If you have any questions or concerns regarding in-person activities, please email the University Administration here.

Policies & Procedures for In-person Activities

Last Updated: May 20th, 2022

COVID-19 Regulatory Bodies

It is important to be up-to-date regarding their policies and procedures.

University of Manitoba Administration

Government of Manitoba

Government of Canada

Please click on the buttons below to read the full details.

CURRENT POLICY (IN-EFFECT)

University of Manitoba Administration's Policy - May 4th, 2022

Students will no longer be required to complete the In-Person Activity Request forms after May 4.

As the Summer progresses, we will provide an update if things change.

 

University of Manitoba Administration

If your student group is officially associated with a faculty, college, or residence; please directly reach out to them for more information about in-person activity policies.

The University Administration will provide new updates here.

If you have any questions or concerns regarding in-person activities, please email the Administration here.

OLD POLICIES (NOT IN EFFECT)

University of Manitoba Administration's Policy - February 24, 2022

Starting now until May 3rd, 2022 (rest of Winter 2022):

Please ensure that all facets of the activity adhere to all current UM and Provincial health and safety requirements and protocols in place at the time the activity occurs.

Scenario A) Any student-led event or activity:

  • On-campus or off-campus
  • Fewer than 100 attendees are expected
  • No alcohol is being served

Conclusion:

  • No approvals are required
  • All events and activities must follow UM’s health and safety protocols

Scenario B) For students – if your in-person activity (not student-led) takes places off-campus:

Conclusion:

  • No additional approval is required
  • All individuals must follow the venue’s Covid related protocols

Scenario C) If your on-campus in-person activity / event has 100 people or more:

Conclusion:

    1. Will require approval by the Dean or Unit Head if they are being held in collaboration with a faculty/school/college, endorsed by a faculty/school/college, and/or taking place in a space controlled by a faculty/school/college.
    2. Will require approval by the Vice-Provost (Students) if they do not meet criterion 1 above. (Review protocol on requesting approval from Vice-Provost (Students))

Scenario D) Any student-led event / activity that has alcohol served:

Conclusion:

    1. Will require approval by the Dean or Unit Head if they are being held in collaboration with a faculty/school/college, endorsed by a faculty/school/college, and/or taking place in a space controlled by a faculty/school/college.
    2. Will require approval by the Vice-Provost (Students) if they do not meet criterion 1 above. (Review protocol on requesting approval from Vice-Provost (Students))

General rules for On-campus:

  1. KN95 masks are required in all indoor spaces. The only exceptions are if you are alone in an office or room with the door closed, or while eating in areas designated for food consumption. Masks will not be required outdoors.
  2. There will be no physical distancing requirements in any classroom, lab, workplace or area on campus, except for locations specifically designated for food consumption, where masks can be removed while eating/drinking.
  3. UM’s vaccine mandate requires all students and employees on campus to be double vaccinated and to have uploaded proof of vaccination on UM’s website, or to have received an approved medical or religious exemption. Rapid testing is no longer an alternative to vaccination.
  4. If your event will take place outdoors on campus, please reach out to Tannis Campbell in the Associate Vice-President (Administration) Office (campbell@umanitoba.ca) in order to review planning and set-up. Indoor on campus activity plans are to be made with the person in charge of the space where the event will be held.

Any further questions? Please reach out to SAComms@umanitoba.ca

 

University of Manitoba Administration

 

This policy effects everyone and in-person activities constitutes ANYTHING in-person such as face-to-face meetings, tabling, events, etc.

 

If your student group is officially associated with a faculty, college, or residence; please directly reach out to them for more information about in-person activity policies.

 

This form can be found at https://umanitoba.ca/coronavirus at the bottom right called In-person Activity Request Form

 

The University Administration will provide new updates here.

If you have any questions or concerns regarding in-person activities, please email the Administration here.

University of Manitoba Administration's Policy - February 4, 2022

For the remainder of the Winter Term (until May 3, 2022):

 

“All on and off campus student-led activities must be approved by the Vice Provost (Student Affairs).

 

Students must complete the In-person Activity form and send to SAcomms@umanitoba.ca three weeks ahead of their planned activity.”

 

University of Manitoba Administration

Last updated: February 4th, 2022

 

This policy effects everyone and in-person activities constitutes ANYTHING in-person such as face-to-face meetings, tabling, events, etc.

 

If your student group is officially associated with a faculty, college, or residence; please directly reach out to them for more information about in-person activity policies.

 

This form can be found at https://umanitoba.ca/coronavirus at the bottom right called Student-led in-person activity request form (doc).

 

The University Administration will provide new updates here.

If you have any questions or concerns regarding in-person activities, please email the Administration here.

Additional Information from UMSU Student Group Services - January 24, 2022

  • If your student group is officially associated with a faculty, college, or residence; please directly reach out to them for more information about in-person activity policies.

 

  • If your student club is not officially associated with a faculty, college, or residence; your club’s in-person activity may have to be postponed to a further date when the environment is safer or moved remotely. 

 

  • If you believe your in-person activity is considered essential and there is no reasonable alternative, please reach out to the University Administration to confirm this status and gain approval from them.

 

  • In Summary – No non-essential activities will be approved by the University until the COVID situation in the community improves. As things change, more communications will follow.

 

UMSU Student Group Services

Last updated: January 24th, 2022

 

If you have any questions or concerns regarding in-person activities, please email the University Administration here.

