Club COVID Event Planning Resources & Guidelines

Before planning your club meeting or event, please review Rice’s Event Planner Guidance document. The Office of Student Activities has compiled additional information below to help student clubs and organizations as they plan events during the current pandemic.

If you have any questions, please contact sactclubs@rice.edu. If you require event planning support, please fill out a COVID Event Planning Support: Consultation Request Form.

Alcohol

All undergraduate student events with alcohol are currently prohibited on campus. For access to the latest email update regarding alcohol at events please read this message from the DOU. Graduate student events with alcohol should be registered and approved per the usual GPS process.

Athletic or Sport-Related Event (practice, game, tournament, etc.)

Guidance is specific to each Club Sport, as per the Rice Recreation Center guidelines linked below. For more information or if you have any questions, please contact clubsports@rice.edu directly.

Club Sports Return to Play Guidelines

Animals

Events with animals (petting zoos, horse riding, therapy animal events, etc.) are prohibited.

Catered Food & Drink

Food must be commercially prepared and packaged from a restaurant/caterer, and may only be distributed by a designated server wearing gloves. Food must be in grab and go prepackaged options. All food, drink, condiments, individually wrapped utensils and dishes, etc. should be handed to participants in a prepackaged disposable container and not left unoccupied for self-service. Any items that are going to be handled should be done so with gloves. Gloves worn by designated servers should be changed frequently and hands should be washed after glove removal. Recycling should also be practiced when possible.

Contact Tracing

To help with contact tracing, events will be required to capture RSVP's for all events and keep the records until the end of the semester. Clubs are encouraged to post their events within OwlNest, where the following features can be utilized:

  • Capture RSVP’s
  • Set a maximum attendance cap for an event
  • Share event invitations
  • Check students, faculty or staff into an event
  • Scan students, faculty or staff into an event using their “Event Pass”
  • Upload event attendance data

More information can be found through the following OwlNest pre-recorded trainings:

Dance Practice / Performance

It is recommended that choreography be pre-recorded and sent to members virtually. In accordance with Rice’s existing Club Sports guidelines however, clubs may have people (less than 10 or current CDC & University guidelines) at a practice to learn choreography. Clubs must still practice physical distancing. Dancers should maintain distance of at least 6 feet apart, but preferably 10 feet apart if possible. Masks are required at all times. No physical contact can be made. All personal equipment must be sanitized before and after each practice. For more details, please view the Club Sports Ready to Play Guidelines from the Rice Recreation Center.

Food or Beverage Sales

Food or beverage sales are not currently allowed on campus. More updates will be provided as new information arises. For alternative fundraising advice, please visit Student Activities Fundraising website or fill out a Student Activities Club Advising Meeting Request form.

Food Trucks

No food trucks will be allowed on campus until further notice.

Guest Speaker

Guest speakers attending an event are responsible for ensuring that they are registered with the event planner and have read and agreed to all Rice policies and guidelines prior to arriving on campus. Please read Rice’s Visitors Guide and request visitors to complete the COVID Daily Self Checklist Screening prior to arriving at the event location. Guest speakers agreements are highly recommended before being allowed on campus. If your club needs assistance creating a Guest Speaker Agreement please email eventrm@rice.edu

Homemade Food/Drink

All homemade food and drink is prohibited. As an alternative, organizations may distribute prepackaged, catered food or drink.

Inflatables

All inflatables are prohibited.

Minors

Events, programs or activities involving minors (individuals under the age of 18) who are not Rice students, regardless of the location of the event need to register with the Office of Risk Management. Clubs should register their event through submitting a Rice Sponsored Programs Involving Minors form. Events or functions where a minor is under the supervision of their own parent or guardian (e.g., sporting events or concerts) do not generally apply. For additional information, please visit the University Programs or Activities Involving Minors website. In addition all minors must complete the COVID Daily Self Checklist Screening and agree to the visitor policies prior to arriving on campus.

If you have any questions, please contact the Risk Management Office at 713.348.4751 or by emailing euo1@rice.edu.

Non-Rice Individuals

On-campus events designed specifically for non-Rice individuals are prohibited; however, non-Rice individuals may attend student organization events open to the public. Visitors attending an event are responsible for ensuring they are registered with the event planner and have read and agreed to all of Rice’s visitor policies and guidelines prior to arriving on campus. Please read Rice’s Guidelines for Visitors document for more information.

