UAF COVID-19 event planning guidance

June 22, 2022

As things have begun to feel a bit more normal, it’s important to remember there are still requirements and recommendations for hosting events on campus. 

All events must be registered in the event scheduling platform 25 Live, for most indoor spaces, or the UAF event form, for outdoor events. 

Planners should follow UAF face coverings policy and continue to have face coverings and hand sanitizer available for attendees who may choose to use them. 

Fairbanks locations are currently at the yellow/medium COVID-19 community level. This means that:  

• Masking is optional and highly encouraged for larger gatherings (more than 100 people). It is recommended that you wear a mask if you are immunocompromised or at high risk for severe illness, and recommended if you live with or have social contact with someone at high risk for severe illness.
• University event organizers may not impose masking requirements, however the university reserves the right to require masks in some instances. External event organizers may set their own masking requirements.

In addition, please continue to communicate with participants ahead of time reminding them not to attend if they are ill. For participants who are ill, offer a virtual option, if possible. 

Vaccination requirements require chancellor approval for university affiliated groups. Non-university affiliated groups do not require authorization to impose a vaccine requirement. 

Events larger than 100 people attending in person must fill out a UAF COVID-19 mitigation plan and upload it with your space reservation or event form. Masks are encouraged for large events. 

Event organizers should have plans in place for what to do if there is a COVID-19 case among participants. This includes reporting cases via the UAF illness reporting forms and ensuring that close contacts at the event are notified. This is most important for multi-day events, where COVID can spread among participants and, in some cases, may necessitate altering plane reservations and finding alternative hotel arrangements for those affected so they can isolate. Event participants can also enable Alaska COVID ENX on their phones to help them track their exposure to COVID-19. 

When you schedule your space in 25 Live, you can upload any required mitigation plans and other documents. The scheduling tool also functions as the event form. More information and planning tools are included in the UAF COVID-19 event policy. Questions about events can be directed to Carla Browning via UAF-events-team@alaska.edu.