Hello Student Organization Leaders,

Welcome back to Boston College and Happy New Year!  I hope you are all settling in back on campus, or wherever this semester has you calling home, and that your first few days of the semester are going well.

I know many of you have already engaged with the staff in OSI, have worked with the student leaders on SOFC to submit spring budget requests, and have thought deeply about how you will lead your organizations through the spring semester knowing that the impact of Covid-19 remains in our lives. 

Much like last semester, the guidance we have below (almost all should be familiar) is as we know it at this time.  There are a few updates and additions, and everything is subject to change.

While I'd love to be able to answer all your questions and "what if" scenarios, there are still many unknowns, especially for those groups trying to plan for later in the semester with hopes of eased restrictions and increased capacities.  Our goal is to not say "no" unless we know the answer is going to be a firm "no."  But please understand we might not be in a position to say "yes" to certain ideas and events right now for later in the semester until we know what guidance we will be working with (from the Commonwealth, Newton, Boston, as well as BC.)  We hope to be helpful in working on realistic timelines for planning and final decision making deadlines as we work towards and hope for a better spring.

Whenever we do not know the answers upfront (especially if it is related to interpreting the Commonwealth's guidelines), we are happy to use our resources and connections to get answers on your behalf.

I cannot thank you all enough for your patience, dedication, hard work, and resilience this year.  Please do not hesitate to reach out with any questions, comments, or concerns.  

Sincerely,

Claire Ostrander, BC '03,  '05
Director, OSI

Event Capacity Changes
One of the biggest changes since last semester is that state-mandated indoor capacities for meetings and events is now max of 10 (not 25 when you left campus.)  Outdoor events are capped at 25.  These are determined by the Commonwealth, not Boston College. We are hopeful that as Covid trends move in a better direction, the Commonwealth will be able to adjust as the re-opening/phase/step plans allow.  Once I get notice of a planned update to capacities, we will work with our partners across the University and will share the update and impact with you ASAP.

• Many have inquired why the capacities for student groups are different for academic use even when the actual use of the space is quite similar to how your group will use the same space.  Meetings and events (which OSI, student organizations, and many other non-curriculum or academic course programs fall under) must abide by guidelines set forth by the Commonwealth.  

Guidelines

• Virtual programming is advised when possible.

• Whenever possible, the use of outdoor spaces for meetings and events is preferred. 
  •  ​Note:  The following spaces are reservable spaces through Event Management: 2101 Comm. Ave., Cadigan Lawn, the lawn behind 825 center street, Hovey House lawn, Mcguinn lawn, Campus Green, Merkert Plaza, O'Neill Plaza, Stokes Amphitheater, Stuart Lawn. 

  • Some outdoor spaces will have certain restrictions as to the size or the nature of the activity or event due to their proximity to academic spaces or residence halls. 

• Meeting and events will utilize different capacities than are used for academic-class use.  Note:  Anticipated use of a space may also impact capacity.

  • Consider that most spaces will hold between 8-10 people with current layouts.

• Spaces (including classrooms and multipurpose rooms) are reserved as-is.  Furniture and chairs may not be moved, and seating locations are designated on the floor and/or chairs. Groups that are found to have altered the room layouts will lose their reservation privileges. 

  • ​Certain spaces are offline at this time including the O'Connell House Grand Hall and the Cabaret Room.

• Events and meetings may not include food or catering. 

  • We are working to figure out options for "grab and go" type food approvals that do not include the meal or eating to take place in the public setting or at the event.  We will update you once we get further guidance.  We know this is an important issue for many of our organizations.

• Indoor Tabling in McElroy is not permitted at this time due to spacing, egress, and social distancing requirements.

• Outdoor Tabling- 1 table will be permitted per space with one person acting as host.  Outdoor tabling must have decals to put on the floor to designate where guests to the table can stand in a queue.

  • Nothing should be handed out at tables, however a guest to your table can “grab and go” a flyer or item.

  • There may be no shared use of items (pens, etc.) at a table.

  • You need to consider the length of time a guest to your table visits, as we need to avoid students queuing up in areas that may be egress points.

• Reservation requests must include the intended use for the space.  Additionally, offices, groups, departments should not submit reservation requests on behalf of other groups.

• Hosts of in-person meetings, events, or rehearsals are responsible for recording attendance of all present.

  • The host should be listed on the reservation and will be present and accountable for collecting the attendance (with the ability to submit for review if requested) and for ensuring compliance with COVID-related policies. 

• Masks must be worn at all times for meetings and events. Physical distancing of at least 6’ feet should be maintained at all times, even when participants are wearing masks. 

• No items should be shared by participants in meetings or other events.  Event organizers and participants are responsible for sanitizing tables and chairs they use.

• All events and meetings are open to members of the Boston College community only. The general public, campus visitors or guests are prohibited unless specifically approved by the appropriate area Vice President or their designee. 

Special Activities

• At this time, the use of wind and brass instruments indoors is prohibited, with the exception of designated reservable practice spaces through BC Bands or the Music Department.

• At this time, off-campus events will not be approved.  

• Dance Specific:

  • 10 ft’ distancing between dancers required.  

  • Masks must be worn at all times.  

  • Capacity for spaces is set and should not be adjusted.  

  • A minimum of one hour must exist between different populations of students using a space.  

  • Rosters for rehearsals must be submitted to OSI for contact tracing purposes. 

  • Failure to comply with social distancing, mask wearing, scheduled timing, capacity, and other regulations will result in the loss of all future reservations for the organization.

• Singing Specific:

  • At this time, singing indoors is prohibited, with the exception of scheduled academic-use Music Department spaces.  

    • New for Spring:  We are able to allow a single singer (unmasked) to use the Carney Recording Studio green room space if they need to rehearse.  They will need to use the space alone and we will schedule with one hour breaks between reservations.  

  • Singing is only permitted outdoors at this time.  

  • 10 ft. distancing between singers is required with singers facing all the same direction.  

  • Masks must be worn at all times.  

  • Rosters for rehearsals must be submitted to OSI for contract tracing purposes.  

  • Failure to comply with social distancing, mask wearing, scheduled timing, capacity, and other regulations will result in the loss of all future reservations for the organization.