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Home Visitors & Community Conference Center

Conference Center

PLEASE NOTE:

Due to COVID-19, meeting space rentals for external clients are NOT available. We will be revisiting the option to reopen early 2021. 

For questions, please contact confcent@marymount.edu

COVID-19 Interim Event Management Policy

 As Marymount continues to respond to the COVID-19 pandemic, it must limit the use of its event and meeting space as set forth in this interim policy.

 This policy covers three distinct types of events:

 1. External Events

An External Event is an event or meeting organized and/or sponsored by an organization other than Marymount University or any individual who is not a current student, faculty or staff member of Marymount.

 At this time and until further notice, External Events are not permitted.

 

 2. Internal Events

An Internal Event is an event or meeting organized and conducted by a current Marymount student, faculty member, staff member, department, division, school or student organization.

Internal Event > 25 attendees: Given the Governor's recent mandate to limit gatherings (indoor and outdoor) of 25 or more participants, at this time and until further notice, Internal Events with greater than 25 participants will not be approved. 

 Internal Event < 25 attendees : At this time and until further notice, Internal Events with fewer than 25 participants are not required to complete a SRS in order to utilize Marymount event and meeting space; however, all campus policies (including those outlined in Marymount’s campus reopening guide – Saints Reunite) must be followed. Failure to comply with such policies could result in loss of event scheduling privileges for the event sponsor and/or their guests.

 

3. Mixed Events

A Mixed Event is an event or meeting organized, conducted and/or sponsored by a current Marymount student, faculty member, staff member, department, division, school or student organization – and – also includes the participation of one or more individuals who are external to the Marymount campus community.

 At this time and until further notice, Mixed Events are not permitted. Exceptions to this mandate may be considered with Vice Presidential approval only (see Event Screening Procedures for details).

Saints Reunite Event Screening Procedures

 For Internal Events (Small)

 1)      Event Request Form submitted to Conference Services by a current Marymount student, faculty, or staff member.

2)      Conference Services proceeds with completing the reservation.

For Internal Events (Large)

 1)      Event Request Form submitted to Conference Services by a current Marymount student, faculty, or staff member.

2)      Conference Services provides event planners the SRS checklist.

3)      Conference Services coordinates a virtual meeting with the SRS Committee.

4)      SRS Committee meets with event planners to discuss plans for complying with protocols outlines in the SRS checklist.

5)      SRS Committee sends one of two recommendations to appropriate Vice President:

  •  a.   Plans as discussed are able to meet the guidance outlined in the SRS checklist, or
  • b.   Plans as discussed are unable to meet the guidance outlined in the SRS checklist.

6)      Vice President sends final recommendation to SRS Committee and Conference Services.

  • a.   If VP recommends moving forward, Conference Center proceeds with completing the reservation.
  • b.   If VP recommends not moving forward, Conference Center notifies event planners of decision.

For Mixed Events

1)      Event Request Form submitted to Conference Services by a current Marymount student, faculty, or staff member.

2)      Conference Services notifies event planner they cannot proceed without written Vice Presidential approval.

3)      Upon receipt of VP approval, Conference Services provides event planners the Saints Reunite Screening checklist.

4)      Conference Services coordinates a virtual meeting with the SRS Committee.

5)      SRS Committee meets with event planners to discuss plans for complying with protocols outlines in the SRS checklist.

6)      SRS Committee sends one of two recommendations to appropriate Vice President:

  • a.   Plans as discussed are able to meet the guidance outlined in the SRS checklist, or
  • b.   Plans as discussed are unable to meet the guidance outlined in the SRS checklist.

7)      Vice President sends final recommendation to SRS Committee and Conference Services.

  • a.   If VP recommends moving forward, Conference Center proceeds with completing the reservation.
  • b.   If VP recommends not moving forward, Conference Center notifies event planners of decision.

 All requests to reserve meeting or event space must be made through the system outlined above, regardless of the location of the space.

 All requests to reserve meeting or event space will be considered pending while the Saints Reunite Screening Procedures outlined above are pursued.

 Saints Reunite Screening Checklist

 COVID-19 is a virus that causes mild to severe respiratory illness with fever, dry cough, shortness of breath, sore throat, loss of smell & taste, diarrhea, headache, fatigue, and other symptoms. Some people are asymptomatic and never know they have it, but they can still transmit the virus to others. COVID-19 is usually spread when people are in close contact (< 6 feet) for more than 10 minutes. The best way to prevent infection is to avoid exposure. Wearing face masks and handwashing and respiratory hygiene and key measures for prevention of transmission. Refer to CDC for most up-to-date information.

In order to mitigate exposure and spread of COVID-19 on the Marymount Campus, all external, mixed, and large internal events on campus must meet the following guidelines. The event host’s signature on this checklist indicates an understanding of and planned compliance with the guidelines.

 All Events:

  • Will receive and agree to MU COVID-19 policies (masks, social distancing, notification if symptoms or exposures occur during the event).

  • Will wear face coverings at all times. Food consumption/removal of face covering for this purpose must be approved by the Event Screening Committee. Drinking is permitted but face covering must be reapplied immediately.

  • Will identify an individual who will screen and gather attendees’ contact information. Attendees will be screened prior to event entry. If an attendee is found to have a fever (>100.4F) and/or symptoms of COVID-19, they will be denied access. During the registration process if social distancing is practiced and someone is denied access, no contact tracing will be necessary. If social distancing is not observed, contact tracing must be initiated as cited below.

  • Will absorb any costs associated with recommended protocols to keep participants safe (i.e. change to room set up, additional cleaning/sanitizing, etc.). 

External Events:

  • If an individual attending the event is diagnosed with COVID-19 or tested due to symptoms within 48 hours of attending the event, contact tracing must be initiated. SHS (703-284-1610) must be notified if there is a positive case identified in the group, but the external group is responsible for contact tracing.

Mixed Events:

  • If an individual attending the event is diagnosed with COVID-19 or tested due to symptoms within 48 hours of attending the event, contact tracing must be initiated. SHS (703-284-1610) must be notified if there is a positive case identified in the group. SHS and a representative from the external group will coordinate contact tracing. 

 Internal Events (Large):

  • If an individual attending the event is diagnosed with COVID-19 or tested due to symptoms within 48 hours of attending the event, contact tracing must be initiated. SHS (703-284-1610) must be notified and will take the lead in contact tracing, offering to members of the MU Community if necessary.

 Failure to comply with the above will result in termination of the event.

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