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At this time, the province has lifted the Provincial State of Emergency and in-person gatherings are permitted with limited capacity. Please refer to provincial restrictions for details. SFU in-person gatherings of up to 50 people will be permitted with students, faculty and staff inside and outside. In-person gatherings with external community members and the public will require special permission. Contact Meeting, Event and Conference Services (MECS) for more information.
Planning a future event
- In-person gatherings of up to 50 people are permitted with students, faculty and staff inside or outside.
- In-person gatherings with external community members and the public will require special permission. Contact MECS for more information.
- Non-medical masks will be recommended and no longer required in all indoor common areas. Please be respectful of individuals’ decisions about masks.
- Physical distancing is no longer required. Please respect the personal space of others.
- Daily COVID-19 health screening will be a personal responsibility. Students, staff and faculty are no longer required to report daily health screening before coming to campus.
- Event planners who have events with longer planning timelines may need to make special considerations as the COVID-19 situation evolves.
- Plan for possible cancellation, postponement or an alternative online format.
- Confirm with venue and caterers that event cancellation is possible due to extenuating circumstances.
- Provide clear communication and signage to participants on how to protect themselves and others during the event to reduce virus transmission.
- Turn your event into a livestream, webinar or other virtual event format.
- Visit our Events Toolkit for resources on planning virtual events.
- SFU IT Services recommends the following platforms:
- Zoom Meeting or Webinar
- When choosing a platform consider audience participation and accessibility. If using a platform not listed above, please contact IT Services to assess privacy and technology considerations.
- If using Zoom or Hopin, please contact MECS Virtual at email@example.com for assistance with your virtual event in Zoom or Hopin.
- If advised after an in-person event or meeting that someone has fallen ill, the organizer should coordinate a response with SFU Communications and Marketing.
- If notified of possible COVID-19 exposure at one of your events, please advise your supervisor immediately.
- Students, faculty, or staff who have been in close contact with someone who has been diagnosed with COVID-19 by laboratory testing should self-isolate for 14 days after their last encounter. Individuals should monitor themselves daily for symptoms (fever, cough, muscle aches, difficulty breathing).
- More information on self-isolation from the BC Centre for Disease Control.
Event Cancellation checklist
- Notify the venue, caterers and other internal/external service providers
- Notify all invitees as well as registrants
- Notify guest speakers, emcees, Indigenous Elders and all other participants
- Mark your event as "cancelled" in the SFU Events calendar via Livewhale (How-to)
- Consider placing a sign at the venue in case guests show up day-of
- When considering event cancellations, event planners should check the contracts they have with venues, contractors and artists to see if it contains a force majeure clause or provision. A force majeure event refers to the occurrence of an event which is outside the reasonable control of a party and which prevents that party from performing its obligations under a contract. COVID-19, as a global pandemic, meets the definition of force majeure. It should therefore, be possible to release yourself from the terms of the contract in this situation. Each contract may have a slightly different definition of force majeure however, so it is good to review your contract closely, and then contact your venue or vendor to discuss further.