Meeting and Event Protocols

On October 22, 2021, the Ontario government, in consultation with the Chief Medical Officer of Health, released A Plan to Safely Reopen Ontario and Manage COVID-19 for the Long-Term. This plan includes the relaxing of capacity limits – including physical distancing in meeting and event spaces – provided that specific protocols are put in place (see Section B below).  These specific protocols are also required if food or drink is to be provided at the meeting or event (see Section C below).

If the event organizer chooses to NOT put these protocols in place, physical distancing requirements apply and food and drink sales or service are not permitted (see Section A below).

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

Enhanced precautions apply at all times to attendees who have vaccination accommodations.

Please follow the regular approval/sanctioning process for your event/meeting.

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


A. Meetings with Physical Distancing (No Food or Drink Provided)

Physical distancing must be maintained if the organizer chooses not to collect contact information and require proof of identification, vaccination, and active screening.

  1. All individuals must be fully vaccinated or permitted to attend in-person activities per the Queen’s Vaccination Policy.
  2. All participants are required to maintain two-metre physical distancing and keep masks on.
  3. Capacity is limited to 25 individuals, or the number of people who can attend while maintaining two-metre physical distancing, whichever is fewer.
  4. Fully vaccinated individuals are permitted to bring food or beverages (e.g., water bottle or coffee tumbler) for their own consumption only and may remove masks temporarily while actively eating or drinking. Note that physical distancing remains a requirement in this scenario.
  5. For meetings where only Queen’s employees are in attendance, fully vaccinated individuals may remove their masks so long as they are seated, distancing is maintained, and upon consultation, everyone is comfortable.

B. Meetings and Events without Physical Distancing

Meetings or events are permitted without physical distancing if the following protocols are followed. Meeting/event organizers are responsible for implementing these protocols.

  1. All individuals in attendance must provide ALL of the following prior to entry:
  • proof of identification;
  • proof of being fully vaccinated;
  • proof of active screening approval (SeQure app); and
  • name and contact information, which are to be recorded for all attendees and kept for one month.
  1. Masks are worn at all times except for when actively eating or drinking.
  2. A safety plan is prepared and posted (template will be available shortly).
  3. Individuals lining up outside of the place of business must maintain two metre physical distancing. Individuals lining up inside the place of business must maintain two metre physical distancing and wear masks.
  4. Dancing is not permitted.

C. Meetings and Events with Food or Drink Provided

For meetings or events where food or drink is provided, whether physical distancing is required or not, the following protocols must be followed. Meeting/event organizers are responsible for implementing these protocols.

  1. All individuals in attendance must provide ALL of the following prior to entry: 
  • proof of identification;
  • proof of being fully vaccinated;
  • proof of active screening approval (SeQure app); and
  • name and contact information, which are to be recorded for all attendees and kept for one month.
  1. Masks are worn at all times except for when actively eating or drinking.
  2. A safety plan is prepared and posted (template will be available shortly).
  3. Individuals lining up outside of the place of business must maintain two metre physical distancing. Individuals lining up inside the place of business must maintain two metre physical distancing and wear masks.
  4. Dancing is not permitted.

The obligations listed in the above scenarios are the responsibility of the venue whenever the meeting or event occurs in a business or rented space (e.g., a restaurant or hotel conference room).

FAQs

Capacity restrictions requiring physical distancing are being eliminated when the following measures are in place for attendees:

  • proof of identification;
  • proof of being fully vaccinated;
  • proof of active screening; and
  • the recording of name and contact information (phone and email).

These measures are also required if food is served or sold.

Enhanced precautions apply at all times to attendees who have vaccination accommodations. 

If these measures are not in place (e.g., the event organizer chooses not to check ID/vaccination status/screening/collect contact information as people join the meeting), physical distancing must be maintained, and food cannot be served.

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.

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

The Ontario government regulations restrict dancing.

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 need to provide their vaccine passport or confirmation of vaccination.  

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

Yes.