COVID-19 Updates and Guidance > Guidance > Health & Safety Practices > Planning In-Person Events

Planning In-Person Events

​​In alignment with the city’s “Protecting Chicago” framework and the state’s “Restore Illinois” guidelines, DePaul University has established protocol for on or off campus events and activities during Phase 4. It is critical to note that this is subject to change due to modifications to current guidance from city or state officials or a shifting in phases.

In accordance with recommendations from the Chicago Department of Public Health (CDPH) and DePaul’s commitment to keeping the community safe, virtual meetings should be considered first and foremost. Departments considering an in-person gathering must demonstrate why a virtual option is impossible.

Outdoor areas may be utilized when and where available (e.g., when not being used for outdoor classes or fitness). Physical distancing must be applied. Please note, as has always been the case, the DePaul Center Terrace and the Lincoln Park Campus Quad must be reserved via Student Centers/Conference Services.

If ANY of the following applies, individuals should stay at home and NOT come to campus or attending in-person gatherings:

  • Recently tested positive or received medical diagnosis for COVID-19.
  • Came into close contact with someone with COVID-19 within the last 14 days.
  • Awaiting COVID-19 test results.
  • Feel ill or have symptoms consistent with COVID-19. Attendees should refer to the Centers for Disease Control and Prevention symptoms list the day of the event BEFORE leaving home.
  • For more information on the Protocol for Reporting Confirmed COVID-19 Cases or Exposure, please click here.

Student Organization Event Protocol​

To align with the university’s decision to have the first two weeks of classes full remote, in-person student organization on or off campus gatherings are prohibited during that time (January 4-17, 2021).

Genral Guidelines

  • All events, activities, and meetings planned by student organizations, whether on or off campus, must be registered through DeHub at least 10 business days prior to the event.
  • All meeting attendees are required to wear masks and stay at least six feet apart from one another for the duration of their meeting or event.
  • If organizations decide to meet outdoors, attendees should still wear a mask, practice physical distancing and stay at least six feet apart from one another.
  • Singing and dancing groups will not be able to meet in the Student Center. These organizations are encouraged to meet virtually or outdoors and increase physical distancing.
  • Any student organization looking to have an in person meeting or event will be required to complete the Event Training for Student Organizations.
  • The Student Local Events & Travel Policy prohibits overnight events.
  • Please refer to the travel order issued by CDPH and communicate to all attendees that they may need to quarantine due to recent travel. States included will be updated every other Tuesday and in effect the following Friday.
  • The student organization sponsoring the event will be responsible for communicating necessary requirements on health screening prior to coming to campus, social distancing, and face coverings to all attendees prior to the day of the event.
  • The organization must also maintain a list of attendees and contact information should it become necessary for contact tracing.
  • As per the catering policy, university catering services must be used for all on-campus events.

Event Registration

  • All events, activities, and meetings planned by student organizations, whether on or off campus, must be registered through DeHub at least 10 business days prior to the event.
    • Just because an event is submitted in DeHub does not mean that the event is approved. The event needs to be approved by the university and confirmation is sent via DeHub to the event requestor.
    • It is critical to note that event approval is subject to change due to modifications to current guidance from city or state officials or a shifting in phases.
  • Student organizations will receive communication through DeHub within 3 business days of their event request. Event requestors are required to have their DeHub notifications turned on.
  • An on-campus room reservation request must be completed through EMS at least 10 business days prior to the event.
  • Student organizations may only host an in-person gathering once every 14 days.
  • Events will be limited to a maximum of 3 hours.
  • Log into DeHub
  • From your organization’s dashboard, click Events and then click Create Event
  • Complete the requested information
    • Remember, your event may require contacting and communicating with several different offices/departments on-campus. The earlier you submit your event, the more likely it is that any problems can be solved and your event can be approved.
    • Submitting incorrect or inaccurate information will delay your event registration process; be sure to include as many details as you can.
  • The organization must also maintain a list of attendees and contact information should it become necessary for contact tracing.
    • As part of our In-Person Events Plan, student organizations are asked to conduct contactless event check in for events. Check out this video for instructions.
  • Student organizations will be held accountable for failure to register events or hosting events that have not been approved.
    • 1st offense: A written warning will be issued to the student organization’s officers.
    • 2nd offense: The student organization will not be able to host an on or off campus event for a month (30 days), not including breaks and summer quarter.
    • 3rd offense: The student organization will not be able to host an on or off campus event for 10 weeks, not including breaks and summer quarter.

Department Event Protocol

  • To request an on-campus event or activity, please complete the Application for Approval to Hold an Event on Campus During Phase 4 at least ten business days in advance of the planned event. Conferences Services and the Community Health and Monitoring team will review the request within three business days.
  • Criteria to approve an event includes:
    • The room itself can accommodate the necessary social distancing.
    • The activity allows for face coverings to be worn.
    • The overall health risk associated with the activity is low.
  • As per the catering policy, university catering services must be used for all on-campus events.
  • Please refer to Chicago’s travel order and communicate with all event attendees that they may need to quarantine if they are traveling from one of the states covered by the order. Every other Tuesday, CDPH will update the list of states included in the order and it will go into effect the following Friday.
  • For more information or questions, please contact Kyle Janis in Conferences Services at kjanis@depaul.edu.
  • The department sponsoring the event will be responsible for communicating necessary requirements on health screening prior to coming to campus, social distancing guidelines and face coverings to all attendees prior to the day of the event. The department must also maintain a list of attendees and contact information should it be necessary for contact tracing.