Dean of Students

As we begin the spring semester, the CDC and other medical officials expect COVID-19 cases to rise due to the Omicron variant. Cases are expected to peak at the end of January and slowly fall through February. 

Tennessee Tech encourages the continuation of in-person on-campus events with event organizers taking appropriate health and safety measures to keep the campus community safe.

>>> Event Planning Guidance

• Ensure your event space and set-up (tables, chairs, etc.) allow adequate space for attendees to distance themselves from others. 

• Set a maximum number of attendees for the event and do not exceed the limit.

• Consider creating an electronic method for attendees to sign up for the event in advance to gauge attendance.

• Provide alcohol-based sanitizer (at least 60% alcohol) in prominent, easily accessible areas of the space, at entrances and exits, and near food serving or dining areas.

• Event set-up should minimize the proximity of food to the flow of pedestrian traffic.

• Consider providing pre-packaged single-serve meals, snacks, and drinks.

• If providing self-serve meals such as a buffet, always have hand sanitizer available near the beginning of any line. Additionally, consider designating individuals wearing gloves to serve attendees.

• Develop plans and procedures in case you need to cancel or postpone an event.

• If possible, provide options for remote participation and/or viewing your event (Zoom, YouTube, or Facebook live).

• Submit all events to the Tennessee Tech Calendar. This allows Tennessee Tech to monitor campus activities.

These guidelines will be amended as CDC and state public health guidance evolves.

>>> Request Process

• All event organizers must submit a request for space through the Event Management System (EMS) at least five (5) business days before the proposed event.

  1. In the anticipated attendance field, event organizers should provide the most accurate number possible.

  2. In the event description field, event organizers should include a plan detailing the measures that will be taken to mitigate the transmission of COVID-19.

• The official in charge of approving the space will evaluate the plan and:

  1. Provide confirmation of approval,

  2. Request additional or clarifying information, or

  3. Deny the request and provide the reason for denial. Events will be denied if the anticipated attendance exceeds the capacity for the venue as adjusted to allow for distancing.

• Event coordinators are responsible for ensuring adherence to their COVID-19 mitigation plans submitted to Tennessee Tech and local, state, and federal guidance for events.

For questions, email StudentEvents@tntech.edu or call 931-372-3123.

VIEW PRINTABLE GUIDELINES

Faculty, staff, and students are considered to be affiliated users.

• Go to the EMS page for a full list of available spaces at Tennessee Tech.

• To access EMS, first log into TechExpress and select “SpaceRSV” or access the EMS link and log in with your Tech user credentials.

• Once logged in, select the appropriate template by clicking on the "book now" button to the right of the correct template.  

• If are you a student select the "Student Request" Template or if you are faculty/staff select "Faculty/Staff" Template

• Search for available space and make reservations by following the instructions linked HERE.

It is important to note that this system is for REQUESTING space. You will receive a confirmation email after a staff member has had an opportunity to review your request.  Also, please note that after-hours access to campus buildings will not be granted unless use of the space has been prior approved through this Event Management System or according to student policy.

All users must affirm they have read and will comply with Policy 121 (Use of Tennessee Tech Property by Affiliated Users and for Free Speech Activities) which may be accessed through our Policy Central website by clicking the “public access” button. Enter “121” in the “Find…” bar and click the search button. Once selected, users may view and download the policy.

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>>> Application Procedures

Non-affiliated Users must submit a “Non-Affiliated Application” via the Tennessee Tech Event Space Reservation System and receive approval from the Dean of Students and the Vice President for Student Affairs prior to any Free Speech Activities.

1. Click here to access the Event Space Reservation System. On the right side of the page, next to “Welcome, Guest,” select “Request a Room.”

2. Enter the date and times for your request, select “open” under “setup type,” and click “search.” If space for non-affiliated free speech activities is available for the selected date, it will appear in the search results.

3. To select an area, click on the + button then click “next step” at the top right side of the screen.

4. Fill in the “request details” on the “Non-Affiliated Application” and affirm you have read and agree to comply with Policy 121 (Use of Tennessee Tech Property by Affiliated Users and for Free Speech Activities), then click “Create Request.”

5. The Dean of Students’ office will contact you via the email address you provided in the application within five (5) business days to:

   - Confirm the Dean of Students and Vice President for Student Affairs' approval,

   - Request additional or clarifying information, or

   - Deny the request and provide the reason for denial.

Applications by users who do not respond to requests for additional or clarifying information within five (5) business days will be denied.

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>>> Location for Non-Affiliated Free Speech Activities

A non-affiliated user may apply for use of the Centennial Plaza, stage area only (Centennial Plaza--Stage/South Side) or Southwest corner and sidewalk along Peachtree Avenue adjacent to the RUC Backyard (RUC Backyard Clement Hall Side) for free speech activities.

Citations:
TTU Policy 121, Section V. F.
Tennessee Tech Rule 0240-09-06-.03(5)

If you have questions, please contact the Purchasing and Contracts Office at events@tntech.edu or for more information about reserving space as a non-affiliate, you may visit their website.

Tennessee Tech's Policy related to Use of Tennessee Tech  Property by Affiliated Users and for Free Speech Activities (Policy 121) can be accessed through our Policy Central website.

Sound amplification is permitted during the following time frames (in yellow) when classes are in session: