Fall 2021 Event Planning and Travel Guidelines

Queen's University leadership is reviewing the October 22 document released by the Ontario government, A Plan to Safely Reopen Ontario and Manage COVID-19 for the Long-Term (PDF 584 KB).

Clarification on how this update applies to the university community - including events and travel - will be communicated as soon as possible.


Current as of October 4, 2021

As public health requirements for events and travel continue to evolve, the following guidelines are being provided by Queen's University. 


 

Event Planning Guidelines for Fall 2021

Event guidelines are for planning purposes only and are informed by guidance from public health and provincial regulations. All events must comply with the applicable public health requirements when the event is held. If regulations are relaxed or additional public health guidance is issued, the university's event planning guidelines may be adjusted.

a) Educational events held indoors or outdoors (with masking and no food or drink) can proceed with no additional health and safety approvals.

b) Planners for educational events where food and/or drink will be served must submit an Event Application for review by the Health and Safety Group at least two weeks before the event.

 Download Word Template for Drafting Application (PDF 106 KB)

Please review the definition of educational events.

c) Non-educational, non-student led events (indoor or outdoor, including third-party bookings):

  • Events with less than 100 people with masking and no food or drink can proceed with no additional health and safety approvals.
  • Events with more than 100 people should be delayed until November 2021Exceptions may be considered. Planners for these events must submit an Event Application for review by the Health and Safety Group at least two weeks before the event.
  • Events of any size where food or drink will be served should be delayed until November 2021. Exceptions may be considered. Planners for these events must submit an Event Application for review by the Health and Safety Group at least two weeks before the event.

 Download Word Template for Drafting Application (PDF 106 KB)

d) Student led events: All in-person student led events are required to be reviewed and approved through the Co-Curricular Restart Advisory Group (CRAG)

International Travel

While Global Affairs Canada continues to advise against non-essential international travel, university-sponsored essential international travel by fully-vaccinated members of the Queen’s community will now be permitted, contingent upon registration in the Off Campus Activity Safety Policy (OCASP) online system and approval by department/unit head. 

To streamline the process for essential international travel, internationally-travelling members of the Queen’s community will no longer be expected to contact the Vice Provost International for a waiver before travelling. Instead the Off Campus Activity Safety Policy process will guide approval for university-sponsored travel, using its existing process with some adaptations for the special circumstances of the pandemic and the continuance of the global travel advisory. 

Queen’s faculty, staff and students proposing essential international travel must be registered in the OCASP online system prior to scheduling any travel.

Off Campus Activity Safety Policy (OCASP)

Educational activities are those which deliver and/or support student learning and development. Some educational activities may be governed by other guidelines (e.g. national sport organizations). [1]

Examples of educational activities include: 

  • any performance for which students receive course credit 
  • community-based education
  • computer labs for instruction or study 
  • continuing education 
  • counselling services 
  • convocation
  • educational farms 
  • field school 
  • fine arts events (e.g. recitals, dance performances)
  • gyms used for athlete training and/or post-secondary education 
  • lab 
  • lecture or class
  • library and learning commons for study purposes 
  • program advising and career support 
  • seminar 
  • residency, co-op work term, practicum placement, work experience term 
  • research seminars 
  • studio 
  • theatre productions – student-led and run 
  • tutorial or discussion group 
  • workshop
  • year-end student art shows

Additional public health restrictions may apply depending on the type of activity (e.g., educational activities that involve audiences).

[1] Developed from the British Columbia COVID-19 Go-Forward Guidelines