Events & Activities Policies

The goal of these policies and procedures is to protect the participants of the event and those working the event from COVID-19 infection and to reduce community transmission and introduction of new COVID-19 cases into our community (CSC and Kearsarge/Lake Sunapee Region). This document will discuss college policies for public events, large venues, performance/theater and student-only activities.

**Event host refers to the primary contact or department for each event**

General Policies

  • Masking: Mask Protocols & Policies
  • Limited Interaction: Events whose guests are not immediately associated with the college are expected to be kept separate from the college community, as best as possible. For instance, outside guests will be provided with access to certain restrooms and the event host will make the college community aware that those particular restrooms are unavailable for the specific period of time.
  • Space Planning: Hosts should consider larger spaces or multiple spaces to accommodate their expected attendees.
  • Education and Communication: In advance of the event, hosts should communicate to potential attendees:
    • Acknowledgement that COVID-19 remains a concern.
    • Advice to stay home if ill.
    • Notification that this is still an evolving situation and events may be cancelled.
  • Food Service:
  • Events that involve Colby-Sawyer community members and the public using the same space: Food service is available to these events ONLY where the vaccination status of the non-CSC attendees has been confirmed by the host(s). Where the vaccination status HAS NOT been confirmed, food service is not available. Hosts must note the vaccination status of all non-CSC participants when ordering food service through the EMS system.
  • Events that involve only Colby-Sawyer community members OR private events (independent from CSC community members): Food service is available to these events without showing proof of vaccination.
  • Where food service is authorized, event hosts should consider how food service is managed, using the following guidelines:
    • Stagger food and drink stations around the room to avoid crowding in one area.
    • Serve food in individual units (e.g., bag lunches, individual water bottles and individual bags of snacks).
    • Do not serve food or beverages where multiple hands will touch the food (e.g., bowls of chips, two-liter bottles of soda).
    • If buffet style of service is preferred, arrange for food to be served by staff who are trained in safe food handling.

Other Considerations

  • Access Points: Event hosts should consider designated entrances and exits to event venues to minimize face-to-face exposure of participants and also to better control capacity.
  • Signage: Event hosts should consider displaying posters and signs around venues to remind patrons to help stop the spread of COVID-19. These posters may include the following information:
    • Leaving the event if feeling unwell.
    • Maintaining social distance.
    • Covering coughs and sneezes with a tissue and promptly throwing the tissue away in the trash.
    • Washing hands often with soap and water and for at least 20 seconds.
    • Avoiding touching face.
  • Sanitization and PPE: Event hosts should make disposable masks, alcohol-based sanitizers and tissues easily accessible in all venue common areas. Disposable masks must be purchased and supplied by the host.
  • Choosing a Space: Event hosts should consider outside events as weather allows. If inside, hosts should open windows to increase airflow as weather allows.
  • Payment Options: If an event involves “transactions,” event hosts should promote contactless payment options.