On-Campus Meeting Rooms

The Crisis Management Team (CMT) has modified occupancy expectations for campus venues to align with physical distancing guidelines. This includes smaller event spaces which may not allow for the upper 50-person limit or the usual fire code occupancy. Updated occupancy numbers can be found online (see links below) or through consultation with venue managers and posted outside the venue entrance.

Off-Campus Events

All off-campus events must still adhere to all of Rice’s policies and procedures. All off-campus club events must submit a Travel Registration Form.

Outdoor Events

Event attendance (including volunteers) may not exceed 50 individuals and must uphold CMT Guidelines, including 6 ft physical distance, mask requirements, PPE supplies and low activity touchpoints. All outdoor events must submit an Outdoor Space Request.

Outside Entertainment Vendors (Non-Food)

Before contracting an outside vendor please review the Visitors Guide and request vendor personnel to complete the COVID Daily Self Checklist Screening prior to arriving at the event location. A complete list of Event Planning Resources can be found here.

Note: Vendors for Inflatables are expressly prohibited.

All contracts involving clubs must be submitted to the Office of Student Activities no later than three weeks prior to the contracted date, for signature by the Director of Student Activities after approval from University General Counsel. The Director of Student Activities is the ONLY person who can sign contracts for clubs as per University policy. This review is established for the protection of the club, its officers and sponsor, and the University. Any contract signed before securing proper approval is the personal responsibility and liability of the individual signing the contract. If your club has a contract, please contact the Office of Student Activities at sactclubs@rice.edu.

Outside Performers (Comedian, Band, etc.)

Before contracting outside performers, please review the Visitors Guide and request vendor personnel to complete the COVID Daily Self Checklist Screening prior to arriving at the event location. Additional event planning resources can be found here. A complete list of Event Planning Resources can be found here.

All contracts involving clubs must be submitted to the Office of Student Activities no later than three weeks prior to the contracted date, for signature by the Director of Student Activities after approval from University General Counsel. The Director of Student Activities is the ONLY person who can sign contracts for clubs as per University policy. This review is established for the protection of the club, its officers and sponsor, and the University. Any contract signed before securing proper approval is the personal responsibility and liability of the individual signing the contract. If your club has a contract, please contact the Office of Student Activities at sactclubs@rice.edu.

PPE Supply Requests

Student clubs can request PPE supplies for their event(s). Please note, it is important to only request needs for one specific event to ensure campus disinfecting and sanitizer is accessible for all campus events. Rice University has purchased a supply of masks for our employees and students to wear when in public. Due to the limited nature of masks currently available, additional mask requests will only be accepted from department directors. For questions regarding PPE costs and amounts needed for your event, feel free to directly contact FE&P by emailing fsc@rice.edu or calling 713-348-5408.

Service Activity

All in-person service projects must create a COVID precaution plan as well as utilize an electronic check in/attendance method for contact tracing. In addition, all off-campus club travel must be registered through the travel registration process located on the Club Travel website.

Singing/Choral Activity

No indoor or outdoor club events that involve singing will be approved at this time.

Solicitation

Rice encourages the use of online transactions before an event for retail and/or fundraising purposes. Student organizations should utilize signup.rice.edu in order to create a payment/registration portal for monetary transactions, as mentioned in Treasurer Training. Clubs can email sactclubs@rice.edu in order to request an account be created for their organization. Please have a sanitation plan if managing cash. Feel free to visit the Student Activities website for Fundraising tips as well.

Fundraisers or tablings with food or beverage sales will not be approved at this time. Please see Food or Beverage Sale information above for more details.

Tailgating

More information to be posted by Rice Athletics pending approval of Fall sporting events.

Tents

Provisional Campus Facility (PCFs) “Tents”

The four PCF “tents” located near Hanzsen and Wiess Colleges will be used for academic courses during the day and managed by the Registrar’s Office Monday through Friday 7:00 am until 6:30 pm. The PCFs are all equipped with AV kits equivalent to the updated classroom equipment for dual-delivery and various furniture set-ups which includes tables with chairs and desks.

