Conducting safe meetings and events during COVID-19

The COVID-19 Guide for FAS Staff includes requirements and guidance for meetings. You are encouraged to conduct your business with others virtually as much as possible. When in-person meetings are required, follow the directions in the Guide. The Guide is available online in Spanish as well as English and by downloading the English or Spanish PDF.

In-person meetings

All in-person meetings require unit director approval. Practicing social distancing and wearing face masks are strongly recommended for in-person meetings.

Meeting organizers and attendees must keep in mind these important points:

  • For meetings with people outside your immediate work group or unit, keep a log of all attendees with date, room and name. An In-Person Meeting Log template is available. Logs must be retained, and departments must designate an appropriate repository for records retention.
  • If you are the meeting host, you are responsible for ending the meeting at its scheduled time and disinfecting common surfaces after the meeting.
  • Masks are optional. For individuals who are not fully vaccinated or have weakened immune systems, masking is optional but recommended.
  • Departments should plan to have face masks available for those who do not bring their own. Units within FAS can order PPE by emailing Mary Kemp in FAS Business Services at kemp@austin.utexas.edu.
  • Avoid gathering outside the conference room before or after the meeting.
  • If food must be provided, use individually wrapped items like bag lunches and individual water bottles. Do not serve food where multiple hands will touch the food or serving utensils (e.g., buffet style, food platters).

Meetings in conference rooms

  • Hold meetings in rooms that allow social distancing of at least six feet between attendees, either with seats removed or alternating seating.
  • Schedule meetings with a 15-minute gap between meetings to allow time for disinfecting the common surfaces in the room and for participants to enter and exit the meeting safely.
  • Avoid eating and drinking in conference rooms.
  • Avoid extended meetings of more than one hour. If more time is needed, consider a larger meeting space or holding the meeting outdoors.

FAS controlled meeting venues

FAS-controlled meeting venues should follow their safety plans that have been approved by Environmental Health and Safety for cleaning, seating and meeting size.

Events guidelines

The university's Protect Texas Together Meeting and Event Guidelines outline responsibilities for organizers and attendees, including masking, reporting COVID-19 symptoms and submitting attendance records to UT Health Austin.

Additional prevention guidance for event organizers and attendees can be found on the Healthyhorns website.

Visit the Protect Texas Together Meeting and Event Guidelines for the latest information on outdoor and indoor occupancy levels allowed. As of Aug. 6, 2021, all outdoor and indoor events are permitted at 100% occupancy.

Safe Meetings
Aug. 31, 2021