Checklist for student-organised events

Please note that no events or activities organised by student associations may take place at any of AU’s locations through 28 February 2021.

Before the event:

1. Events may only be held by agreement with the local head of building services.
2. Event organisers must be able to document how they will ensure that social distancing can be maintained and how contact surfaces will be sanitised, as well as adherence to other relevant guidelines.
3. A contact person from the association who is responsible for the event must be appointed. This person is responsible for communicating and enforcing rules and guidelines. This person also has a responsibility to break up the event if at any point it becomes impossible to adhere to rules and guidelines.
4. The head of building services is the university contact person, unless a different contact person is appointed.
5. The number of people in the room may not exceed the room’s maximum capacity. For this reason, events must require participants to register in advance, to avoid too many participants showing up.
6. If the event involves participants from different degree programmes and year groups, special care is required. In other words, event organisers must consider how the event can be held in a way that minimises contact across degree programmes and year groups. For example, participants can be divided into year groups by dividing up the room to ensure that students who take classes together sit together, or by holding a seated event with all participants facing in the same direction.

During the event:

1. The minimum distance between all participants at all events is one meter. Contact surfaces must be sanitised after events in accordance with the guidelines. The minimum social distancing requirement still applies even if participants use PPE.
2. The number of participants in an event must never exceed the limit set by the national guidelines on events. The maximum number of participants in an AU event is 50.
3. Events should primarily be seated. Alternatively, events can be held outdoors.
4. Events without alcohol must end by 20:00.
5. Events with alcohol may only be held from 14:00 - 18:00 on Fridays, and no hard liquor may be served. Beer, wine, cider and the like are permitted.
6. Participants in events are encouraged to use the Smitte|Stop app.

After the event:

1. All events must have a guest list/log of participants. This is to ensure that it is possible to document who participated in the event afterwards in connection in the event that contract tracing becomes necessary.
2. To comply with GDPR, guest lists/logs must be destroyed/deleted after 30 days.