University of Manitoba Administration's Policy - December 20, 2021

The University of Manitoba announced that due to changes in the public health orders, starting December 20, 2021 and until the end of the Winter Term break on February 26, 2022 all non-essential activities will be postponed to a further date or moved remotely. You are welcome to proceed with your activity virtually.​

The University is monitoring the Omicron variant, and will respond to any new changes in public health measures. We are hoping that we will be in a position to resume in-person activities in the Winter Term, but this will be guided by the public health orders.

 

University of Manitoba Administration

Last updated: December 20th, 2021

 

This policy effects everyone and in-person activities constitutes ANYTHING in-person such as face-to-face meetings, tabling, events, etc.

 

This form can be found at https://umanitoba.ca/coronavirus at the bottom right called Student-led in-person activity request form (doc).

 

The University Administration will provide new updates here.

If you have any questions or concerns regarding in-person activities, please email the Administration here.

University of Manitoba Administration's Policy - September 29, 2021

“All on and off campus student-led activities must be approved by the Vice Provost (Student Affairs).

 

Students must complete the In-person Activity form and send to SAcomms@umanitoba.ca three weeks ahead of their planned activity.”

 

University of Manitoba Administration

Last updated: September 29th, 2021

 

This policy effects everyone and in-person activities constitutes ANYTHING in-person such as face-to-face meetings, tabling, events, etc.

 

This form can be found at https://umanitoba.ca/coronavirus at the bottom right called Student-led in-person activity request form (doc).

 

The University Administration will provide new updates here.

If you have any questions or concerns regarding in-person activities, please email the Administration here.

UMSU supports all of the health and safety policies and procedures implemented by the COVID-19 Regulatory Bodies in-place to safely protect students and the greater community.

UMSU has been in various discussions and has been compliant with the guidelines established by the University of Manitoba Administration and the Government of Manitoba with respect to health and safety policies and procedures.

As the situation changes daily, we recommend following the guidelines established by the relevant COVID-19 regulatory bodies like the University Administration.

UMSU’s role with in-person policies is delivering the important information and updates to students, we unfortunately do not have any say in the policies created.

UMSU is also not involved with the approval procedure of in-person activities and has no say in what gets approved and what does not. Anyone from UMSU wishing to host any in person activities also has to apply for approval.

As we all try to return to in-person in safe manner, it is encouraged all Student Leaders stay up to date regarding COVID-19 policies and procedures regarding activities, events, operations, etc. established by the University Administration and the Provincial Government.

The UMSU Clubs Administration will not condone in-person activities that do not follow proper COVID-19 policies and procedures established by the relevant regulatory bodies such as the University Administration and the Provincial Government.

List of Recognized Student Clubs found here.

List of Recognized Student Associations found here.

FALL 2021 INFORMATION

Last Updated: November 2, 2021

The purpose of this general guide is to provide direction to Student Leaders on the proper steps and on who to contact when hosting in-person activities. Due to the specific nature of activities/rooms/protocols, they all cannot be covered in this guide.

Please consult the University of Manitoba Administration via email regarding any in-person activity and its specifics relating to health & safety.

General Steps:
  1. Reach out to the Venue Manager (On or Off-Campus) to see if their venue is available and willing to host your event there. Inquire if there are any additional forms / protocols that must be followed. When reaching out, try to do a soft-booking / soft reservation as you will need to gather approval from the University Administration of your event. Once you secure the soft-booking, move to the next step.
  2. Fill out the student-led in-person activity form and send it to the University Administration via email. This form can be found at https://umanitoba.ca/coronavirus at the bottom right called Student-led in-person activity request form (doc).
  3. Once you have secured approval from the University Administration, reach out again to the Venue Manager about officially booking the space for the day & time.
  4. Once the venue has been officially booked, prepare for the event!

Each in-person activity will be different depending on the context, if you require more details about aligning with Health & Safety policy, please reach out to the University Administration via email.

Notes:

  • If your student club / association is not officially recognized, it may have a harder time getting approvals.
  • If your student organization is officially associated with a faculty, college, or residence. It is important to reach out to your respective faculty, college, or residence about the idea of hosting an in-person activity.
  • If you are planning to book a venue on-campus, look at the BOOKING ON-CAMPUS VENUES section on this page for more information.

Venue Links

Venue Statuses

Closed

  • Biological Sciences Building
  • St Paul’s College
  • Drake Centre
  • College of Rehabilitation Sciences Room Bookings
  • Social Work
  • Education Building

Restricted

  • Robson Hall (Faculty of Law students only)
  • Music Buildings (Faculty of Music students only)
  • Wallace Building (Faculty of Environment, Earth, and Resources students only)

Open

If the venue is not in the closed or restricted lists, then they are open to all students for booking.

  • Conference & Catering Services is open.
  • The Quad has limited opening from Sept – Oct.
  • See the list of faculty building schedulers here.

Booking Protocols

A venue is a general label for rooms/spaces inside or outside buildings that are controlled by a building scheduler. Each venue will have their own protocols regarding the booking of their spaces.

  • Some will request a minimum amount of time between the time of booking and the event held.
  • Some will require insurance from the student club / association.
  • Some will require additional forms filled out regarding the space.
  • Some will require additional protocols & approvals before even talking to them such as rooms in Bannetyne Campus.

Regardless of the venue, it is proper professional etiquette to give them ample time to book the space for your student group when contacting them. An example is at least 1 week notice in advance. Please do not book last-minute with these venues.