COVID-19 Meeting and Event Guidelines for Student Events

Due to social distancing and cleaning measures required for our Rhodes community to safely be on campus, meetings and events will continue to be impacted through the Spring 2022 semester. For the Spring 2022 semester, Rhodes' campus is open to current students, faculty, and staff who are fully vaccinated and strictly following health and safety guidelines. Campus will be open to vaccinated guests and scheduled visitors to the Admission Office or for College Sponsored events (i.e. Move-In, Family Weekend, Homecoming). Any exceptions to this access policy must be approved. Please contact the Office of College Events, collegeevents@rhodes.edu or 901-843-3888. 

The following guidelines have been set forth by the Health and Safety Team to ensure the safety of our students, faculty, and staff. They are intended to supplement college-wide policies and the CDC/health department guidelines. These may be subject to change.

  1. The college will require adherence to local health department and CDC guidelines at all times for meetings/events, unless an exception has been made by Rhodes' administration. Attendees are required to abide by the masking and distancing policies in place at the time of the event.
  2. Organizers should continually assess, based on current conditions, whether to postpone, cancel, or significantly reduce the number of attendees (if possible) for large meetings/events. Final assessments be made at least 72 hours in advance and allow for cancellations of scheduled vendors including catering, A/V and rentals. Virtual and/or hybrid meeting/events continue to be highly encouraged. The college reserves the right to postpone, cancel, or reduce the number of attendees if needed for the safety of our campus community.
  3. Event attendance must remain within the published capacities for the event space as reported in EMS. This number could change as health regulations are adjusted. A few specific guidelines for student led meetings and events are included below:
    • Student organization meetings will comply with the guidelines applied across campus with 3 feet social distancing. To request a meeting space, please use the following request form on Presence.
    • Student organization events will be limited to the capacity listed in EMS of the selected space. Whenever possible, pre-registration for events should be collected. Events with more than 50 attendees will need to have a faculty or staff advisor present at all times.
    • Fraternity & Sorority lodges will comply with the guidelines applied across campus with 3-foot social distancing. As guidelines change, we will work closely with the fraternities and sororities to ensure their events and activities are in compliance. Meetings and events hosted in the lodges must be open to college officials so that health and safety protocols can be confirmed. Social events in the lodges that are not organizational-only events will be prohibited until further notice. All fraternity & sorority meetings and events must be pre-approved by the Office of Fraternity and Sorority Life.
    • Off Campus Activity in poorly ventilated spaces and overcrowded spaces is discouraged. Reduced group sizes and masking indoors is recommended.
    • Transportation (ride shares, car pooling, public transportation) All forms of transportation should include mask wearing. Please consider opening the windows for ventilation when possible.
  4. Some room capacities have been temporarily adjusted to ensure appropriate social distancing. The EMS reservation system has been updated to include social distancing capacities. Organizers can contact the College Events Staff to ensure their meeting/event will fit in the requested space. Any gathering of 10 or more people needs to be approved by the College Events Staff, the Coordinator of Student Activities, or the Director of Fraternity and Sorority Life.
  5. The furniture in each space has been set to allow for maximum distancing within the health and safety guidelines and should NOT be moved.
  6. While Rhodes Housekeeping will continually clean and disinfect spaces, not all rooms will be cleaned between meetings/events. Organizers and attendees should be conscientious of touching surfaces and equipment that has been used from a previous group. Disinfectant in spray bottles will be placed in classrooms, office suites, and restrooms with signage asking that end-users disinfect surfaces before and after use.
  7. Attendance tracking is required for all in-person meetings and events that are hosted indoors. Name, email, and phone number of all attendees should be collected upon entry. If an attendee of a meeting/event tests positive for COVID-19, please contact the Event Organizer immediately so the appropriate parties may be notified. All student organization and fraternity and sorority life meetings and events should be tracked on Presence.
  8. Food Service & Catering – Bon Appétit will be providing catering services for the Fall 2021 semester. They will advise on current health and safety protocols regarding food service.   

If event planners would like to provide food, please continue to consider the following guidelines:

  • Host your gathering outdoors.
  • Clean and disinfect tables between use.
  • Advise attendees to take precautions – like wearing a mask as much as possible when not eating and maintaining a proper social distance at all times.
  1. External vendors and special guest speakers must have approval before being admitted to campus. In instances where they will have significant exposure to Rhodes students, faculty, and staff as determined by the Health and Safety team, they may be required to be fully vaccinated and to provide proof of vaccination. In addition, they must be masked and will need to respond to the following COVID Questions prior to entering campus:
  • Have you been in close contact with a confirmed case of COVID-19?
  • Are you experiencing a cough, shortness of breath, or sore throat?
  • Have you had a fever in the last 48 hours?
  • Have you had new loss of taste or smell?
  • Have you had vomiting or diarrhea in the last 24 hours?

Please direct any questions or concerns regarding meeting or event guidelines to the College Events Staff at collegeevents@rhodes.edu or 901-843-3888. Student organization leaders should direct their questions to Mikayla Woodward, Coordinator for Student Activities, at woodwardm@rhodes.edu. Additional guidelines for student organization leaders will be provided by the Student Activities Office.

Additional Resources: