JHU Phase 3 Guidelines
Event Guidance: (Please note information is frequently updated. You should periodically check the most current information on the Hopkins Covid information website under the Health + Safety section, “Campus Events”) https://covidinfo.jhu.edu/health-safety/campus-events/
- Events fewer than 50 people are permitted.
- All events larger than 50 people require special approval (please allow extra time to submit your request and obtain approval if over 50).
- Universal face-coverings are mandated across campus at all indoor locations.
- Sit-down meals, buffets, and platters at all events are suspended.
- Events may provide only pre-packaged, grab-and-go food to be taken at the end of the event and consumed off site from the event site.
- It is important to note the “go” in grab-and-go; attendees must disperse from the event when given the grab-and-go food.
- Attendees should NOT immediately open and eat grab-and-go food in a dense setting where individuals cannot easily maintain a 6-foot distance.
- Some types of prepackaged foods, such as ice cream, do not lend themselves to grab-and-go with true dispersal, these types of highly perishable foods are no longer permitted to be used for grab-and-go.
- Events or meetings hosted by external or third-party groups on JHU campuses or in university spaces are not permitted at this time
- Until further notice, you are not required to check attendee’s status via the Prodensity app. You should continue to ask the standard health screening questions for non-affiliate guests.
In order to schedule your Homewood event:
- Obtain approval from your divisional leadership (DBO, Director of Operations or Events) **WSE has their own approval process all departments should follow. Email Chad Clapsaddle, email@example.com.
- Submit a space request online at eventscheduling.jhu.edu.
- If approved, you will receive a confirmation in 3-5 business days from Scheduling & Events for your event confirmation to sign and return. If not approved or you need to make modifications to the submission, you will receive notification in 1-2 business days.
Important note: The following instructions apply ONLY to spaces reserved through Homewood Scheduling & Events. To check if the space you are looking to reserve falls under this organization, visit the Scheduling & Events Event Spaces. If you are requesting an event at a location other than the Homewood Campus or if you are requesting a space which is not reserved through Scheduling & Events, you should also submit the request to the CAO-Office@jhu.edu for approval, after receiving approval from your divisional leadership.
**Due to the approval process, we recommend you allow additional time to get the event properly vetted and approved. Scheduling & Event Services will take care of getting the approval for your event. You should submit the request at least 4 weeks prior to the event date for outside events due to the demand of outdoor space and services required. You should submit at least 3 weeks prior to the event date for an indoor event. KIT-CATS, Plant Operations, and other campus service providers are requiring additional time for placing orders, processing, and preparing staffing to service requests.
University guidance and restrictions can change at any time and you will be required to modify the event regardless of what the event was approved for. Based on the change, you may have more restrictions you need to put in place, may need to cancel your event, or you may be able to relax restrictions. It is the event organizer’s responsibility to frequently check the university guidance up until the day of the event and make any modifications or restrictions necessary based on updated guidance at that time.
For all events held on the Homewood Campus it is the responsibility of the event organizer to ensure all Johns Hopkins University guidelines are being followed and all attendees are aware of the current policies. The department representative signing the reservation form is responsible for ensuring guidance is clearly provided to all attendees on any registrations, invitations, emails, or written correspondences. The University asks you do not ask the vaccination status of attendees, however be very clear on the guidelines and expectations that attendees do not show up to campus if symptomatic and should follow the university guidance found at https://covidinfo.jhu.edu/
Important Things to Remember
- It is important all city, state, and university guidelines regarding COVID-19 are being followed. As guidelines and public health requirements change, the policies and protocols are subject to change at any time.
- If you have non affiliates attending your event outside the hours of 7am-6pm M-F or on the weekends, you will need to meet those guests to ensure they can get into the buildings. After these hours all buildings require access via jcard swipe through the doors with a jcard reader.
- If you need to cancel your event for any reason, please note any requested AV or other needs which have fees attached, may still be charged if cancelled less than 5 business days out.
Information will be updated according to city, state, and university guidelines. Please check the University’s Corona Virus Information page frequently while in the process of planning your future events.
Thank you for your patience and understanding while we continue to safely navigate the current situation.