Listed below are resources, information, and requirements to consider and account for while planning events. The information provided below is meant to serve as guidance and a resource to help students and student organizations engage, build community, and cultivate a sense of belonging while still observing the COVID-19 Event Planning requirements.

For assistance with planning your virtual program or meeting, please email

Gatherings, Events, and Programs

Gatherings, events, and programs that build a sense a community, belonging, and connection continues be the priority with in-person, on-campus programming. It is imperative to ensure our community maintains the highest level of health and safety standards.

Updated January 31, 2022
Student Organization Requirements

All student organizations should review the Event and Gathering Policy as published by Emory University.


  • Policies set forth by specific university offices, academic departments, and university colleges supersede the components of the in-person gathering policy.
  • In-person faculty or student colloquia and guest speakers are permitted beginning January 31, 2022.
  • Off-campus Emory-sponsored events and gatherings are permitted.

Chartered student organizations will need to complete re-registration on The Hub and officer compliance training prior to planning either virtual or in-person gatherings/events/programs.

Hosts/co-hosts of any in-person gathering/event/program need to be chartered through a council or division in order to use allocated Student Activity Fee (SAF) funding.

All councils and divisions are not able to charter new organizations at this time. This will be revisited no earlier than March 15, 2022.

When new charters are permitted, it will be in accordance with Student Involvement, Leadership, and Transitions’ policies and procedures. Interested undergraduate organizations will need to apply for the new student organization onboarding process which occurs once per semester.

Updated January 31, 2022
Spring 2022 Event Planning Guide

In order for interested participants to access meetings, events, and programs, it is required for all happenings to be registered on The Hub through your organization’s portal. This includes both on and off-campus gatherings/events/programs.

Executive board meetings or gatherings/events/programs closed to the general public are excluded. 

For more information on how to create a new event on The Hub, click here.

All gatherings/events/programs are open and may be virtual or in-person beginning January 31, 2022. 

All gatherings/events/programs/meetings open to the public need to be approved by registering through The Hub.

In-person gatherings/events/programs do not require the physical presence of a faculty/staff advisor for the duration of the event. It is at the discretion of the advisor whether attendance is necessary.

Due to the limitations of available spaces of campus spaces (both inside and outside), general body and executive board meetings are highly encouraged to be conducted virtually.

All in-person gatherings/events/programs, whether on or off campus, can be held indoors or outdoors.

If the event/gathering/program is indoors, organizations are encouraged to cap attendance at 250 people or double the required amount of event space. 

Attendees must RSVP through The Hub. Organizations must use Corq and Event Check-In at events in order to track attendance and assist in contact tracing needs.

The use of alcohol at events/programs both on or off campus is permitted. Please be sure to follow policies as set forth by the University and the Office of Health Promotion.

While in yellow operating status with the gathering policy, food and drinks are permitted at events. It is encouraged for eating and drinking to be in a separate space outside, when possible, for programs gathering indoors.


Capacities & Duration  

Gatherings/events/programs currently do not have an attendance cap, aside from fire safety regulations.

Indoor: Masks are still mandatory. Capacity of 250 people encouraged (including those hosting) or double the allocated square footage per person.

Outdoor: Masks are highly encouraged. 

There is not a time limit in place for any events/gathering/programs, but we encourage no more than 2 hours at this time.


Event Spaces 

Please connect with facility planners for on-campus protocol. (For example, the Student Center Operations and Events Office COVID-19 Event policy.)

When possible and available, groups should consider outdoor spaces for gathering. 

Groups are required to reserve spaces for both formal and informal gatherings, to prevent overlap of events and ensure appropriate cleaning protocols between reservations as dictated by facility owners. 

Attendees are required to follow posted signs and placards in individual spaces, including restrictions on room layouts and furniture movement. 


Safety Protocols 

All faculty, staff, and students must complete the designated on-boarding process set forth by the university, as well as follow any associated screening requirements. 

Both formal and informal gatherings/events/programs must follow all university policies for safety, health and well-being. 

Attendees must have and wear a face covering for the entirety of an indoor gathering/event/program, including entering and exiting designated gathering/event/program space. (Organizations may need to provide coverings or have a plan in place to excuse attendees if a face-covering is not available.) 

Cloth masks have been proven to be not as effective in preventing the spread of the latest strain of COVID-19. Please encourage participants and hosts to wear surgical masks at a minimum, KN95 or N95 masks if possible.

Physical distancing with at least 6 feet (preferably more) between attendees is encouraged. If movement is required during an event, this must be considered in attendee spacing. This logic must be inclusive of entrance and exit plans of the gathering/event/programming space. 

Locations for handwashing or hand sanitizing must be provided in order to enter space. 

Event planners should plan for adequate timing and layout to accommodate safe queuing, check-in, and exiting. 


Catering, Food, Drink

Food and/or drinks are permitted at all indoor and outdoor gatherings/events/programs, on or off campus.

The use of alcohol at events/programs both on and off campus is permitted. Please be sure to follow policies as set forth by the University and the Office of Health Promotion. 

Travel & Transportation 

Travel and transportation is permitted. Masks are required indoors at all times at university-sponsored events. This includes within the vehicle used for transportation.

Student organization travel using Student Activities funding is permitted at this time. 

Contracts are permitted and will need to follow SILT’s protocol of submitting through The Hub and signature by a SILT staff person.   

All experiences requiring contractual relationships that meet the current gathering policy guidelines should continue to be submitted through The Hub for signature.

Please allow three to four weeks for signatures and fully executed contracts.

Do not pay deposits for vendors or facilities with personal funds, especially before a contract is signed. 

Contracts for future events not adhering to the current gathering policy status will not be signed or approved.

Chartering new student organizations is not allowed at this time.

The opportunity for new charters will be evaluated no earlier than March 15, 2022. If and when this opens, interested parties will need to follow the chartering entity's guidelines, and for undergraudate organizations, the Student Involvement, Leadership, and Transitions (SILT) onboarding process.

All religious and/or philosophical groups - for graduate or undergraduate students - seeking charter, should email Dean Greg McGonigle at before beginning the official chartering process.


The Hub offers a variety of features to help student organizations operate online, including elections, constitution/bylaw amendments, email messaging, documents, forms, and roster management. 

For step-by-step instructions on how to use all of these features, please review the Resource Guides below. 

For questions about The Hub, please email

Emory has a Microsoft application called "Teams" that allows you to meet online (similar to Zoom, Skype, etc.).  This is a great way to conduct virtual chapter, general body, executive board, or one-on-one meetings. 

Please visit Emory’s Library and Information Technology Services (LITS) website for instructions. A request to LITS is required prior to usage of this feature. 

For more information, please contact the LITS Student Help Desk during the hours posted on their website.

Signing into Zoom with your Emory NetID gives you full access to this web and video conferencing service. Features include polling, breakout rooms, instant messaging, and a wide variety of audio options. 

Please click for here for more information.

Based on current COVID-19 conditions in Atlanta, Emory University has developed guidelines and resources for a safe learning environment. Learn more at the Emory Forward website. Check often for the most current information.