insure people keep their distance?


You can use yard signs or stakes that you can get from ASWU to mark out places that people may stand/sit.




Can I stream my event if it is outdoors?


Yes. The Mevo cameras provided by ASWU act as their own personal hotspot. This allows you to stream from anywhere.





 

General FAQ

What information do we need to provide for our event to be approved?


Fill out the event form in HFS to the best of your ability. Time, date, location, anticipated attendance, purpose, etc.




How do we submit an event for approval?


All club events and meetings will need to be approved by Student Activities at least one week prior to the event. The club Approval Event Form can be found on HFS or the ASWU website. Club events need to be approved before they are advertised to the campus community.




Can we invite outside groups/speakers to campus?


No. Outside groups and speakers are not permitted to come to campus. If you want to use an outside speaker your event must be held virtually. All speakers and artiists will still need to be approved by the ASWU Assembly. Approval should be requested at least one month before the event through the Speaker/Artist request form on HFS. All contracts with outside groups and speakers need to go through the Director of Student Activities, Jason Chapman. jchapman@whitworth.edu




Can we sign contracts or agreements with speakers/presenters?


No. All contracts and agreements need to go through the Director of Student Activities, Jason Chapman. jchapman@whitworth.edu




Do I need approval for a meeting if it is under 30 people?


Yes. All club events and meetings must be approved by Student Activities.




Who should I contact with questions about my event?


Contact the Club Coordinator Katie Rose krose21@my.whitworth.edu




Do I need to have approval before marketing my event?





How can we market our event?


Clubs will be able to market and advertise their events in many of the same ways as before. However, personal flyers and handouts are not permitted. We strongly encourage clubs to post events to HFS - required for in-person events and recommended for virtual events. Updates to university policy limit access of residence halls to current residents of that building. Students must continue to follow the university posting policy and cannot poster in a residence hall that is not their own.





 

Organizational Activities

Will I still be able to table in the HUB?


No. At this time, tabling in the HUB is not allowed.




How can I recruit members without meeting face to face?


Make sure your club participates in the Virtual Club Fair on HFS at the beginning of the year. Advertise through posters (hung according to the new guidelines), social media, and word of mouth.




Our club is sports based. Can we still practice and compete?


No. Due to the nature of most recreational sports programming there is no way to safely maintain appropriate physical distancing guidelines and other safety precautions established for large groups without supervision. Therefore, we are cancelling Club Sports programming, including practice and competition, for the fall semester which aligns with a trend across many National Intramural and Recreational Sports Association member schools in our region. In line with this, student clubs are not permitted to host their own sporting events (kickball, dodgeball, basketball, etc).




Our club sings, dances, and/or acts. Can we still practice and perform?


The research on the spread of COVID-19 through particles and aerosols created while singing, shouting, exercising, and playing instruments is not fully understood. When possible, consider holding these events virtually. For these types of in-person activities, additional guidelines must be followed. We will continue to review new information as it is released and make additional recommendations as needed. When engaging in activities with physical exertion, dancing, increased vocal projection, shouting, and acting, the physical distance between individuals should be increased to 12 feet. Masks must continue to be worn in accordance with university guidelines. Theatre rehearsals are permitted so long as students wear face masks and can maintain physical distancing practices of at least 12 feet between performers. Rehearsals and performances must be limited to no more than 1.5 hours. Performances should be recorded or live streamed as the total number of performers, crew members, and audience members cannot exceed 25 or the capacity of the space, whichever is fewer.




Our club plays instruments. Can we still practice and perform?


At this time, no in-person instrumental rehearsal for brass and wind instruments (i.e. any instrument that would require the removal of a face mask) will be permitted. For clubs that include an academic component (e.g. Colonial Brass, Orchestra, Choir), in-person rehearsals, lessons, etc. sponsored by the academic department will be permitted in line with departmental guidelines. We will continue to seek more information about this specific area to determine if appropriate accommodations are possible in the future.




Can we still travel as a club outside of Spokane?


Because travel increases the chances of getting infected and spreading COVID-19, staying close to campus is necessary to protect the Whitworth community. Club sponsored travel will not be permitted outside the immediate Spokane area. ASWU will still allow clubs to requisition for funds for virtual trainings and/or virtual conference registration fees.





 

Large Scale/Traditional/Annual Events

How do we control access to our event and the number of people attending?


When creating an event in HFS you may limit the number of people who can RSVP. When they come to the event they must check-in.




Can we still host an event if it is off-campus?


Yes. You may host your meeting or event off-campus. These events must abide by the same guidelines set forth for on-campus student club events, in addition to any local and facility specific regulations. If the university's policy differs from the local/facility expectations, the more restictive policy must be followed. For instance, if the local guidance allows for gatherings up to 100 individuals, the event still cannot exceed 30 per the student club guidelines. If local guidance only allows for gatherings of 10 people the event must follow this guideline. While off-campus, Whitworth community members should always follow CDC and local public health guidelines.




Can we have a movie night?


You may host a movie night if it follows the event guidelines and you have the public performance rights to show the film. You may not serve food or beverages unless they are prepackaged. We highly suggest using the Netflix Party Chrome extension. This allows your group to watch a movie or show at the same time while communicating in a chat room.




Can we stream our event?


Yes. ASWU had two streaming camera available for check-out. Please complete the camera check-out form on HFS. If a camera is not available you may also stream from your cellphone.




Do we have to wear masks at events?


Yes. Cloth face masks or coverings and physical distancing of 6 feet between attendees are required at all events.




Can we have food at events?


All food and drinks for meetings and events need to be pre-packaged. When removing masks to eat or drink, attendees should increase the physical distance beyond 6 feet. Participants are responsible for proper disposal of personal food or drink item trash. The club must ensure that proper cleaning supplies (wipes, sprays, etc.) are available, and must clean the space at the end of their event.




Can we host a dance or party?


No. Due to the nature of these events physical distancing is not possible.




Can we have a pizza party, buffet, or potluck?


No. All food and drinks need to be pre-packaged.




How many people can attend our event?


In-person events may not exceed a capacity of 30 attendees. Events may also not exceed the posted capacity of a room. Cloth face coverings and physical distancing of at least 6 feet is required at all events. An advisor must be present at all in-person events open to the campus community. Each in-person event must have at least one designated event host who represents the club and is responsible for ensuring all guidelines are followed. If an attendee refuses to follow established guidance, they should be asked to leave and may be reported for non-compliance. Alleged violations of these policies by a student of club should be reported to the Office of Community Standards & Compliance.





 

Click Here for the ASWU Reimbursement Request Form

© 2023 by Associated Students of Whitworth University. 

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