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  • Event Planning During the COVID-19 Pandemic

    Internal Meetings/Events

    Per the Fall 2020 Safe Return to Campus Plan, all staff meetings should take place virtually, even if the participants are physically on campus. The Conference and Event Services Office (CESO) is available to provide support (hardware/software) in coordinating virtual meetings and events. Please contact our office for more information.

    If space is required, Worcester State community members should submit requests via the 25Live room reservation software for meetings/events involving internal participants only (defined as individuals who are current Worcester State faculty, staff or students).

    Please note that room capacities have been reduced to promote proper social distancing. Please contact our office for information on current room capacities.

    External Meetings/Events

    Due to the ongoing global pandemic, Worcester State University has temporarily suspended booking of most meetings and events involving external participants (defined as individuals who are not current Worcester State faculty, staff or students).

    The University has created the Campus Usage Committee to evaluate all space requests and event proposals which include or involve external participants attending meetings and events on property owned or operated by Worcester State University. These requests may originate from external parties seeking to utilize Worcester State facilities or internal departments who plan to interact with external participants on campus. The Campus Usage Committee will ensure event plans follow current state and federal guidance, University protocol, and do not pose an unnecessary health or safety risk to the Worcester State community and/or event participants.

    External Event Booking Process

    Please note this process does not apply to meetings/events/activities that only involve members of the Worcester State community.

    1. Complete an Event Request Form. A member of our Conference and Event Services Office will follow up with you upon receiving this form to discuss space availability.
    2. Complete an Event Proposal Form at least 10 days prior to the start date of the event. This form will be submitted to the Campus Usage Committee for review. Worcester State community members should ensure the proposal is formally reviewed and approved by their respective division head.

    The Campus Usage Committee will respond to internal requests with committee decisions. Conference and Event Services will follow up with clients in regards to external requests to confirm requests and issue contracts accordingly.

    If approved, the Campus Usage Committee will also notify key campus offices of the upcoming approved event and provide a summary of events to Cabinet.