COVID-19 Policy for Events

Pomona College Policy for COVID-19 Safety at Events and Meetings

Effective January 18, 2022
Subject to change as public health guidelines evolve

Guidance on Events:

The following are guidelines for Pomona-sponsored events and meetings both on campus and off-campus. Individual event planners may choose to implement additional restrictions based on the specific nature of their event and/or audience.

Event planners are required to submit COVID-19 safety plans for each of their events using the procedures outlined in the Event Plan Review below.

Event Plan Review

  • To ensure that all campus events are following health and safety policies, and to advise event planners on best practices, all event plans must be reviewed and approved before implementation until further notice.
  • Academic event plans should be submitted to David Tanenbaum, Associate Dean of the College (david.tanenbaum@pomona.edu).
  • Student event plans should be submitted to Avis Hinkson, Vice President for Student Affairs and Dean of Students (avis.hinkson@pomona.edu)
  • Plans for events with significant involvement of alumni and/or parents should be submitted to Alisa Fishbach, Director of Alumni and Family Engagement (alisa.fishbach@pomona.edu).
  • All other event plans (or if you are in doubt to whom plans should be submitted) should be submitted to KJ Fagan, Sr. Director of Public Programming and Strategic Initiatives (kj.fagan@pomona.edu)
  • Event safety plans can be submitted online or via email and should include:
    • Speaker/performer (where they are from, what they will be doing, etc.)
    • Audience size and composition
    • Proposed venue
    • Whether food will be involved and in what manner
    • Your plans for masking
    • Any additional guidelines you plan to implement beyond the policy requirements
    • How your requirements will be communicated

Vaccination Status

  • State and County COVID-19 safety guidelines distinguish by vaccination status.
  • Guest speakers must be up-to-date on vaccination at the time of their engagement on campus. Event planners can refer guest speakers to submit proof of vaccination no later than three busines days prior to their event date.
  • Event attendees may be asked to disclose their vaccination status either directly or through self-attestation.
    • Self-attestation may be indirect, such as abiding by signage that requires unvaccinated people to wear masks.
    • Self-attestation may also be direct, such as explicitly requesting vaccination status disclosure during the event ticketing process or on a risk waiver.
    • At the discretion of the event planner, attendees may also be asked to demonstrate vaccination status by showing a copy of their vaccination card upon entry. Event planners should not retain this information.
       

Mask Policies

  • Public health authorities indicate that all individuals should wear a mask indoors and advise that individuals should wear a mask outdoors at events that meet certain conditions (see below).
    • Consistent with LA County guidelines, Pomona College currently requires that all College employees wear a well-fitting medical grade surgical mask or higher-level respirator, such as an N95 or KN95 mask on campus.
    • It is recommended that guests also wear a well-fitting medical grade surgical mask or higher-level respirator, such as an N95 or KN95 mask when attending events on campus.
  • For indoor events/meetings:
    • Consistent with LA County protocols, all individuals, including guest speakers, are required to wear a mask indoors regardless of vaccination status.
    • This requirement stands for external, internal and combined events on Pomona College’s campus or sponsored by Pomona College at an off-campus location.
    • This requirement will be communicated via signage and/or event-specific communications.
    • Event planners are responsible for enforcing this policy. Security staff should be engaged for this purpose if the event staff is not comfortable playing this role directly.
  • For outdoor events/meetings:
    • Attendees are not required to wear masks outdoors for events that are “passive” in nature, regardless of vaccination status. “Passive” events are those where the attendees are seated, watching a speaker, athletic contest or performance, and not interacting with one another.
    • Attendees are required to wear masks outdoors, regardless of vaccination status, when a group of 50 or more people are engaged in “active” events, such as dancing, singing and shouting or when interacting closely with one another, such as at a reception or social event.
    • Masking is highly recommended for all outdoor events when a group is together for two hours or more and/or social distancing cannot be maintained.
    • Masking requirements will be communicated via signage and/or event-specific communications.
    • This requirement stands for external, internal and combined events on Pomona College’s campus or sponsored by Pomona College at an off-campus location.
    • Compliance is based on the honor system, or event planners may elect to require documentation of vaccination status.
  • Higher standards can be set by event organizers if desired.
  • For rental groups holding indoor or outdoor events for external guests on Pomona’s campus:
    • Events must comply with Pomona College guidelines.
    • The renter is responsible for monitoring and enforcing compliance.
    • Non-compliance may result in forfeiture of the renter’s security deposit.
    • Even if not otherwise required under these guidelines, all Pomona College staff working at events with rental groups will be encouraged to wear masks regardless of vaccination status.
    • Higher standards can be set by event organizers if desired.

