COVID Event Safety Information
Please note that Student Organizations affiliated with the Fraternity and Sorority Life Office should contact firstname.lastname@example.org for information on how to submit on and off-campus event information. Additionally, Club Sports teams should contact Mark Lattin at email@example.com for information on how to submit on and off-campus event information.
Training's regarding these new updates will be available soon via this site. Check back for more information.
Beginning Friday, January 14th, 2021, there will be new requirements for off-campus event submissions and/or requests. Please review the information below that outlines this new requirement:
Planning an on-campus event?
You will need to submit your event and space reservation through the Office of University Events (UE), Event Management System (EMS) here and work with UE to navigate the event planning process. Depending on the type of event, a COVID Safety Support (CSS) may be required or recommended to be present at the RSO event.
Don't forget to create your event on BBNvolved once you have submitted your EMS request to promote your event and track your attendance!
Planning an off-campus event?
Similar to submitting an on-campus event request, all off-campus event requests will follow the steps listed below:
Step 1: Your student organization must be registered via BBNvolved and have officers listed as EMS Contacts on your BBNvolved roster. The officers listed as EMS Contacts will be able to access EMS event submission templates.
Step 2: Submit your off-campus event to the EMS system (meetatbigblue.uky.edu) at least 2 weeks in advance. Please note: you will be asked questions such as preferred date, time, and other event details. If you need any assistance, reach out to the Office of University Events at firstname.lastname@example.org.
Note: Depending on the type of event, a COVID Safety Support (CSS) may be recommended to be present at the RSO event.
Step 3: You will need to submit your event to BBNvolved through your organization’s BBNvolved page. Please note: you will be asked to submit your EMS reservation number.
Step 4: Your organization must utilize BBNvolved to maintain attendance records of each person attending your event according to guidelines from the Office of University events, found here. These attendance records must also be sent to facility coordinators within 24 hours after your event concludes. BBNvolved attendance tracking options can be found here.
What if I already have an event on BBNvolved?
All events that are submitted or are pending on or after Friday, January 15th will be subject to the new review process.
What registered student organizations have to follow this process?
All registered student organizations will need to adhere to these new guidelines. Student organizations affiliated with the Fraternity and Sorority Life office should contact email@example.com for information on how to follow these new policies and guidelines. Club sports teams should contact firstname.lastname@example.org for information on how to follow these new policies and guidelines.
Why do I have to submit my off-campus event to the University Events EMS system?
We know that planning events that create community is a key part of your organization’s continued success. You provide belonging and support for many of our students on campus and we want to help you safely continue this community building by providing some prompts and additional resources. This includes some additional questions that allow you to consider important parts of the University’s COVID event guidelines, along with direct support from one of our full-time professional staff members who can give you feedback and advice on how to host your event safely.
University Events staff are here to help you walk through the process of planning your event so your organization can be as successful as possible. You can contact University Events through their email at email@example.com.
What is a COVID Safety Support (CSS)?
The purpose of the COVID Safety Support Team members are to provide on-site guidance and assistance to Registered Student Organization (RSO) event hosts and on-campus facility managers to encourage adherence to the University's COVID Safety Guidelines.
How will I know if a CSS will be at my event?
Your primary event contact (as listed on your event submission)will receive an email from a staff member in the Office of Student Organizations prior to your event. This email will provide the contact information for your CSS and when they plan to arrive at your event to provide support.
How can I track attendance?
There are many ways to track attendance, but we recommend utilizing Event Pass and the Event Check-In App as this information automatically populates into BBNvolved. Find out more about Event Pass here. Alternative ways to track attendance can be found here.
What is an Event Pass? What is the Event Pass attendance tracking system?
An Event Pass is an individualized QR Code for all members of the University of Kentucky community with a LinkBlue ID. This QR Code serves as your entrance ticket to campus events. A tutorial on how to download Event Pass can be found here.
The Event Pass attendance tracking system is an app that can be downloaded to any Apple product and used to scan Event Pass QR Codes in order to track attendance at events. We recommend utilizing the Event Pass attendance tracking system as it is contactless and user friendly. More information on how to activate this type of attendance tracking can be found here.
Does my organization have to pay for the CSS to be at my event?
No. This cost will be covered by the university to ensure that your event is as successful as possible.
Does this apply to virtual or online events? Can I still submit those through BBNvolved?
Yes! You can still submit your virtual or online event to BBNvolved. Just select that your event is virtual/online when you begin your event submission. You are not required to submit your virtual/online event to the University Events EMS system, but can if you would like it to appear on the university calendar.
Who do I contact If have additional questions?
For event-related questions, email firstname.lastname@example.org or call (859) 323-8054 between 8am-5pm Monday through Friday. For BBNvolved related questions, email email@example.com or call (859) 257-8867 between 8am-5pm Monday through Friday.