
While we are looking forward to welcoming everyone back to campus this fall, including visitors and event attendees, we must recognize that we are still in the midst of a pandemic. As we keep an eye on the COVID-19 variants, particularly the Delta variant, we want to make sure that we are holding events that contribute to our vibrant campus life while also considering our obligation to uphold health and safety practices. Here are some interpretations of the new guidance on gatherings and events and what that means for event planners on campus.
Attendee Lists
The new guidance states that those who organize events are responsible for:
- Maintaining a list of attendees for 2 weeks after the event.
- Providing a means for event attendees and guest speakers who are not current faculty, staff or students to attest to being fully vaccinated against COVID-19.
Events with visitors are required to have a pre-registration. Events may not, for the immediate future, allow walk up visitors.
For multiple day events attendance must be confirmed each day.
Visitors must attest to being fully vaccinated. Fully vaccinated means two weeks removed from their final dose. A formal meeting in which many people gather in order to talk about ideas or problems related to a particular topic, usually for one or more days. Is often advertised to a targeted audience, however can be open to the public and generally includes a registration process. and Event Services has been suggesting the following language. Please use this language or use it as inspiration for your own language.
“Princeton University is requiring that all visitors attest to being fully vaccinated (fully vaccinated means two weeks removed from your final dose). Please check yes if you are fully vaccinated”
Suggested Registration Tools
For events smaller than 150 people, Conference and Event Services suggests
- Google Forms
- Eventbrite
- Outlook Invitations – Outlook invitations should be used only with the internal Princeton University community as they do not provide a mechanism for attesting to vaccine status.
Please reach out to Conference and Event Services ([email protected]) if you have a different system that you like. We’re always willing to learn about new systems!
Please contact Conference and Event Services for events smaller than 150 people that have a fee associated with the event.
For events larger than 150 people, event planners are strongly encouraged to consult with University Ticketing. You may find that their system provides more support for your event.
Building Access
Exterior building doors will remain locked 24/7.
- University faculty, students and staff, including The Princeton Plasma Physics Laboratory is located three miles north of the main campus on U.S. 1. The laboratory is funded by the U.S. Department of Energy and staffed by University researchers who are exploring fusion energy. staff, have access to all campus buildings (provided the buildings are locked electronically or with “prox” readers) on their Tigercard.
- To arrange to have a door unlocked for an event, event planners must develop a door security plan and have it approved by the Department of Public Safety.
- Event planners must provide staffing at the door to confirm that anyone entering who is not otherwise University staff, faculty or student is in fact and event attendee and is directed to the event location.
Minors at Events
To enter a building at Princeton University you must be vaccinated. This means that unvaccinated minors, including everyone 12 and under who are unable to be vaccinated, are unable to attend indoor events on campus at this time.
Off Campus Events
These policies apply to all Princeton University sponsored events, including off campus events.
Event Host Responsibilities
While planning and hosting an event at Princeton University always comes with a great deal of responsibility, there are a number of COVID specific responsibilities that you should keep in mind.
- Be prepared to answer questions about your event.
- If there is a confirmed case at your event and contact tracing is necessary you should be prepared with event information, safety guidelines that you followed and contact information. It is better to be over prepared than under prepared.
- It takes a village.
- It is necessary to work as a team on events this semester. You will need staffing to monitor doors for the entirety of the event, staffing to check attendees in and staffing to confirm that safety guidelines are being followed. Don’t be afraid to ask for help and in turn be willing to offer help to your colleagues.
- Use campus resources. Public Safety will help review door security plans, work with Building Services to make sure event spaces are prepared for your event, consider using facilities managed by Campus Venue Services for extra support, use Conference and Event Services as a resource for updated information and ideas.
- Don’t give up on virtual events just yet!
- Consider whether your event has to be held in person. Virtual events have proven to be able to attract a wider audience, including international guests who are unable to come to Princeton at this time.
- Virtual events allow those who do not feel comfortable participating in in-person events just yet to be full attendees. No one should be required to come to an in-person event, or feel shamed for choosing to not come to an in-person event, at this time.
Useful Links
We understand the desire to return to normal while at the same time needing to respect the guidelines in place. We know that working with the unknown is confusing and ever changing. Conference and Event Services is available to serve as a resource for any questions you may have about planning your events for the 2021-2022 academic year. Please reach out to [email protected] with any questions.