Chat Transcript
Maygan Williams
University of South Alabama
Gregory Tack
Greg Tack, Quinnipiac, Club Sports
Cynthia Lally
Bellarmine University, Intramural & Club Sports
Ross Rod - UT Austin
Ross Rodriguez - Senior Assistant Director of Facility Operations at UT Austin
James Alexander
James Alexander Loyola Chicago Club Sports
Anthony U of Central Arkansas
University of Central Arkansas
Sara Showers
University of South Carolina | Operations & Events
Ashley Marsh
Hi from UC Santa Barbara!
Julia Neal
University of Akron - Julia Neal Informal Rec/MKT/Events
Shana Kessler
Hi friends! Shana Kessler from Central Washington University, Intramural Sports and Special Events Coordinator
Hannah Lanzillotta
UNC Greensboro, Special Events
Trevor Smith
UW-Madison, Scheduling & Events
Adrienne Gossett
Adrienne , Northwestern University
Melanie Depoian
Melanie Depoian - UT Dallas Program Outreach & Special Events
Jeremy C - KU
University of Kansas
Senior Coordinator - Facility Operations
Davetta Lackey
Davetta Lackey, Operations Coordinator, FAU
Jackie Toews
Jackie Toews - UBC Okanagan (Kelowna, BC)
Anna Champion - AUM Wellness (Auburn University at Montgomery)
Assistant Director, AUM Wellness Center
Mallory Valentine
Mallory Valentine - University of Iowa, Assistant Director
Jeffrey Rensel
Arizona State University
Pat Kutcher
Pat Kutcher University of Iowa Fitness
Cassandra Tompkins
Good morning. Okanagan College, Kelowna, BC
Brian Mills
University of Houston-Clear Lake, Member Services
Devon Wilde
Texas A&M University - Corpus Christi - Aquatics/Facilities
Scott Sharp
University of Colorado, Denver- Facilities and Ops
Emily Davidson
Hey! I’m at University of Missouri - St. Louis and I am the Associate Director
Ashlee Miller
University of Minnesota - Events and Operations
Rachel Horras
University of Colorado Boulder
Dina Daltorio
Ohio Wesleyan University, Student Life
Dan Spector
Virginia Commonwealth University, Scheduling and Events
Drew Cantwell
LSU - Facility Operations
Zach Jopnes
UCSB Student Events
Sandy Corsi
Sandy, Boston College - Assistant Director, Member Sales & Services
Andrew Havrisko
Rowan University, Glassboro, NJ
Kari Miller
Hi, Kari--Operations & Events Oregon State University
David Grassi
Washington State University, Membership Coordinator
Matthew Sauceda (CSULB)
CSU, Long Beach - Business Operations
Laura Bent
University of Maryland - Facility Reservations & Event Services
Melissa Hazzard
Shippensburg University - Associate Director
Vicky Jaeger
I am from a small college in northeast Iowa - Luther college and I am a one person show that deals with intramurals/outdoor rec and fitness.
Eden Huerta
Spcial Events/ Operations Coordinator - UC Riverside
Staci Snyder
UCLA - Facility and Operations
Zach Snyder
Ohio State University, Special Events
Matt Clair
University of Maryland Assistant Director of Reservations and Events
Zach Talstein
Ohio State University
Amanda Reardon
Amanda Reardon, Membership, Youngstown State University
Eric Schutter
University of South Carolina, Operations and Events
Allison Einhouse
Allison Einhouse from University of Arizona
Samantha Cohen
Hello from University of Missouri - Columbia (MIZZOU!) - Event Coordinator
Austen Shipley
Arizona State University, Events and Programs
Stephen Whitmer
Leslie Whitmer Embry Riddle Aeron University, Director Of Int and Rec sports
Brooke McCall
Brooke McCall, WREC Programs Coordinator. CSU, Chico
Blair Smith (UVic)
I work at the University of Victoria (BC, Canada) working in student-focused Athletics and Rec events
Dorothy Stromdahl
Hello! Syracuse University - Facility Operations
Matthew Dantism
Wake Forest University
Drew D'Elia
Rowan University (Glassboro, NJ)
Katie Bible
Cleveland State University - Assistant Director Scheduling & Operations
Margaret Rodgers
Margie Rodgers - Assistant Director of Event Operations at University of Colorado, Boulder
Chelsea Dolly
Chelsea Dolly Assistant Director of Programs Indiana State University
Taryn McEachrane
University of Miami (Medical Campus)
Brian Mills
University of Houston-Clear Lake- Member Services
Mitchell Plumer - Presbyterian College
Presbyterian College - AD of Student Involvement of Student Involvement - Campus Rec
Gabor Jerkovits University of Regina
University of Regina, Sask, Canada. Facilities Manager
Jeremy C - KU
Restrictions in numbers? Restrictions in groups allowed (i.e. student groups only)?
Hannah Lanzillotta
how are you revising what special events student positions might look like?
Ashley Marsh
Any success with new digital events?
Mallory Valentine
Any restrictions on community events v. University sponsored events? Different restrictions?
Emily Davidson
Timeline to allow events again in facilities
Cynthia Lally
What does summer staffing look like? Are you offering online positions if your facility is remaining closed (i.e. social media coordinator)?
Sandy Corsi - Boston College
Restrictions in numbers in areas. Any restrictions on outside groups/community.
Stephen Whitmer
share any special events that have worked
Jeremy C - KU
How might schools be dealing with revenue impact from cancelled/restricted events/reservations
Mallory Valentine
Food policies as it relates to events.
Kari Miller
Our state just released *some* additional guidance for summer camps, and we're now translating it into contract materials & directives for internal and external youth camps. Would love to hear more about peer institutions and their approach.
Emily Davidson
Outdoor events vs indoor events
Easton Henrikson
Alternative to what the fall back-to-school kick-off event would look like virtually or in person with physical distancing
Andrew Havrisko
Policies for contracted events. Are they allowed? Is cancellation language included in case students aren't on campus in the Fall? What do those look like?
Shana Kessler
What types of changes are you anticipating for annual/keystone events and how might that impact campus community, revenue, and stakeholders for traditional events?
Jeremy C - KU
Anticipated additional staff needs to supervise increase restrictions? Physical distancing or otherwise?
Amanda Simmons-VCU
Has anyone established a 3 phase "re-opening" plan for events? Is anyone already opening? If so, allowing events less than 10, or no? I believe I have seen that phase 1 is less than 10, phase 2 is less than 50, and phase 3 is unrestricted?
Margie Rodgers - CU Boulder
Cleaning procedures during special events? Masks required?
Sandy Corsi - Boston College
Masks required at special events
Pat Kutcher
are locker rooms open for special events and who monitors them for social distancing, disinfecting surfaces when custodians aren't there.
Jeremy C - KU
Is a dedicated special events staff the norm?
Jeremy C - KU
Maybe not "the norm," but common?
Ashley Marsh
Our Special Events staffing model is similar. We have 50 students dedicated to Special Events; however, because hours are variable depending on the weekend, several of them also work in other program areas.
Shana Kessler
We have a separate budget for our special event staff but we hire from within for it, so they're hired on an as-needed basis mostly from the intramural sports staff
Ross Rod - UT Austin
@Texas, as I mentioned, we do not have a dedicated Special Events Staff. Each of our Facility Operations teammates is assigned a “Special Events (ALL)” designation so they are all able to work and assist with Special Events, but they get the bulk of their assigned hours by working shifts in our facilities.
Melanie Depoian
We do not have a dedicated team, I pull from our current staff throughout the department as I need them, allowing for our student staff to pick up extra hours
Kari Miller
Here at Oregon State University we "train up" current students from mostly operations but also additional areas. This allows for max flexibility alongside consistent hours.
Mallory Valentine
University of Iowa has two different models. For our community events, the facility staff manage those events. For program events, we will hire staff from other program areas who are looking for additional hours or have interest in the event to help manage the staff. This is mainly due to the limited number of program special events.
Aaron Brooks
Everyone student we hire automatically gets a "special events" code they get hired under so we can pull from all of our students in each program area to help with special events as needed
Ross Rod - UT Austin
We have a priority: Academics first, RecSports programs second, Athletics third, Other paying departments/Student Organizations next. Student Orgs get 3 reservations per semester
Ashlee Miller
U of Minnesota has a similar priority structure but we also have slightly different priority for specific rooms
Kari Miller
We have priority schedules organized by blocks per space. They apply to all academic terms with the exception of summer & breaks.
Cynthia Lally
We have a priority listed on our website under reservations: Campus Recreation programs first, Varsity athletics second, academic classes third, Registered Student Organizations fourth, and then all other university members last. However, when there is a university-sponsored event (i.e. Alumni Trivia Night), that always gets bumped to the top.
Jeremy C - KU
KU Rec Services is fee funded, so students will (almost) always take priority.
Hannah Lanzillotta
Besides academics, we're pretty much first-come-first-serve but external groups do need to provide insurance
Ross Rod - UT Austin
Priorities for us won’t change in terms of hierarchy at UT-Austin. However, the opportunity to have events is going to be delayed for now as we plan to begin to re-occupy our facilities and re-open campus.
Melanie Depoian
Right now we have attempted some virtual events, with a low attendance for events after 5 pm. Have had better luck with recorded content
dwayne saunders
Dwayne from Elizabeth City State University. As of right now we are looking about fitness classes virtually.
Jeremy C - KU
2020 Recreation Movement - virtual fitness classes.
Cynthia Lally
We're looking into hosting a virtual 5K
Jackie Toews - UBC Okanagan
Virtual Group Fitness Classes (Zoom, YouTube, Instagram Live) & our Athletics Banquet was hosted via Instagram as well.
Anthony U of Central Arkansas
Group exercise, but dying out as well.
Cynthia Lally
We are trying to utilize Discord to connect students.
Aaron Brooks - University of Akron
We are hosting weekly Instagram fitness classes and are getting ready to unveil a virtual scavenger hunt that is themed to our University and the surrounding area that students can do from anywhere
Kari Miller
At Oregon State we've had virtual fitness via Instagram Live & Zoom, Adventure webinars on Zoom, as well as some one time later evening events via Zoom.
dwayne saunders
If We are on campus we will limit the number of students/faculty and staff that can enter the building. This will based on capacity and social distancing.
Anthony U of Central Arkansas
Esports is sporadic.
Amanda Christianson
Plan to use Challenge Runner to host fitness challenge in summer. Integrates with devices and apps to track activties
Ashley Marsh
UCSB has hosted virtual fitness, walking, and running events so far - mostly live through Zoom
dwayne saunders
However, as of right now we will not be doing no contact sports.
Easton Henrikson
Virtual trivia, Pictionary, esports, and Netflix watch parties
Amanda Reardon
Facebook live for our student awards
Davetta Lackey - FAU
Our outdoors area have started sharing virtual local trips around Boca and post them on Instagram
Melanie Depoian
For live, our entire campus moved to Teams before this and we have had great success in using Teams live events. For record content, we have had success on IGTV.
Anthony U of Central Arkansas
@Aaron: The NPS has the Iron Ranger Challenge.
Ross Rod - UT Austin
yeah you do!
Ashley Marsh
Checkout the GooseChase app for a scavenger hunt platform
Matt Clair
Our bike shop is using Strava to do cycling challenges for each month.
Greg Tack - Quinnipiac
Virtual 5k ran really well at Quinnipiac as well!
Trevor Smith
The race day events company local to Madison is doing similar challenges where they provide different routes for participants to run around Madison during a specified time period.
