Fall Opening 2021 - Appendix A


Fall 2021 Guidelines for RIC Events

Hosting events during Orange/Red Transmission (Subject to change based upon CDC or RIDOH guidance)

Introduction

Rhode Island College may host visitors and events that strictly follow CDC, RIDOH and RIC health and safety guidelines. All events and programs must be planned at a level of flexibility that may change at a moment’s notice to adhere to the most current health and safety conditions. Keeping the Rhode Island College Community safe is of paramount importance.

PROPOSED EFFECTIVE DATE
Monday, August 30, 2021

Student Events

Virtual Events:  Use RIC Zoom account  

  • Virtual meetings and events may be setup as meetings or webinars. 
  • If anticipated attendance is over 300, please contract Conferences & Events (events@ric.edu) to setup a Zoom webinar.

In-Person meetings and events: 

  • All participating students must:
    • Have valid RIC ID to enter event venue.
    • Be fully vaccinated.
    • Wear masks.
    • All students in attendance must be in compliance with RIC Vaccination mandate policy.
  • Process:
    • All meetings and events must be entered and listed as Web Request in RICRooms and confirmed by Conferences & Events.
       
  • Venue/usage guidelines indoors:
    • Setup to maintain three to six-foot distancing for seating.
    • Venue capacities:
      • The maximum capacity for inside meetings and events cannot exceed current COVID-19 capacities set through RICRooms.
      • These capacities change depending on the location. 
      • Pre/post COVID-19 cleaning protocol in effect. Additional charges may apply.
         
  • Venue/usage guidelines outdoors:
    • Outdoor events do not have an attendance capacity. 
       
  • Additional steps for large events (+50 individuals)
    • Student organization must designate a trained health ambassador to screen all participants as they enter (inside events only).
    • Health Ambassadors will be trained by Conferences & Events.
  • For additional guidance on events please contact Conferences & Events at events@ric.edu  
Other RIC Events including Events Involving Outside Guests

Virtual Events: Use RIC Zoom account  

  • Virtual meetings and events maybe setup as meetings or webinars. 
  • If anticipated attendance is over 300, please contract Conferences & Events (events@ric.edu) to setup a Zoom webinar.

In-Person meetings and events: 

  • Attendees must:
    • Be encouraged to be vaccinated.
    • Wear masks.
    • Pre-registration required
    • Walk ups / on-site registrations not allowed
    • ONLY vaccinated students are allowed to attend events with outside guests.
       
  • Process:
    • All meetings and events must be entered and listed as Web Request in RICRooms and confirmed by Conferences & Events
       
  • Venue/usage guidelines:
    • Setup to maintain six-foot distancing for seating
    • Must designate a trained health ambassador to screen all participants as they enter (inside events > 10 individuals only).
    • Health Ambassadors will be trained by Conferences & Events.
    • Venue capacities:
      • The maximum capacity for inside meetings and events cannot exceed current COVID-19 capacities set through RICRooms.
      • These capacities change depending on the location. 
      • Pre/post COVID-19 cleaning protocol in effect. Additional charges may apply.
      • Outdoor events do not have an attendance capacity.  
      • For additional guidance on events please contact Conferences & Events at events@ric.edu.
Approval Process
  • Larger (50+ individuals), more complex events must go through Conferences & Events and receive formal approval from Director of Health Services and AVP for Administration and Finance.
Music, Theatre and Dance Events and RIC Ticket Sales:
  • Set venue capacity at 33 percent.
  • Maintain six-foot distancing for seating.
  • Restrict day-of event sales.
  • At point of sale, ADD to terms and conditions of entry:
    • Vaccinations strongly encouraged.
    • Must wear masks
Cleaning Protocols
  • Pre-event/post event cleaning per established summer 2021 protocols
Campus Tours
  • All participants must be pre-screened.
  • Visitors must always wear masks.
  • Visitors must be fully vaccinated.
  • Campus tours cannot exceed 10 visitors per tour.
  • Must maintain a three-foot distance.
  • Virtual tours are also available.
Food/Catering
  • No outside vendors such as food trucks allowed for events.
  • All catering orders must go through Donovan Dining Services.
  • All catering must be served as packaged food, box lunches/dinners, etc. and approved by Donovan Dining Services.
Health Ambassadors
  • A trained health ambassador may assist at indoor events with OUTSIDE guests, if available.
  • Conferences & Events staff will assist training designated health ambassadors.
Contracts

All contracts with outside artists MUST contain as an addendum the following Force Majure clause (approved language used in current EMS contracts):

In the event COLLEGE cannot make the Campus available or in the event LESSEE is unable to use the Premises because of a Force Majeure event, this Agreement shall terminate; each Party shall be excused from their obligations hereunder; no party shall be liable to the other Party in connection with such termination. Upon occurrence of a Force Majeure event (as defined above), the non-performing party shall promptly notify the other party that a Force Majeure event has occurred and its anticipated effect on performance, including its expected duration. COLLEGE shall be entitled to payment for any and all work performed (such as full catering costs) up to and including the date of notification of the Force Majeure event, notwithstanding cancellation clause parameters found herein under this contract.

  1. CANCELLATION/INTERRUPTION:
    • Cancellation for Force Majeure: A “Force Majeure” is an unforeseen event that (i) is beyond the control of the COLLEGE  or LESSEE and may include, but is not limited to, Acts of God, significant inclement weather conditions, fire, flood, labor difficulties, strike, civil disturbance, war (whether declared or not) , riot, blackout, air raid, acts of public enemy, acts of terrorism, epidemic, pandemic, quarantine or any law, order, rules, regulations, acts or restraints of any governmental body of authority and (ii) make it impossible or impractical to perform the obligations hereunder. Restrictions on access to the Premises or the COLLEGE and/or closure of the COLLEGE (except for any essential operations) as determined necessary by COLLEGE at its reasonable discretion also shall be a Force Majeure event. The COLLEGE and the LESSEE shall exercise reasonable due diligence and cooperate to avoid or mitigate a Force Majeure event.
    • Should COLLEGE desire to cancel or be unable to perform this Agreement and if notification is given in writing to the LESSEE at least twenty-four (24) hours prior to the date of scheduled use, the COLLEGE shall return any payments, less full catering costs, and the LESSEE and COLLEGE shall be relieved of any further obligations under this Agreement.
    • Should the LESSEE desire to cancel the Agreement and if notification is given in writing to the COLLEGE at least twenty-four (24) hours prior to the start of the scheduled event, the LESSEE and COLLEGE shall be relieved of any further obligation under this Agreement. It is, however, understood that if the event is cancelled by the LESSEE, the LESSEE shall refund all monies for all expenses, incurred such as full catering costs, etc. and shall reimburse COLLEGE for all actual verifiable expenses incurred to date.
    • In case of cancellation by the LESSEE, it shall be the responsibility of the LESSEE to make reasonable public announcements, at LESSEE’s expense, concerning the cancellation as soon as possible.
    • COLLEGE shall retain the right to cause the interruption in the interest of public safety, and to likewise cause the termination of such event when in the sole good faith judgment of the COLLEGE such act is necessary in the interest of public safety.