The evenings and weekends are managed by Campus Events through the Outdoor Event Request form for student clubs. Admittance during this time will require key card access based on reservations with the exception of open study. PCF 3 will be designated for open study space for students on a set schedule (listed below) for up to 50 persons at a time. Additionally, PCF 4 has been designated for Sid Richardson College for their students to gather for events and socializing throughout the week.

Schedule:

  • Academic Use: Monday through Friday, 7:00 am until 6:30 pm
  • Sid Richardson College Commons: Varies
  • Study Use (PCF 3): Monday, Wednesday, Thursday, Sunday 6:30 pm until 10:00 pm
  • Student and Department Event Use: Monday through Friday, 6:30 pm until Midnight and Saturday through Sunday 7 am until Midnight

Open Air Tents

The five open-air tents have been placed throughout the main campus with one additional being added to the BRC. These are available for use by students and departments alike. These tents do not include furniture, power or lighting, and are meant to be used with portable folding chairs that have been provided to the residential colleges and GSA. They also provide an alternative for outdoor eating locations. The mornings and lunch hour will be open for first-come, first serve use with scheduled usage in the afternoon and evenings.

Schedule for Open-Air Tents:

  • Open for all campus use Monday through Friday until 1:00 pm.
  • Student organizations or department use: Monday through Friday 1:00 pm until Midnight; Saturday through Sunday 7:00 am until Midnight.

To reserve a PCF or open-air tent, an Outdoor Event Request form for student clubs must be submitted which will also include a detailed plan on usage. The occupancy is a maximum of 50 persons at any time in the PCF tents and 25 person under the open air tents. Those using these facilities must practice and adhere to strict physical distancing.

Availability of these new spaces can be viewed on the calendar at rooms.rice.edu.

Travel

To help support contact tracing, all club events requiring off campus travel must be registered through the Club Travel Request form and may require follow up for an off campus COVID precaution plan.

Voter Registration

RiceVotes is a hub for the Rice community that supports voter registration, voter education, and voter mobilization. You can find resources here about when, where, and how to register and cast a ballot in Harris County and other municipalities, how to register and encourage others to vote, and how to become a more informed and active citizen by connecting the issues and values that matter to you to the electoral process. If there will be any voter registration volunteers coming to campus, please see visitor information below.

Visitors

Visitors are expected to follow the same policies and safety guidelines as the other members of the Rice community. As an important precaution to protect the Rice community, everyone on campus, including visitors, is required to wear a cloth face cover as defined by the Center for Disease Control (CDC) and as delineated below:

  • Indoors: Face coverings must be worn indoors at all times with the exception when you are eating or drinking but you must stay at least six feet away
  • Outdoors: Face coverings must be worn outdoors at all times except when you're alone in your vehicle and/or when you are eating or drinking while staying at least six feet away from others.

Additionally, while on the Rice campus all visitors should practice physical distancing (also known as social distancing), whenever possible, and stay at least six feet away from other people. Before coming to campus, all visitors should check their temperature and monitor for possible symptoms. If ill, they must stay home and avoid coming to campus until they are well.

For more Visitor Resources please download and review the Visitor Guidance Resource document.

*Event planners are asked to agree to the following terms:

As an event planner, I will stay informed and up to date regarding Campus COVID-19 Policies and will do my part in stopping the spread. I will also plan all events in accordance with the Rice Events Policy:

Rice events and gatherings will be limited by physical distancing both indoors (in accordance with modified space capacities) and outdoors to no more than 50 (to include all attendees, staff and vendors). This policy applies to Rice events on and off campus until further notice.

To help with contact tracing, events will be required to capture RSVP's for all events and keep the records until the end of the semester. There are several RSVP tools available to the Rice community. More information on how to access these and other tools is located in the Event Planner Guidance. More event guidance can be found on the Rice Event Resources website.

For more COVID-19 information visit the Coronavirus.rice.edu website.

LOCATION

ADDRESS AND EMAIL

Rice Memorial Center
Room 202
6100 Main Street MS-530
Houston, TX 77005
(713) 348-4097
studentcenter@rice.edu

BUILDING HOURS

Monday - Friday
7:00am - Midnight

Saturday
9:00am - Midnight

Sunday
12:00pm - Midnight


OFFICE HOURS

Monday - Friday
9:00am - 5:00pm (limited staff)

Our entire staff will be available virtually Monday through Friday from 9am to 5pm.