Kari Miller
This Friday we're partnering with Dining Services to do a "Nailed it" like cookie decorating contest. First 25 on-campus residents to request kits get them for free, after that it's $8/ea. Participants encouraged to post pics of their final result as well as participate in a live webinar featuring a pastry chef on Friday night at 7.
Ross Rod - UT Austin
For our introductory phase of re-occupation at UT-Austin, we won’t be holding any events in-person.
Scott Vaculik
We have been told no events until July 1st.
Amanda Christianson
At CSUN no face-to-face activities, but Fall has not been decided yet.
Cynthia Lally
We have been told that our facility will be the last on-campus to open at the very end of the summer if all goes as planned. However, the university has asked us to plan as if campus will be open by early August.
Trevor Smith - University of Wisconsin-Madison
At Wisconsin, we're still waiting for direction from campus but anticipate there will be limitations to abide by when we do start receiving/scheduling event requests and events. Currently can't events through June 30.
Sara Showers
Right now UofSC is focusing plans on how open rec operations will resume, events (outside of campus rec) are on the back burner (could not be until Spring 2021). Nothing will happen until Aug 1st
Jeremy C - KU
KU has no summer camps, events, etc. through August 7.
Jeremy C - KU
I.e., the summer session.
Shana Kessler
Central Washington has no in-person events or camps for summer quarter, which runs through end of August.
Julia Neal - UAkron
UAkron no large events until 8/2
Kari Miller
Youth camps have been lumped with childcare in our state, so we're now trying to sift through guidance to present any/if all options to our summer camp clients to see if any are still feasible and safe.
Amanda Simmons-VCU
We are not currently taking requests for space (doesn't open until July 15 for Fall anyways), so hopefully we will know more by then. For our first phase of re-opening we won't be holding events. I anticipate we should get some guidance from the state regarding group interactions, but as of right now Virginia does not want groups with more than 10 people in the first phase of opening, so we will follow those guidelines as they come out/adjusted.
Stephen Whitmer
using Strava for 100 miles (riding running or walking) for the month of May v9a fitness
Margie Rodgers - CU Boulder
All events/camps have been canceled through July 31 at CU Boulder. Still waiting to hear on what the fall will look like. Anticipating no groups of more than 10 allowed. Our facility will have capacity restrictions and social distancing restrictions. We may also have to close certain areas of our facility (such as ice rink) so that will affect requests
Ashlee Miller
We'll be following state and University (MN) guidelines which haven't been announced yet. I will be surprised if many groups want to host events for awhile....
Julia Neal - UAkron
Been discussion of using courts for classroom space, so they can have social distance in large space
Sara Showers
Julia ours (UofSC) has been as well, including the university union. Questions have been asked on how chairs will be set up/torn down and also disinfected in-between. as well as acoustics.
Corrine Pruett
There has been discussion at WVU of using courts for lab space as well.
Cynthia Lally
What is everyone's travel restrictions? Just wondering how Club Sports will fare in regards to practice and competition come Fall. We have a Bass Fishing team which competes in the summer, as well, so we are struggling to decide if they should be allowed to travel since their league is actually hosting tournaments.
Julia Neal - UAkron
Sara, so similar, acoustics, disinfecting, etc
dwayne saunders
Is there anyone planning to facilitate contact sports in the Fall?
Julia Neal - UAkron
We have 2 separate court 'spaces' 3-court & 2-court, so really only 2 courts at a time, but could be offered rom 7 a - 11 p each night.
Anthony U of Central Arkansas
@Cynthia: Budget hit took most travel out for our club sports.
Scott Vaculik - SHSU
Yes, we wont know until we know budgets.
Shana Kessler
I have to head off to another meeting, but if anyone is interested in connecting on intramural sports fall program planning we have a zoom call scheduled for tomorrow at 9am PT, email me at kesslersh@cwu.edu to get added to the zoom invite
Sara Showers
yes, that's been the concern as well. depending on state/local restrictions are determined by space or building at a whole. I've requested our team to send block schedules asap so we can get "on the books" prior to the registrars office grabbing hold of our spaces.
