On Wednesday, April 14, 2021, the UI Critical Incident Management Team (CIMT) approved and issued the following new guidelines for meetings and events beginning at the end of spring semester (for dates between May 17, 2021 and August 2, 2021):

Main Campus Meeting and Event Guidance

(excludes UI Health Care)

Effective date – May 17, 2021 to August 2, 2021

Deans and VPs (or their designee) will manage decisions associated with meetings and events based on campus guidelines. These leaders are best positioned to make decisions that support their respective missions. 

The UI will continue to rely on guidance from the Board of Regents, State of Iowa; the Iowa and Johnson County departments of public health (IDPH, JCPH); the Big Ten Conference; and the Centers for Disease Control and Prevention (CDC). 

While university meetings may take place face-to-face, the university is prioritizing all spaces for instruction. To accomplish that goal, meeting conveners should continue to avoid conflicts in scheduling for spaces used for instruction. 

Meetings - Best Practices 

• In person meetings are at the discretion of the Dean/VP and must follow safety guidance provided by campus and CDC guidelines 
• Smaller groups (less than 4) may be held virtually or in person in alignment with campus safety protocols. 
• Larger meetings are strongly encouraged to be held virtually. 
• Technology considerations
  • Meetings with a virtual component will use appropriate technology to ensure inclusivity and allow full engagement by remote participants. 
  • For effective virtual and hybrid meetings, meeting rooms should be equipped with appropriate technology and leaders and participants should be able to use the technologies needed effectively. 
• Facilities considerations
  • Social distancing will be maintained in all spaces 
  • FM@YourService or the Building Coordinator can answer any questions about services in building spaces. 

Events - Best Practices 

• Effective May 17, 2021 CIMT will no longer review events unless events exceed social distance capacity numbers, and an exception is requested. 
• The social distance capacity for each space determined for the fall of 2020 will continue to guide events and space use until August 2, 2021. Building Coordinators can assist with questions on individual spaces. FM@YourService can be a resource for information on room sizes. 

Individuals should work with building coordinators or utilize space reservation systems to reserve event space.