Enhanced Safety Protocols for Student Events and Organizations

July 7, 2021

Mercer University expects that all departments, programs, and student groups hosting events to comply with the following.

Before you host event

  • Evaluate whether the event can be held outside whenever possible.
  • Evaluate appropriate pre- and post-clean up procedures with National.
  • All student events should publicize the following mask policy at events: The University does not require fully vaccinated students, employees, and guests to wear masks in indoor and outdoor spaces on campus, except at the Campus Health Centers in Macon and Atlanta. Vaccinated individuals may choose to wear masks on-campus. Unvaccinated students, employees, and guests are expected to take personal responsibility and wear masks in indoor common areas.
  • All events, regardless of participant number, must be registered. For on-campus events, the reservations process serves as the registration for the event.
  • Fraternity and sorority chapters should use the social event registration for all off-campus social events, regardless of event size.
  • Minimize common touch materials to be used at any activity (writing instruments, computers, etc.). If items are handed out, gloves are recommended.
  • Limit events to Mercer faculty, staff and students only. If you are considering an event with outside groups or guests of any kind (alumni, parents, vendors, speakers etc), please include all details of outside guests in the reservation request. The event request will then be sent to the provost by the reservations office for formal approval.

At the event

  • Implement appropriate social distancing safeguards.
  • Hand sanitizer of at least 60% isopropyl alcohol should be present at all events.
  • All unvaccinated persons attending events should wear masks in accordance with the Mercer University Face Covering Policy. This includes event organizers and attendees. Exceptions for recreation and fitness events may be made with appropriate approval from the Recreation Sports and Wellness Office on the applicable campus.
  • When possible, leave doors to venues open at indoor events to promote air circulation.
  • Signage should be put up promoting COVID-19 safety precautions. The Office of Campus Life will provide a generic template for multipurpose use, per approval from the Marketing Communications Office.
  • No food is allowed at any on-campus event unless Aramark, Carlyles, or a third party vendor that is trained in safe food preparation and distribution is providing and serving the food or it is prepackaged by a commercial vendor.

After the event

  • Ensure proper clean up.
  • Report any COVID-19 related concerns immediately to the Mercer Campus Health Center Hotline (478-301-7425).

Additional Guidance on Travel, Tailgates, and Sports Clubs

Student Group Travel Guidelines

  • Student organizations and club sports will only be permitted to travel with the pre-approval of their advisor and professional department overseeing the group (Campus Life, Recreational Sports, academic department, etc.).
  • All organizations must provide a detailed safety plan to the advisor and governing office (see above). This plan should address all safety measures, including, but not limited to, the following:
  • COVID-19 testing for unvaccinated students is recommended before and after travel
  • Mode of transportation and safety measures taken during transportation. If traveling by rental or charter bus, obtain the companies’ COVID-19 policies and specify our requirements before booking modes of transportation (i.e. vans, buses, etc.).
  • Lodging plan and safety measures for hotel (if applicable).
  • Safety measures to be followed at the event site.
  • Plan for meals (if applicable)
  • Safety plans may be submitted by email and provided along with applicable travel forms a minimum of seven business days prior to travel.

Tailgating Guidelines for Student Organizations

  • Tailgates should be properly spaced out to promote social distancing.
  • All tailgates should have hand sanitizer available by the sponsoring organization.
  • All people cooking or handling tailgate food should wear gloves and a mask.
  • No food should be left out uncovered.
  • When possible, groups are encouraged to hand out prepackaged food items.
  • Cups and plates should not be shared at any time.

Sport Clubs

  • Sports Clubs must comply with travel policies set forth above.
  • Each Sports Club must have an appointed Safety Officer to oversee all aspects of safe operations for the club, including, but not limited to, COVID-19. Safety Officers must submit safety measures and obtain approval from their advisor and the Office of Recreational Sports and Wellness prior to hosting meetings or practices.
  • Clubs should take measures, where practical, to limit direct contact and limit the sharing of materials.
  • In order to host events or visiting teams, groups must complete a plan approved by the advisor of the club and the Office of Recreational Sports and Wellness.