Ross Rod - UT Austin
Students will help to pick-up additional cleanings with our 3rd party contractor increasing day porter coverage.
Jackie Toews - UBC Okanagan
More student staff hired.
Amanda Christianson
Staff will take on more responsibilities to cleaning but participants will be given supplies to disinfect again. Also 3rd party vendor will likely be used more.
Amanda Simmons-VCU
It will be a mixture of shared responsibility. We won't have all spaces opening, and will still have the same amount of housekeeping staff, so they will be cleaning the same spaces, just more frequently. Also will be responsible for wiping certain things ("high touch surfaces") down hourly. Our lifeguards and facility operations attendants will also be responsible for cleaning more frequently than they usually do.
Ross Rod - UT Austin
UT-Austin: We don’t have a cancellation fee for events that decide to cancel, no matter the window of time we get. Where the groups might incur costs is with the other agencies (campus custodial; fire services; Events & Moving Services, etc.) but we don’t charge a fee as long as we receive notice of the cancellation.
Ross Rod - UT Austin
If it’s a no-show without notice by a department, there might be a different conversation.
Kari Miller
For any in-place contracts we are having to cite the "force majeure" clause right now, but we are waiving our usual cancellation fees at this time. We will take tentative requests for fall and next year and place holds, but will not send out contracts for signature at this time.
Trevor Smith - University of Wisconsin-Madison
We have a 1 week cancellation policy. If they cancel within a week prior to the event, they will pay any staffing charges and may be subject to facility charges as well but that's up to our discretion.
Julia Neal - UAkron
Ross, that is also Akron's policy, we allow cancellations at any time,
Sara Showers
All cancelations need to be made at least six (6) calendar days prior to the space/event reservation date to avoid penalties.
Day of cancellations (with less than 24 hour notice) and “no-shows” will also be assessed 50% of all previously established staffing fees.
*Cancelation/No Show Offenses:
First Offense: Suspension of space/event reservation privileges for 30 calendar days
Second Offense: Suspension of space/event reservation privileges for six (6) month
Third Offense: Suspension of space/event reservation privileges for 365 days
Cancelation/No ShowWhen a space/event reservation is canceled within five (5) calendar days, a cancelation fee will be charged to the group.
Day of cancellations (with less than 24 hour notice) and “no-shows” will also be assessed 50% of all previously established staffing fees.
*Cancelation/No Show Offenses:
First Offense: Suspension of space/event reservation privileges for 30 calendar days
Second Offense: Suspension of space/event reservation privileges for six (6) month
Third Offense: Suspension of space/event reservation privileges for 365 days
Cancelation/No Show University
5 calendar days $50.00
72 hours $75.00
*24 hours/no show $100.00
Scott Vaculik - SHSU
Agree with Ross. We do not charge fees for cancellations.
dwayne saunders
No cancellation fees. We just asked the group to follow up two days prior to their event. If they don't we open the space back up to our general population.
Margie Rodgers - CU Boulder
We have a force majeure clause too
Kari Miller-Oregon State U
We are also preparing some addendums that can be added to contracts *if* we are able to hold any small scale events this summer that addresses protocols and requirements for clients.
Margie Rodgers - CU Boulder
Is anyone reconsidering how food is handled at events?
Jackie Toews - UBC Okanagan
No officials required.
Cynthia Lally
Are you talking about Club Sports or Intramural Sports?
Greg Tack - Quinnipiac
What type of events are groups running for over the summer when students are not on campus? Are any virtual events still being held?
Sara Showers
not required, but we do have requests depending the scale and they must utilize our IMS officials, no external officials
Easton Henrikson
Is anyone doing a virtual back to school event in fall?
Easton Henrikson
or adapting it for smaller groups
Jeremy C - KU
@Easton - still waiting University protocol. We help with hosting a large event, but we're still waiting to see if that event will be hosted.