Detailed Education/Communication for Events

Prior to Event
  • The event host is expected to have staff, attendees and vendors self-report if they:
    • Have symptoms of COVID-19 (i.e., fever or chills, cough, shortness of breath or difficulty breathing, fatigue, muscle or body aches, headache, new loss of taste or smell, sore throat, congestion or runny nose, nausea or vomiting and/or diarrhea).
    • Have tested positive for COVID-19 in the last 10 days.
    • Are unvaccinated and have been in close contact with someone who is suspected or confirmed to have COVID-19 in the last 14 days.
  • The event host should:
    • Advise staff, attendees and vendors prior to the event or gathering that they are expected to not attend the event if they have tested positive for COVID-19, are waiting for COVID-19 test results, are showing COVID-19 symptoms, or have had close contact (within 6 feet for a total of 15 minutes or more) with a person who has tested positive for, or who has symptoms of, COVID-19.
    • Communicate with staff, attendees and vendors to ensure they are aware of COVID-19 safety protocols being followed at the event,
    • Notify staff, attendees and vendors of cancellations and restrictions in place to limit people’s exposure to COVID-19 (e.g., limited hours of operation or expanded hours with limited attendance at a given time).
    • Inform attendees that face masks are required to be worn by all unvaccinated participants indoors at all times and outdoors when unable to socially distance to prevent spread of the virus.
    • Encourage the use of alcohol-based sanitizers when places to hand wash are inconvenient to their venue.
    • Consider virtual options (e.g., livestream, group video chat).
During an Event
  • Event hosts should:
    • Display signs reminding participants of prevention measures (these are available in the Student Activities Office).
    • Announce actions participants should take to protect themselves and limit infection spread at the start of, and throughout, the event.
    • Encourage people to replace handshakes with greetings that don’t require skin contact.
If Someone Falls Ill DURING an Event
  • Isolate and Transport Those Who are Sick
    • Immediately separate staff and attendees with COVID-19 symptoms (e.g.,, fever, cough, shortness of breath) at the event. People who are sick should go home or to a healthcare facility, depending on how severe their symptoms are.
    • Unvaccinated people who have had close contact (within 6 feet for a total of 15 minutes or more) with a person who has unexplained symptoms (fever or chills, cough, shortness of breath or difficulty breathing, fatigue, muscle or body aches, headache, new loss of taste or smell, sore throat, congestion or runny nose, nausea or vomiting and/or diarrhea) should be separated, sent home and advised to follow CDC guidance on when to quarantine at https://www.cdc.gov/coronavirus/2019-ncov/if-you-are-sick/quarantine.html. People who are fully vaccinated do NOT need to quarantine after contact with someone who had COVID-19 unless they have symptoms.
    • Before each event, the visit and event manager will identify an isolation area to separate anyone who has COVID-like symptoms.
    • If a sick person is unable to transport themselves, the Colby-Sawyer event staff person will contact New London Dispatch and request an ambulance. Alert NL Dispatch that the person may have COVID-19. Other transportation should be by private vehicle. Public transportation should not be used.
    • The Colby-Sawyer event host should contact 9-1-1 and request assistance immediately if the sick person is displaying the following signs/symptoms: blue lips or face, shortness of breath, chest pain, increased rate of breathing, new confusion or difficulty walking.
  • Clean and Disinfect
    • Close off areas used by a sick person and do not use these areas until after cleaning and disinfecting them (for outdoor areas, this includes surfaces or shared objects in the area, if applicable). Submit a work order to CSC Housekeeping requesting the area be disinfected.
After the Event
  • Notify Health Officials and Close Contacts

    Public Health Contact Tracing, Isolation and Quarantine: “Contact tracing” refers to the act of investigating who has been in close contact with a person diagnosed with COVID-19 so that the person infected can be isolated and the people who have been in close contact can be quarantined to reduce further spread of the virus. Contact tracing, isolation and quarantine, should be a collaborative effort between the New Hampshire Division of Public Health Services (DPHS), Bureau of Infectious Disease Control (BIDC) and the business or organization where the COVID-19 exposure occurred.

    To assist with identifying close contacts of people with COVID-19, and to avoid the need for possible public notification, the event host will maintain attendance lists and seating charts, including having assigned seating in situations where it’s feasible.

    COVID-19 exposures should be promptly reported to NH DHHS DPHS Bureau of Infectious Disease Control at 603-271- 4496. Reporting of infectious diseases and furnishing requested infectious disease-related business information (including patron and employee information) is a requirement under NH RSA 141-C. NH DPHS can help with contact tracing and guidance to prevent/control spread of COVID-19, including in outbreak situations.

    Colby-Sawyer students who host an event where a possible COVID-19 exposure has occurred will contact the Baird Health and Counseling Center (x3621) and request assistance. Colby-Sawyer faculty and staff who host an event where a possible COVID-19 exposure has occurred will contact Human Resources (x3704) for guidance. In those cases, Baird or Human Resources will contact NH DHHS DPHS.

    For private events hosted by individuals outside the Colby-Sawyer community, the event host must contact NH DHHS DPHS directly.