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RSO Fall 2022 Event Planning and Operations

Calvin Smith Jr - Sunday, August 14, 2022
 Events   Finances 
Dear [FIRST_NAME],
We hope this message finds you well and excited about the upcoming academic year. This communication aims to provide RSO leaders with the most up-to-date information to plan their events based on current federal, state, and local laws and JHU public health guidance.

To start the year, the University will return to the most normal operations since the pandemic's beginning. Below we will highlight items pertinent to making decisions about events for the upcoming year: 

Masking - Is no longer required in any campus spaces, including for individuals with exceptions to the vaccine mandate.  

Events, Gatherings, and Dining - No restrictions exist concerning events and gathering or serving food and beverages; however, there are some requirements about hosting events with non-JHU affiliates in attendance. 

One-day events that include non-JHU affiliates do not require a department or RSO hosting the event to verify guest vaccination status. All registrations, advertisements, websites, and all marketing materials must clearly outline our vaccination policy that non-JHU affiliates are expected to follow. 

Departments and RSOs hosting non-JHU affiliates for a multi-day event must verify the vaccination status of all guests attending by one of the following methods.

Where a Johns Hopkins affiliate must verify the "fully vaccinated" status of guests for multiple-day events hosted indoors or outdoors, the following are acceptable methods: 
  1. Presenting a photocopy of an actual CDC COVID-19 vaccination card or a state-issued vaccination certificate on their phone upon arrival;
  2. Presenting an actual CDC COVID-19 vaccination card or state-issued vaccination certificate upon arrival;
  3. Submitting a photocopy of a CDC COVID-19 vaccination card, a state-issued vaccination, and any advance registration;
  4. Signing a form upon arrival in which the non-JHU affiliate certifies they are fully vaccinated and boosted.
Hopkins Groups has features that will allow an RSO to capture this information during registration.  If your RSO plans to have a multiday event, please schedule some time to meet with a LEED consultant to speak about the process. 

Please review the University's updated vaccination and masking policies at https://covidinfo.jhu.edu/messages-and-announcements/preparing-for-a-covid-safe-fall/ .

If you have any questions, do not hesitate to contact us at leed@jhu.edu.

The Leadership Engagement & Experiential Development Team

Meetings/Events

Registered Student Organizations (RSO) may start submitting event requests and 1 general body meeting request through Hopkins Groups on July 1, 2022. Scheduling & Event Services will begin sending confirmations in August before the first day of classes. 

  • Event registrations may change based on the evolving circumstances and guidance at the University, city or state level. Leadership Engagement & Experiential Development (hereafter referred to as LEED) staff will contact organizations if changes need to be made to event registrations. For updated information, please visitÔÇ»Hopkins Groups website. 

Indoor Events 

  • Event space or general pool classroom requests must be submittedÔÇ»15 business daysÔÇ»prior to the event date for events that require anyÔÇ»scheduled services (i.e., AV support, table/chair rentals, extra waste receptacles, security, additional staffing or cleaning, special setup, weekend services)  

  • 15 business daysÔÇ»does notÔÇ»include weekend days, holidays, or days when the University is closed. 

  • The following spaces with a standard fixed setup may be reserved FIVE BUSINESS days or more before the event date ifÔÇ»NO SCHEDULED SERVICES (as outlined above)ÔÇ»are needed:  

  • Charles Commons MPRÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ»Classroom style for 30 

  • Wolman MPRÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ»Conference Square for 16 

  • Conference Room AÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ»Conference Square for 16 

  • Wolman TheaterÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ»ÔÇ» ÔÇ»Theater style for 42 

  • Shriver Board Room                       Conference Square for 24 

  • Academic classroomsÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» ÔÇ» Vary based on location 

  • RSOs must utilize Hopkins Groups for RSVPs for attendees and attendance tracking for participants. 

Outdoor Events 

  • Outdoor space requests must be submitted at least 15 business days before the event date 

  • The space requested should be conducive to the number of people attending. 

