Meetings & Events
Continued use of online meeting and event tools is preferred and recommended whenever possible. If it is necessary to gather in person—even one-on-one—you must follow specific protocols. In addition, please note that space availability and event timing may be affected by set-up requirements, which may take longer than usual in order to adhere to protocols. Be sure to discuss all needs, including food, technology, and room set-up, with the appropriate resources before finalizing your event time.
Boston and Massachusetts continue to update their COVID-19 gathering limits. Suffolk University will monitor these gathering limits and make decisions accordingly. All Suffolk-sponsored group meetings and events must comply with state, local and University capacity limits and guidelines. This includes:
- admitted student events
- events planned by faculty, staff, and students in all three schools
- events planned by central units such as Admissions, CTSE, Human Resources and others
To ensure the safety of our campus and our community, safe social distancing must be maintained at all times at University-sponsored events. In-person events deemed mission critical and/or essential will be allowed if approved by the IRT and must follow all relevant safety guidelines. Depending on the location and the size of the space being used, this may limit the number of people who are able to attend. Organizers are encouraged to develop virtual alternatives where possible.
- Events will only be held in specific campus spaces with a designated entrance and exit and the capacity for a set-up that maintains social distancing. The list of these spaces will be made available once finalized. Classrooms in which regular classes are held will not be available for events.
- Meeting/Event hosts will be responsible for keeping attendance records for tracing purposes.
- Attendees will be required to wear a face covering at all times.
- Social distancing must be maintained at all times.
- Hand sanitizer must be readily available at entrances and exits, and throughout the event area.
- Food service choices will be limited to individual items, such as boxed lunches, drinks in bottles or cans, etc. Only plasticware and disposable items will be available. Neither self-service buffets and trays nor family-style platters and self-service drinks (including coffee) will be allowed. Dining Services will have comprehensive menu choices.
- Alcohol will not be served at any on-campus event, indoor or outdoor.
- Cleaning of any room before departure is the responsibility of the meeting/event host. This includes handling any leftover food, trash, and other meeting debris; and wiping down all surfaces.
- Sharing equipment or supplies is prohibited.
- Supplementary materials to be used during a meeting/event should be sent to attendees electronically. Necessary paper materials should be pre-placed at seats, not stacked on a table.
Meeting- and Event-Specific Protocols
- In-person meetings must take place in rooms equipped with the necessary technology to host virtual attendees.
- In-person internal (sponsored by a University group) events should be reformatted to be held virtually whenever possible. Events deemed mission-critical and/or essential must be approved by the IRT and follow all relevant safety guidelines. If you are planning an in-person meeting or event on or off campus or would like more information on how to do so, please fill out the room request form or send us an e-mail. The Conferences & Events office will send all necessary information to the IRT for review and approval. No event should be organized without preapproval from the IRT. This is to ensure that we continue implementing all required health and safety measures.
- Please refer to the University's COVID-19 Visitor Policy for more information on having visitors on campus.