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Room Reservation Request

Due to COVID-19, the School of Engineering has implemented COVID-19 In-person Activity Guidelines for activities in the Engineering Complex. Please carefully review these guidelines below before submitting a Reservation Request.


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COVID-19 In-person Activity Guidelines

To reduce the risk to participants and allow cleaning staff access to classrooms and other spaces, in-person activities in the Engineering Complex will be limited.  All activities should be conducted virtually whenever possible.  All activities should conform with guidelines below and in the Employee GuidebookProtect KU and University Event Management Procedures.

Indoor activities in the Engineering Complex will only be permitted for:

*  Events considered to be Mission Essential must be critical to the continued academic and research missions of the university.  The School of Engineering considers project-based student organization activities that must be conducted in-person to fulfill the objective of the group to be Mission Essential. These groups must submit a COVID-19 Protocol Plan.

The University of Kansas does not consider the following type of events as mission essential at this time:

  • Social events
  • Career fairs, networking events, or receptions
  • Fairs, festivals, carnivals, or parades
  • School or departmental recruitment events
  • Graduation and/or recognition events
  • Political rallies or lectures


Indoor activities must adhere to the following guidelines:

  • Activities take place between 7am-10pm
  • Activities are conducted in a space that allows for adequate social distancing:
    • Maintain at least six (6) feet between participants
    • Prevent congregating in lobbies, hallways, or classrooms
  • Participants wear masks
  • Hand sanitizer is available to participants
  • Food or drinks are not served
  • The room must remain in its approved seating configuration
  • The number of participants will not exceed the approved room capacity for Fall 2020
  • The room and equipment surfaces are sanitized before and after it has been occupied
  • A remote participation option is made available
  • Activities are submitted to the Office of Event Management and Protocol via their event request form


Outdoor Activities in the Engineering Complex will only be permitted for:

  • Registered Engineering Student Organizations or Engineering Departments
  • Groups that have reserved a space
  • Activities that take place between: 10am-4pm, Monday-Friday
  • A maximum of three (3) groups on the LEEP2 lawn and one (1) in the Eaton Courtyard at any time
  • Activities that are less than 45 participants


Outdoor activities must adhere to the following guidelines:

  • Social distancing is maintained
  • Masks are worn
  • Appropriate cleaning and sanitizing procedures are followed prior to, during, and after the event
  • Food or drinks are not served
  • Promotional items or give aways are discouraged, but if flyers or items are given out, they must be placed on the table in a way that a person only touches one item at a time
  • Activities are submitted to the Office of Event Management and Protocol via their event request form


Organizations that would like to request an exception to host an in-person event, may submit an Exception Request at least one week prior to their event.

If you have questions or concerns, please contact Lindsey McCaig, lmccaig@ku.edu.

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