  • Alternative rain dates should be submitted during the initial event request in case of inclement weather.  

  • A final weather call must be made four business days before the event date. At that time, the group must determine if the event will be canceled or rescheduled to the alternative rain date/location, which should already be on hold. (Cancellation of internal services and staffing must be made to avoid cancellation fees. Please be mindful when scheduling directly with outside vendors of any cancellation fees you may be financially responsible for and understand the terms and agreements) 

General Body/Weekly Meetings 

In-person meetings will begin no earlier than September 12. Meetings will be scheduled as much as possible in academic classroom spaces in the evenings to accommodate special events in event spaces. For this reason, we need to allow academic classes and supplemental instruction to be finalized at the start of the semester. 

  • Each organization will be given up to 90 minutes to meet weekly.  

Things to know for the fall semester… 

  • Students will need to swipe into most buildings in the evening and on weekends through doors with Jard readers. Most buildings on campus for the fall semester will be on a standard door schedule requiring students and staff to swipe into buildings after hours. Doors will be open from 7 am – 6 pm M-F, with JHU affiliate swipe card access from 6 pm – 11 pm. Saturday and Sundays will be 10 am-11 pm JHU affiliate swipe card access. If you are hosting an event with non-affiliates, you will need to have someone available to get those guests in. If the event has many guests attending, work with your Scheduling & Event Coordinator to ensure the building is open access for those guests in the evenings or on weekends.

  • Charles Commons and several classroom spaces have technology/equipment to accommodate hybrid events, but KIT-CATS support needs to be scheduled 

  • Academic classroom spaces have built-in AV, that groups are welcome to use. However, if you have challenging AV needs or want to host a hybrid event, you will need to order Kit-Cat services. It is the responsibility of the RSO to place a request themselves with KIT-CATS through their online event request form. Please include your Event Number when submitting your requests. https://classrooms.johnshopkins.edu/avservices/catsEventRequest.html  

  • KIT-CATS has a new updated pricing structure that will be introduced in the fall semester: 
 

In-person Event 

No need for recording or streaming equipment

Hybrid Event 

requires recording or streaming equipment

Tier 1 

The event that needs equipment that is built into the space but would like a technician to assist at the start 

 $50 $50

Tier 2 

Requires equipment to be added to the space (such as a projector, speaker, and up to 2 microphones) 

 $200 $200

Tier 3 

Any event above tier 2 includes a tech on duty 

$80 per tech per hour  

(including setup time) 

$100 per tech per hour  

(including setup time) 
 

  • Weekend events - $200 minimum (same as before) 

  • Late fee (requested within 5 business days) - 25% of the quoted cost ($50 minimum) 

  • Cancellation Fee (within 48 hrs) - 25% of the quoted cost ($50 minimum) 

  • Some equipment may increase costs (when outside rentals or special equipment is needed) 

  • Tech on Duty - $80 per hr (Except Tier 3 - Hybrid) 

 

 

Off-Campus Social Events/Events with Alcohol

To begin the Fall 2022 semester, off-campus social events/events with alcohol will begin the week of  August 29, 2022.  Any off-campus events with alcohol already submitted will be rejected for dates before August 29, 2022. All other policies, guidance, and protocols from the fall 2021 semester apply when events resume during the week of August 29, 2022.

Other Operational Considerations:

Advisor Requirement

Please remember that all RSOs must have an on-campus advisor this year to complete re-registration. Most organizations already have an advisor on record. If you have questions or need support in this area, please do not hesitate to contact the LEED office at studentorgs@jhu.edu. 

Event Training 

RSO leaders who want to reserve general pool space on the Homewood campus will still be required to complete two online training to reserve space. This training will be about the event scheduling process and how to execute your event best. The training will be available on myLearning, and a link to the training will be available on Hopkins Groups. Events will not be approved until a member (s) has completed the training. There will be no delay in getting events approved while the trainings are unavailable.  Once the trainings are live, RSOs will need a member(s) that take the training for the LEED office to process event registration requests.  

