COVID-19: Important Campus Events Update
Event Organizers and Sponsors,

Over the weekend, I shared campus event guidelines about the fast-changing COVID-19 situation. Within the last 24 hours, the federal government released updated recommendations for all events and gatherings nationwide. Idaho State University, after close consultation with public health officials, will immediately implement those recommendations.  
Please make all necessary arrangements to cancel or postpone all University-sponsored events and gatherings of more than 10 people through May 15, 2020. This includes all outside events happening at any of our campus locations. The University has updated our website to reflect this announcement, and a news release will be sent to media on Tuesday morning.
A few minutes ago, all graduates received an email announcing the difficult decision that Idaho State will not hold in-person commencement and graduation-related activities as previously planned. The University’s event team is quickly working on a plan to celebrate graduates without holding an in-person ceremony. Details about the alternate celebration will be shared in the future. Faculty who already ordered their regalia through the University Bookstore do not need to take any action.  

As an event organizer or sponsor, it is your responsibility to handle the cancellation or postponement of your event by doing the following:

  • If your University event was planned off campus, contact the venue as soon as possible to cancel room arrangements. On-campus venues will automatically be canceled.

  • If applicable, cancel catering orders.

  • Notify event volunteers, guest speakers, decorators, and other impacted personnel or contractors.

  • Send an email to confirmed attendees letting them know of the cancellation or postponement. Suggested verbiage is included below.

  • If applicable, provide refunds.
Event Cancellation or Postponement Verbiage
Please use the following message as a template to notify and inform your guests:

Idaho State University continues to monitor the COVID-19 outbreak, and the safety and well-being of our entire campus community, including visitors, is our top priority. The University is strictly following guidelines issued by the Centers for Disease Control and state and local public health officials. Due to these guidelines, (INSERT EVENT) has been canceled or postponed until a later date. Please contact (NAME) if you have any questions or need additional information. (IF APPLICABLE, INSERT REFUND INFORMATION.)
I appreciate your patience and understanding as we continue to monitor this evolving situation. The University’s COVID-19 website has been updated with this event-related information. Please feel free to forward this email to colleagues and others within our campus community.

–– Stuart

Stuart Summers
Associate Vice President
Marketing and Communications
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