Safer Return at Cal Poly Pomona

Campus Events & Activities Best Practice Guidelines

In alignment with county, state, and CSU requirements and recommendations, the best practices guidelines offer a baseline for safety when conducting any event or gathering in person, on or off campus. Event planners can require additional safety procedures at their events to better match the event location.

Reservations and Pre-event Planning

  • All on-campus or off-campus events need to be reserved through 25Live.
  • Any on-campus or off-campus event with 200 guests or more will need to have a pre-planning meeting with Task Force. Please email events@cpp.edu.
  • All off-campus events must follow the current guidelines on travel
  • When possible, hold events outdoors, especially if serving food and beverage.

Face Coverings

Healthy Distancing

RSVPs and Health Screening

  • All events must maintain an attendee list that includes attendee name, email and phone number. A copy of the list must be maintained through Dec. 31, 2023.
  • Attendees must complete the campus health screener or guest health screener prior to attending the event.
  • Events or activities that will have off-campus guests will need to do the following items:
    • Supply an email address of the event approver/campus contact or on-site event contact that can be used by the visiting guest(s) to be entered into the guest screener. (Email address can be individual or department based)
    • At check-in to event, have off-site guests show on confirmation (either paper or digital) of completed health screener.
    • More Information, guest and vendor protocols and the guest screener are available on the visitor's webpage
  • For any event with 200 or more attendees, an RSVP list must be submitted to events@cpp.edu 24 hours prior to the event start date.
  • On invites, event confirmations or event correspondence include following screening message:
    • Please do not attend the event if you are experiencing any COVID-19 symptoms or are under quarantine or isolations orders.
    • Adherence to all campus protocols is required.
  • If the event includes off-campus guests please include the following message in event correspondence: If you have a COVID-19 incident within two weeks after visiting the Cal Poly Pomona campus, please contact healthscreener@cpp.edu immediately upon knowledge.
  • Events of 200 or more must have health screening message boards placed at entrances into event area(s).

Food and Beverage

  • Food and beverage is allowed at events; however, it is recommended that food and beverage is served in outdoor areas.
  • No student “food and beverage fundraising” events are allowed for the fall 2021 semester.

Event Space Cleaning and Personal Protective Equipment (PPE)

  • A 30-minute break period should be applied between each event space reservation.
  • Each event should discuss the cleaning protocols with the space approver prior to event.
  • If the event has a podium and/or microphone, clean both between uses or speakers.
  • PPE such as masks and hand sanitizer should be available at check-in or entry into event area.
  • For large events or events with high-touch areas, hand sanitizer should be available throughout event area.
  • PPE can be requested for events online through Emergency Management

***Please note these are subject to change***

The best practices above do not apply to meetings held within department-owned conference/meeting rooms.

Campus Visits for Off-Campus Guests from K-12 for Events and Activities

16eng-robot-rally-babe.jpg
Las Positas Elementary celebrates a sumo win during the Robot Rally at Cal Poly Pomona in 2016.

The following outlines Cal Poly Pomona’s protocols for off-campus guests from K-12 schools and groups attending events and activities on campus.

Campus Health Screener

School or group HAS a daily online health screener

  • Attendees can complete their school’s health screener.
  • School or group’s point of contact will need to submit roster with confirmation of completed screener.
School or group DOES NOT have a daily health screener
  • Attendees (students, staff or family) must complete the Cal Poly Pomona guest health screener prior to coming to campus.
    • The responsible CPP department should provide an email address (individual or department based) for attendees to enter in the screener.

  • The group’s point-of-contact or individual guests/attendees should show that they have completed Health Screener by showing confirmation email.

RSVPS and Messaging

  • Maintain an RSVP list and attendance record that includes name, phone number and email of all guests.
  • On invites, event confirmations or event correspondence should include the following screening message:
    • Please do not attend the event if you are experiencing any COVID-19 symptoms or are under quarantine or isolations orders.
    • Adherence to all campus protocols is required.
    • Indoor masking is always required with some exceptions.
  • Include the following message in event correspondence: If you have a COVID-19 incident within two weeks after visiting the Cal Poly Pomona campus, please contact healthscreener@cpp.edu immediately upon knowledge.
  • Share the campus health and safety protocols with the group prior to visiting campus. Direct link: https://www.cpp.edu/safer-return/health-and-safety-protocols/index.shtml

**If you are hosting an overnight or day camp activity for children, you must contact events@cpp.edu**

The guidelines above are additional guidance when hosting off-campus attendees coming to campus from the K-12 sector. It is recommended that event organizers also reference the CPP guidelines and best practices for events and activities.

(Page updated 10/18/2021)