Conference & Events Planning

Guidelines for Events during COVID-19

No in-person events may be scheduled on campus until after October 1. After that date, you may contact cep@reed.edu about reserving space on campus. During the pandemic, Virtual EMS is not available for reservations, so please contact CEP directly until further notice. Note that the October 1 date and guidelines for in-person events are subject to change.

Guidelines for In-Person Events

Faculty, do you need space for your commuter students to attend your online course? Email cep@reed.edu with the course call number, the day(s) and time(s) of the class, and a member of the CEP team will schedule a room for commuter students to use to attend the online course. Note that commuter rooms are reserved by course, not by individual student, and all students needing a commuter room for a particular course at the same time should use the same room. Students are responsible for cleaning the rooms before and after each use with the supplies provided in the rooms.

Classrooms and In-Person Events on Campus

What is the size limit for in-person classroom instruction and in-person events on campus?

For in-person classroom instruction, Reed is following Oregon Health Authority (OHA) and the Higher Education Coordinating Commission (HECC) guidance, which limits the maximum number of people to 25 in counties that are at baseline or in Phase I.

Until further notice, Reed is limiting indoor events to 10 people and outdoor in-person events to 25 people, unless approved in writing by a senior staff member. Events are meetings or gatherings, social or otherwise, that are not part of classroom instruction.

More information on in-person event restrictions can be found on Reed’s COVID-19 Prevention & Response website.

How do I reserve a room for an event?

To provide adequate time for us to assess academic space needs and to limit in-person events at the start of the semester, room reservations for in-person events will be put on hold until October 1, 2020, unless approved in writing by a senior staff member. For more information on reserving a room for an event, review the conference & events planning website.

What COVID-19 safety measures are being implemented in classrooms?

Reed is implementing the following safety measures:

  • Facilities services will disinfect classroom surfaces twice daily and conduct nighttime deep sanitation procedures.
  • Cleaning supplies, including hand sanitizer, sanitizing wipes, spray bottles of disinfectant, and paper towels for intermittent cleaning will be set up on classroom tables. Supplies will be monitored by facilities services and replenished as needed.
  • In-person classroom instruction will not exceed a capacity of 25 persons while Multnomah County is in Phase I.
  • Classroom capacities have been reduced (minimum of 35 square feet per person) and room setups have been reconfigured to support social distancing. A high-level summary of room diagrams and max capacities can be found here. For details, contact conference & events planning.
  • Social-distancing room diagrams will be posted in every classroom and event space.
  • Rooms will be available for off-campus students to participate in remote classes. Faculty members should contact conference & events planning if students in their classes are in this situation.
  • Until further notice, spaces reserved for classroom instruction will not be available for event use to allow for classroom cleaning and sanitation.
  • The college has increased the time intervals between classes to allow for slower and more organized exits and entrances.
  • Building-specific modifications have been made to improve ventilation.

What is the purpose of the new outdoor tents on the north side of Eliot Hall and in the Quad near Commons?

Four temporary tents are being installed on campus grounds to provide additional on-campus space with high ventilation. Social distancing and indoor protocols regarding face coverings must be followed under all tents; however, face coverings are not required while eating.

Classroom tents

  • Three tents are being set up on the north side of Eliot. The tents are named Earth, Wind, and Fire.
  • Each tent is (30’ x 40’ or 1,200 square feet) and has 25 seats.
  • The tents are reserved for in-person classroom instruction only.
  • The tents will not have internet access (outside of campus Wi-Fi) or audio-visual equipment. Edit added August 19: Campus Wi-Fi is weak outdoors and may not be reliable under the tents.
  • Initially, each tent will have two sides without walls to help with ventilation while still providing some sound insulation from the other tents.
  • When the weather gets cooler, all four side walls will be used and heaters will be added.
  • After all side walls are installed, there will be four sliding panels to allow the regulation of air flow.

Quad tent

  • The Quad tent is a designated meal space that will be managed by Bon Appetit; it is not to be used for any purpose other than dining.
  • Initially, the Quad tent will only have one side wall to help with ventilation while still providing some sound insulation. When the weather gets cooler, all four side walls will be used and heaters will be added.
  • The Quad tent is 80’ x 100’ or 8,000 square feet, and it has 126 seats. (Note: the capacity will be lowered to 100 after walls are added, per OHA regulations.)

What spaces will be available for in-person event use?

In-person event space will be limited in the fall. The following limitations and guidelines apply:

  • Room availability is limited to rooms not reserved for in-person classroom instruction. Reservations are first come, first served.
  • Room capacities have been reduced (minimum of 35 square feet per person), and rooms have been reconfigured to support social distancing. A high-level summary of social-distancing room setup diagrams and max capacities can be found here. For details, contact conference & events planning.
  • Event organizers must take rooms in their standard configuration (as is).
    • AV staff are not available to support non-academic meetings or events.
    • Facilities services staff are not available to support non-academic meetings or events (furniture delivery and setup, cleaning, etc.).
  • Cleaning supplies, including hand sanitizer, sanitizing wipes, spray bottles of disinfectant, and paper towels for intermittent cleaning, will be available in all common rooms. The individuals using the room are responsible for cleaning and sanitizing the space before and after the meeting or event.
  • Event organizers are responsible for enforcing public health measures, including social distancing and face covering requirements.
  • Event organizers must keep a record of every participant's name.
  • Events must conclude by 9 p.m. to allow time for the space to be cleaned.
  • As always, classes and class-related activities take priority in academic spaces; if you are booking a space within the first few weeks of the semester, changes in the academic schedule may require us to move, cancel, or reschedule your event.

