Guidelines for Events During COVID-19 | Office of Temporary Use of University Space

To ensure the health and safety of the York University community when on-campus, non-instructional in-person events held by the Institution need to be given careful consideration. In addition to adherence to a pre-approved safety plan that is aligned with applicable provincial and Toronto Public Health regulations governing various types of spaces and activities, event plans should be supported by a rationale as to why they need to take place in-person as opposed to virtually. These guidelines are only considered for on-campus activities as the university does not oversee or authorize off-campus activities for student organizations that are not New Student Orientation programs or Sport Club-related. It is recommended that organizers consult with Risk
Management for any off-campus event queries/concerns.

The existing Temporary Use of University Space (TUUS) Office and process will be leveraged to facilitate the review and approval of requests to hold in-person events on-campus. These guidelines outline the principles and processes that are to be followed in submitting event requests to TUUS.

These parameters are subject to change and may be amended in accordance with evolving public health directives and university protocols around COVID-19.

The TUUS procedure and process has also temporarily been expanded to cover all University spaces, including those that are formally allocated to a Faculty, department, research unit, college or group, and normally administered by that area if the use falls into an Event or Special Event definition and is not already covered by an EPG-approved plan (i.e. Athletics and Recreation, AMPD, Housing and Residence Life).

There are a number of outdoor spaces at the Keele and Glendon Campuses that are available to the community for outdoor events, please visit the outdoor space page for more information.

Please note a minimum of ten (10) business days is needed for processing. The processing timeline will be determined by the event complexity, details provided and completeness of the application.

For inquiries regarding space at Glendon, please contact Réserve Glendon.

The Temporary Use of University Space (TUUS) procedure has a number of applicable definitions including:

Event Definition

A one-time activity that is planned, advertised and/or invitational in nature and is intended to attract participants and/or an audience.

Media-related requests for on-site presence will continue to be managed by Communications & Public Affairs.

Special Event Definition

These include social occasions, conferences and/or activities that have the potential to enhance the identity and recognition of the University and which foster and develop relationships with the external community to raise the University’s public profile. Included in this definition are Events which have the potential to attract significant media attention.

Events must adhere to provincial regulations and Toronto Public Health guidelines that are applicable to the particular space and/or the nature of the event.
The TUUS procedure will continue to be temporarily expanded to cover all University spaces if the use falls into an Event or Special Event definition and it not already covered by an EPG-approved plan.
Event organizers must develop and adhere to an approved safety plan that is aligned with applicable provincial, Toronto Public Health and York regulations governing on-campus activities.
All in-person event plans will need to consider the necessity to either postpone, cancel or switch to a virtual option should the need arise based on the status of the campus and/or current public health directives.
Recognized Student Organizations are encouraged to consult with the Division of Students’ Centre for Student Community and Leadership Development (SCLD) prior to proceeding with event planning.
Eating/drinking in instructional spaces will continue to be dictated by the University’s Mask Protocol. Eating/drinking is not permitted in instructional spaces unless for urgent health reasons until further notice.

Please note a minimum of ten (10) business days is needed for processing. The processing timeline will be determined by the event complexity, details provided and completeness of the application.

The following process will be in place for event applications:

Applications for events will utilize the TUUS process and online form.

TUUS Application Form

The form includes a requirement for the organizer to provide a rationale as to why the event needs to take place in-person as opposed to virtually.

Applications must detail adherence to York’s health and safety guidelines and public health guidelines for gatherings/events. This includes guidelines related to physical distancing, signage, maximum attendance limits, event registration, capacity controls, controls over ingress and egress, attendance tracking for contact tracing, screening, physical distancing, sanitization, masking, and food and drink service.

2. Applications will require approval by the Faculty/Divisional Executive Officer or equivalent senior official, who must initially assess requests to ensure alignment with the articulated priorities and principles for holding in-person events. For Registered Student Organizations this would be a signing offer.

3. Once submitted, the TUUS Office will consult with campus partners as applicable to review:

The necessity for the event to be held in-person;
Whether the event should be held on campus campus;
The proposed health and safety measures and associated risks;
Implications for, and availability, of campus services such as UIT, custodial or security supports that will be needed for on-campus events; and
Whether the event conflicts with other activities simultaneously occurring on campus and/or campus density concerns.

4. If the event is approved, TUUS will issue an event permit to the sponsor and notify relevant campus partners.