Meeting and Event Protocols

The Ontario government released revised regulations effective March 21, 2022, that provide for continued easing of public health measures. The following outlines these guidelines and additional university specific requirements as they apply to meetings and events for the university. These protocols are subject to change at the direction of provincial or local public health.

While capacity limits, proof of vaccination and masking for public meetings and events have been removed under the Ontario Government Regulations, Queen’s University is maintaining the masking requirement until the end of May 2022.  In addition, participants in meetings and events are encouraged to self-screen before coming onto campus.

**The protocols outlined below apply to all in-person university meetings or events whether on campus or not, except for on-campus restaurants, conference and rented event venues, athletic facilities, performance venues and athletic events, which already have appropriate measures in place under the government regulations.

 

General Meetings and Events

A general meeting or event is one that can include individuals in addition to those who perform work for the business (e.g. students, member of the public, contractor, etc.).

Masks must be kept on when in the meeting or event space.

If temporarily removing a mask to eat or drink, physical distancing by staying 2 metres (6 feet) is recommended.

Staff Meetings

A staff meeting is a meeting where every person in the meeting is someone who performs work for the business.

Masks must be worn at all times unless:

  • the meeting place is not accessible to the public (e.g. back offices, designated meeting rooms, etc.); AND,
  • every person in the meeting is physically distanced by 2M from every other person in the meeting; AND,
  • Every person in the meeting performs work for the business. If there is any person in the meeting who does not perform work for the business (e.g. student, outside guest, etc.) masks cannot be removed, even if physical distancing is being maintained.

If all three conditions above are met, before a decision is made to allow masks to be removed, meeting organizers should advise that masks may be removed, but should also make clear that anyone wishing to keep their mask on for any reason is welcome to do so without judgement.

If temporarily removing a mask to eat or drink, physical distancing by staying 2 metres (6 feet) is recommended.

FAQs

No, an application is not required. It is the responsibility of anyone hosting a meeting/event to ensure appropriate protocols are in place. Please follow the regular approval/sanctioning process for your event/meeting.

Yes.

Off campus catering must be approved. Information and forms available at https://dining.queensu.ca/contact/food-request-forms/

All methods permitted by Public Health are acceptable. These include buffet-style and food pre-portioned in individual containers. 

Any food brought or delivered to campus to be served must be approved. Information and forms available at https://dining.queensu.ca/contact/food-request-forms/

Yes. The event organizers should have a copy of the venue's safety plan(s) and understand their responsibilities under the plan.

Event organizers should document any health and safety measures implemented in addition to those included in the venue's safety plan.

No. Attendees must provide enhanced vaccine certificate with a QR code for proof of vaccination

Consultation with all individuals in attendance will be needed. This could happen in-person or during the registration/scheduling process. 

Yes. 

These protocols are subject to change at the direction of provincial or local public health.