What AV support will be available in the fall?

The AV department is prioritizing its resources to support academic classes during the fall semester, which means the following:

  • AV will not be able to provide technical troubleshooting outside of classroom support hours.
  • No AV systems (sound systems, cameras, projectors, etc.) will be deployed or provided in spaces without existing AV systems.
  • AV will not be able to supply staff to operate equipment in spaces with installed AV equipment for non-academic events. If a non-academic event or meeting is scheduled in a space with an installed AV system, the event hosts or presenters are welcome to use the equipment with the expectation that they make do with the equipment available in the space and handle the setup and operation of the equipment on their own. Operation instructions have been posted in spaces with installed AV systems.
  • A limited selection of AV equipment is available through the Instructional Media Center (IMC). Availability may be limited, and priority goes to academic needs. Check with the IMC for details.
  • Built-in classroom computers are not available for use in order to minimize the number of shared surfaces in the classroom. Those needing to use computers will need to bring their own laptops or tablets.

What can I do to help support safe classroom and in-person event environments?

To support safe and healthy classroom and in-person event environments, follow these guidelines:

  • Maintain a minimum physical distance of six feet in entryways, hallways, and waiting areas.
  • Enter and exit rooms one person at a time.
  • Use the self-cleaning station before and after classes, especially after using shared items such as keyboards.
  • Bring your own dry-erase markers, erasers, and chalk.
  • Make sure to arrange furniture to allow for social distancing and return the room to the social distancing diagram setup after each use if you move the furniture.
  • When you enter a classroom or arrive at an event, do not shake hands, give hugs, or bump elbows.
  • Wash your hands often.
  • Stay home if you have been diagnosed with COVID-19, are experiencing symptoms of COVID-19, are awaiting COVID-19 test results, or may have been exposed to someone with COVID-19.
  • Follow CDC public health guidance.

If you have questions, please email the COVID-19 Risk Assessment Group.

Guidelines for Virtual Events

Events at Reed will look different this semester, as many talks, lectures, and other gatherings that would normally be held in person will now happen virtually. Following are some guidelines to help you host successful online events.

We recommend that you start by consulting this resource page on Reed’s website about how to use Zoom for meetings and events and set up your free Reed Zoom account. This CIS resource guide details the various possibilities for Zoom meetings so that you can structure your event in the format that works best for you.

All Zoom free licenses allow up to 100 participants by default (meetings limited to 40 minutes). The Pro licenses available to faculty and staff have a 300 participant limit and unlimited minutes. Zoom Video Webinar allows you to broadcast to a larger number of view-only attendees, depending on the size of your webinar license. Questions about licenses and participant limits should be directed to CIS.

Conference & Events Planning is available to help you plan your virtual event. If you are organizing a large-scale or high-profile public event (such as a major public lecture or performance) for which CEP would normally provide event management, logistical coordination, and onsite support, a CEP event manager can help run your virtual event by being present in the Zoom meeting or webinar and managing the online logistics. If you are organizing a smaller departmental event for which you would normally handle the majority of the planning and logistics yourself, a representative from your department should plan to host and be present at that virtual event.

Conference & Events Planning managers can host large events on their Zoom accounts for you if they are helping to plan your event. All smaller departmental events should use the Zoom accounts of individuals from within the department for hosting, and CEP staff will not be present at those events.

Virtual events should be posted to Localist. When posting your event, be sure to choose the “Virtual” event designation instead of “In Person” in the Location/Experience category.

You should not post Zoom links or passwords in the Localist event description. Options for distributing Zoom links securely include:

  • Zoom Registration: When you create your event in Zoom, you can choose to require event registration and then post the registration link to your event. When someone registers via the link, Zoom will send them the meeting login and password information.
  • Event RSVP: Include the organizer’s email address in your Localist event and take RSVPs, with the organizer sending out the meeting link information individually.
  • Secure Webpage: Create a departmental webpage that requires a Reed login, and post all of your Zoom links there. Link to your webpage from the Localist event.
  • Calendar: Create a calendar that requires users to subscribe and post your Zoom links there.

If you have any questions about virtual events, CEP is here to help you navigate them. Feel free to contact us at cep@reed.edu.

Tips for Running Zoom Events

  • Determine roles in advance.
    • Who controls the permissions/waiting room?
    • Who will engage with the chat room?
    • Who is the timekeeper?
    • Who asks the questions?
    • Who provides the ground rules? (It's always good to let everyone know the expectations for how the session will be run, how to interact, how long, etc.)
  • Depending on the number of participants, determine if you're going to let people ask questions in person or ask them to type them into the chat. Having them type saves time and avoids someone with runaway questions, but having questions asked in person is more friendly and personal.
  • Using two screens can be helpful.
    • 1st Zoom screen
    • 2nd chat bar and participants
    • 3rd for working script/Q&A document
  • Create a Google document that is shared with the speaker to be used as script and provide cleaned up questions from the chat bar (chat bar can become unruly and messages are lost).
  • Have a plan for if you lose connection.
  • Remind presenters that a wired connection is always best (sometimes this involves coming to campus).
  • Remind presenters to have a nice backdrop to their Zoom room (offer Zoom backgrounds).
  • Make sure that if people are registering via Zoom for the event (recommended) you manually send a reminder email to everyone who is confirmed with their unique login (easy to do via Zoom). Monitor the designated email inbox at the start of the event in case people email asking for support.
  • Double-check all the permissions/settings before you begin the session.
  • Practice with panelists/volunteers before you launch!