Allison Einhouse
At University of Arizona we do not require officials, but will require third party security depending on the scale of the event
Cynthia Lally
We don't require officials but I require one of my officials to be present to supervise the event.
Ross Rod - UT Austin
Agreed. Depending on size and scale, we may bring on additional SE Staff and bill that back to the organization
Sara Showers
usually those types of events want them so they do not fall on the hands of the organizations. not required, but requests. along with event support staff and opportunity to have an athletic trainer. AT's are not required due to the cost.
Ashlee Miller
@Easton, as of now, we are planning on doing an in-person event but we are going to have a virtual back-up plan in the event we are told it cannot be in-person. This would be for our in-coming freshmen during Welcome Week
Kari Miller-Oregon State U
No buffet-style offerings. All prepackaged in boxes/bagas.
Scott Vaculik - SHSU
Our campus has a contract with a third party food vendor in which they would have to go through them.
Jeremy C - KU
@Marjorie - We require a food waiver through our memorial Unions. We'll defer to any updates/requirements they'll make.
Ross Rod - UT Austin
Food handling will have to be examined to limit exposure.
Jeremy C - KU
@Margie* Sorry!
Ashlee Miller
We have exclusive catering in our facility with our café located in our lobby. I'm not sure what the cafe's plan is with reopening though.
Margie Rodgers - CU Boulder
Thanks everyone!
Ross Rod - UT Austin
Vendor for us doesn’t matter, but they do have to submit food offerings through Environmental Health & Safety to receive a Food Distribution Permit
Trevor Smith - University of Wisconsin-Madison
@ Easton - We've started discussing what our welcome back events look like whether it's all virtual or in person, but with limitations to attendance, proximity to each other, etc. Obviously, large attendance events are pretty much nullified unless we see drastic progression. We also are building different layouts on social tables for our staff trainings that take social distancing and capacity into account and will probably dive deeper and apply that to all events in general.
Jeremy C - KU
Gotta run! Thanks for facilitating, Nick and Katy!
Sara Showers
not allowed as it currently stands
Austin Johnson
not allowed for time being
Corrine Pruett
This is Cody Gillespie from West Virginia University. Prior to COVID-19, we have been struggling to schedule staff during mornings due to classes for bigger events such as middle school groups. I was just seeing if anyone had any solutions to this. We are in the process of hiring more staff, but other than having staff work between their classes taking parts of the shift, its difficult to schedule staff
Jackie Toews - UBC Okanagan
Undecided, might need to modify (shooting hoops only vs games).
Ross Rod - UT Austin
Won’t be allowed during our initial phase of re-occupation
Julia Neal - UAkron
Possibly rent out half courts, but to 1 person. Not in first phase.
Kari Miller-Oregon State U
Curious about climbing facility protocols as well....
Ross Rod - UT Austin
Thanks for organizing this, y’all! I’m an Events nerd…so anyone who wants to chat about events at any time, please feel free to reach out! ross.rodriguez@austin.utexas.edu
Stephen Whitmer
thankyou
Cynthia Lally
Thanks all!
Erin Wells
I would wait for awhile until more decisions have been made. Maybe like 3-4 weeks
Scott Vaculik - SHSU
Thanks for hosting!
Ross Rod - UT Austin
Definitely think y’all need to do another one of these as most of us get closer to re-occupation as we begin to really see what life will look like fo rnow
Julia Neal - UAkron
Thank you!
Aaron Brooks - University of Akron
Stay healthy everyone!
Trevor Smith - University of Wisconsin-Madison
Thanks everyone. Stay well.
Samantha Villarreal
Thank you
Anthony U of Central Arkansas
Thank you all. Be safe, wash your hands.
Cassandra Tompkins
Thank you!
Margie Rodgers - CU Boulder
Thank you!
Ashlee Miller
Thank you!
Adrienne Gossett
Thank you!
Taryn McEachrane
Thank you!
Gabor Jerkovits University of Regina
Thanks
Pat Kutcher
Thank you please host another session