Food

No restrictions exist concerning events and gathering or serving food and beverages. 

Guests and Third-Party Vendors

The University is allowing non-JHU affiliates during in-person gatherings. These guests are not required to mask indoors. 

Travel
RSOs will have the ability to utilize their budgeted funds to travel this year. Travel must be registered in Hopkins Groups and booked through  Leadership Engagement & Experiential Development. There should be a corresponding event request for any travel request submitted to the LEED office. 

Travel Considerations:

  • Overnight travel has resumed in full. 
  • Due to the fluid nature of the pandemic, travel can be canceled based on the location and the infection rate in the area at the time of travel. 
  • International travel is allowed. 

Digital Media Center

The DMC has moved to the Homewood Apartments (next to Kinkos at the old M & T Bank Branch) and will be open, offering regular pickup options for equipment, and DMC resources will have normal capacity. Gaming computers, an online Discord channel for chat, and workshops and programs to assist in levering technology for your curricular and co-curricular learning.

Leadership Engagement & Experiential Development (formerly SLI) Office move

LEED has moved to “The Lab” office suite in the Homewood Apartments. LEED and other Student Life offices will operate during the regular business hours of the school year. The main phone will be answered during this time, and students are welcome to call for questions or to speak to staff members. Additionally, staff will be present on-campus for in-person events and training. Appointments will be set up either online or in person. Any mail/package pickups will occur at Levering Hall utilizing regular protocols and by walk-in or appointment.

LEED Spaces Programming Spaces

While in LEED spaces (Levering Lounge, the LaB), current University guidance must be followed at all times. LEED Monitors will perform regular space checks (inside and outside) to ensure these safety protocols are adhered to.

  • The LaB: 7:00pm-12:00am (M-F), 12:00pm-12:00am (Sat-Sun)
    • LEED Office Hours: 8:30 am – 5:00 pm (Mon – Fri)
    • Levering Hall: 9:00am-Midnight (Mon-Sun)
    • Shriver Hall Musical Practice Rooms: 9:00 am-10:00 pm (M-F), 10:00 am-10:00 pm (Sat-Sun)
  • All building hours are subject to change.

Financial Information

 

LEED Managed RSO's Purchase Request Updates

The last date to submit purchase requests for the fall semester for groups that receive funds from SGA or their finances are managed in the LEED office is December 10th. 

The following items will be strictly enforced for the fall and spring semesters:

  1.  Any student groups requesting reimbursements that have not obtained prior approval will be rejected. There will be no exceptions. To obtain approval, a purchase request must be submitted detailing the item or service needed and why the item cannot be purchased by the LEED office.
  2. Any student groups needing rideshare services must submit a purchase request detailing the list of students needing rides, the times the rides are to be requested, and both destination points. The LEED office will provide an LYFT code for student use. These codes are to be used by one student only – they cannot be shared amongst members and are only used in conjunction with University-sponsored activities.
  3. It is likely we will see an increase in requests for the fall. Ensure that all purchase requests for branded merchandise are submitted 6-8 WEEKS in advance. Due to rampant supply chain shortages and issues with shipping, expedited requests very likely cannot be accommodated.
  4. The minimum lead time for general purchase and food-related requests is 14 BUSINESS DAYS. Requests for expedited items will be difficult to accommodate.
  5. Student groups should use Foodify for food-related needs. If the vendor is not in Foodify, they must be able to take an electronic payment (i.e., via phone or online).
AY 22 - 23 Budget Allocations
  1. RSOs receiving funding directly from the Dean of Student Life office have received notification, and those RSOs budgets are available to make purchases immediately. 
  2. RSOs receiving funding from the SGA, those funds will be available on or before August 29, 2022. 
  3. RSOs receiving funding from other sources, which includes the CSC, Sports Clubs, academic organizations, and others, please contact your respective category coordinators/advisors to determine when your funding will be allocated.

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