Policies for Events with Food Service

  • The state does not have specific guidelines for events with food other than to encourage unvaccinated people to maintain social distancing when their masks are off. The CDC discourages buffets and recommends offering served and/or packaged foods. Capacity limits have been lifted.
    • While capacity limits have been lifted by the state and county, Pomona College requires that indoor venues be limited to 50% capacity when food is being served to allow for at least 3 feet distancing between individuals.
  • Events/meetings with food are not permitted in academic buildings, regardless of the audience composition. The food service guidelines below pertain only to events/meetings in non-academic buildings.
  • Events that include any combination of Pomona College, 7C and external guests may offer the following food service options both indoors and outdoors:
    • Self-service buffets
    • Served buffets
    • Served meals
  • Food service staff must wear masks and gloves.
  • All events must abide by the mask guidelines set forth in this policy, based on location and number of attendees.
    • All individuals may unmask while actively eating and drinking indoors and unvaccinated individuals may unmask while eating and drinking outdoors so long as they are appropriately distanced.
  • For indoor events:
    • All individuals must be masked while using indoor buffets.
    • For combined (external/internal) events, guests must have been vaccinated or have received a negative COVID test within 72 hours before the event.
      • Compliance is based on the honor system, or event planners may elect to require documentation of vaccination status.
    • Attendance must be restricted to 50% of the stated capacity of the room to allow for at least 3 feet distancing between individuals.
    • Event spaces must be designed to allow for distanced eating for those who are unvaccinated and for those who wish to maintain social distancing.
  • These requirements must be communicated via signage and/or event-specific communications.
  • Higher standards can be set by event organizers if desired.
  • For external rental groups holding events with food service on Pomona College’s campus:
    • Events must be compliant with Pomona College guidelines.
    • The renter is responsible for monitoring and enforcing compliance and for placing appropriate signage.
    • Non-compliance may result in forfeiture of the renter’s security deposit.
    • Even if not otherwise required under these guidelines, all Pomona College staff working at events with rental groups will be encouraged to wear masks regardless of vaccination status.
    • Higher standards can be set by event organizers if desired.

Contact Tracing and Health Checks

  • For employee safety and contact tracing, Pomona College faculty, staff, and student employees who come to campus for any reason must fill out the Daily Health Check each time they plan to come to campus.
  • In general, external guests are not required by public health authorities to complete a health screening for their visits to campus. However, for the safety of the community, some form of health attestation must be included in event communication.
    • Event planners must ask attendees to attest to being symptom-free at the time of the event. At a minimum, this should occur through signage placed at the event entrance. Event planners may also ask for a health attestation in advance as part of the ticketing/reservation process if one is in place. Signage and health attestations should tell attendees not to come to campus if they:
      • Have started exhibiting any of the following COVID-19 symptoms in the last 10 days:
        • Fever or chills
        • Cough
        • Shortness of breath or
          difficulty breathing
        • Muscle or body aches
        • New loss of taste or smell
        • Sore throat
        • Congestion or runny nose
        • Nausea or vomiting
        • Diarrhea
      • Have or live with a person who has a pending or positive COVID-19 test due to potential exposure
      • Have had close contact with a person with a suspected or laboratory confirmed COVID-19 case within the last 10 days
      • Are currently under an order to isolate or quarantine issued by a health care practitioner, the Los Angeles County Department of Public Health or any other local, state or federal agency
    • Event planners are strongly encouraged to ask visitors to complete the daily health check form for external guests if the visit will:
      • Take place largely indoors; and
      • Will involve direct and lengthy (e.g., two hours or more) interactions with students, staff or faculty; or
      • Involve high risk activities, such as singing, yelling, dancing, eating, etc.
      • Managers will need to determine if the visitor activity meets these criteria and will be responsible for transmitting the form to the visitor in advance of the visit.
    • Vendors working at events will not be required to fill out a daily health check; however, vendors performing work on campus will need to provide their health protocols to the College for review and approval before coming to campus.
  • Contact tracing information and health attestations are encouraged, but not required, for guests at large, indoor campus venues, specifically, Bridges Auditorium, Bridges Hall of Music and Seaver Theater.
    • Information can be gathered in advance via ticketing/reservation systems. Information about campus policies and compliance agreements should also be incorporated into these processes.
    • Guests who have not obtained tickets or registered in advance may complete this information on-site using online forms accessed via QR codes or using forms accessed via iPad kiosks.