New Guidelines for Distribution of Items in Spring 2021

Tuesday, Mar 9, 2021

In order to support the health and safety of our university community during the  COVID pandemic, we have modified the process of distributing items only to  graduate and undergraduate students on campus. Our goal is to identify ways in  which we can allow student organizations, departments, and offices to distribute  items to students in a way that is both efficient and aligned with our guidelines to  keep the community healthy and safe.  

While in previous years item distribution on campus happened in many  decentralized ways, this on campus activity now must be centrally approved and  only occur in the locations listed in this document.  

Approval and Registration Process 

The University has created a centralized approval process for events and gathering on  campus to ensure compliance with health and safety guidelines during the pandemic.  Distribution of items are required to get approval through this process. Requests for item  distribution must first be approved by the University by submitting information to the Events Management System (EMS) managed by Conference and Events Services. Requests  must be submitted at least 10 business days in advance of the planned distribution date. As  part of this submission process, you will need to preliminarily request a space reservation.  Please review the information below so that you select the appropriate location based on  the size of your distribution. Space requests will remain on HOLD until approval of the  Gatherings Review Team and final confirmation from Frist administrators. 

Once you receive written approval from the Gatherings Team that reviews and approves  requests submitted via EMS, you can then contact Vin Stanley, Frist Venue Manager, via  email at vstanley@princeton.edu to confirm the logistical aspects of your item distribution.  The relevant logistical information is listed below. 

Note that all student organizations registered with an office of Campus Life must also  complete the Campus Life Events Registration Process (CLEVER).

General Considerations 

Distribution will follow guidelines as set by the Gatherings Review Team including: 

  • The Social Contract signed by undergraduate students applies to these distributions.  Students not eligible to enter the Frist Campus Center due to their status within  testing protocols, enrollment, or compliance with Social Contract guidelines cannot  access the distribution. Students not currently enrolled, i.e. on leave or alumni,  cannot participate in this activity. No exceptions can be made.

  • Indoor gatherings are limited to 10 people and therefore there must be a sign-up  with time blocks to limit line-up for distribution.

  • Compliance with the University’s Face Covering Policy and social distancing.  guidelines must be monitored and enforced throughout the event.

  • Only pre-packaged food will be permitted at this time.

  • The Gathering Contact (person responsible for ensuring compliance with public  health measures) must be present for the entirety of the distribution. The Gathering  Contact must be a faculty or staff member of the University for distributions that are  larger than what can be accommodated at the Frist Welcome Desk (see below).

  • The Gathering Contact must maintain a list with names, net IDs and phone numbers  of attendees. This information needs to be held for two weeks after the event itself  should we need the information for contact tracing purposes.

  • This process is for distribution of items and not sales.

  • There can be no opportunity for students to try on items and/or return items.

  • Storage in Frist Campus Center is limited and participants are expected to limit the  time before and after the distribution that the materials are on site. As only one  distribution per day is allowed, we expect there to be great demands for this service  and we cannot accommodate storage and distribution for multiple groups.  

Distribution Sites 

Frist Welcome Desk: 100 items or less 

For distribution of items that are 100 pieces or less, the Frist Campus Center Welcome  Desk is the proposed location of distribution. Please consider the following:

  • Welcome Desk employees would distribute during hours of operation. An  advanced sign-up is not required for distribution from the Welcome Desk  due to the extended period of operation.
  • Items must be individually packaged, labeled with name of recipient, and in  alpha order by last name.
  • The sponsor is responsible for communications with recipients. The email  announcing the distribution (i.e. the first email) should be previewed with  Vincent Stanley, Frist Venue Manager (vstanley@princeton.edu). Mr. Stanley  should be blind copied on all future emails so that the Frist Welcome Desk  staff is apprised of the status of the give away.
  • The items cannot be offered on a “first come, first served” basis as this  scarcity typically results in crowding that would jeopardize our COVID  compliance.
  • The give away should be offered for two full days of Frist Welcome Desk  hours of operations. On the third day, Frist staff will advise you about how  many items were unclaimed and make arrangements for retrieval. Items  cannot be stored at the Frist Welcome Desk.
  • While every effort will be made to ensure that materials are in safe keeping  at all times, please note that the Frist Welcome Staff are not responsible for  any items that are lost or inadvertently distributed to the wrong person.  

Frist C-Store: 100+ to 300 sized pieces or 600 of one size fits all items*

  • There must be a sign-up in advance with time blocks to limit line up for  distribution. A general rule is ten students for a ten minute period.

  • The items cannot be offered on a “first come, first served” basis as this  scarcity typically results in crowding that would jeopardize our COVID  compliance.

  • The sponsoring department may only reserve the space for a maximum of  two consecutive days for distribution.

  • The sponsor is responsible for communications with recipients. The email  announcing the distribution (i.e. the first email) should be previewed with  Vincent Stanley, Frist Venue Manager (vstanley@princeton.edu). Mr. Stanley  should be blind copied on all future emails so that the Frist administrative  staff is apprised of the status of the give away.

  • Capacity may not exceed 15 at any time. Once students have picked up their  materials, they should be encouraged to move away from the C-Store site.  There are other guests in Frist and we need to be mindful of social distancing  guidelines. Those staffing the event should not engage in prolonged conversation with people not working the distribution.

  • The Gathering Contact must be present throughout the duration of the  distribution, including set-up and break-down times.

  • Students, either as workers or as volunteers, are able to assist with  distribution but must comply with all campus policies and the terms of the  Social Contract. The number of student workers assisting should be kept as  small as possible to ensure social distancing guidelines are upheld.  

Frist South Lawn Tent: 300+ or 1,300 (one undergraduate class) of one size fits all

  • The sponsoring department will be responsible for set-up and returning  layout to the way it was found.

  • There must be a sign-up in advance with time blocks to limit line up for  distribution. A general rule is twenty-five students per ten minute period.  Students should not be permitted to enter the tent at any time other than  their scheduled block of time. Due to the complexity of distribution and  number of items in this space, the sponsoring department can work with the  Frist Campus Center staff and ODUS on a ratio of people in tent to hours of  distribution needed.

  • The items cannot be offered on a “first come, first served” basis as this  scarcity typically results in crowding that would jeopardize our COVID  compliance.

  • Due to the size of the tent, this distribution site requires two Gathering  Contacts. They must be present throughout the duration of the distribution,  including set-up and break-down times.

  • Students, either as workers or as volunteers, are able to assist with  distribution but must comply with all campus policies and the terms of the  Social Contract. The number of student workers assisting should be kept as  small as possible to ensure social distancing guidelines are upheld.  

Questions and Additional Notes 

If after reading this document in its entirety students have questions, they should reach out  to the Office of the Dean of Undergraduate Students at odus@princeton.edu. Questions  from staff should be directed to the Gatherings Team via Conference and Events Services.  

This process is subject to change should the health and safety requirements shift, either  more or less restrictive, and we will update groups about process changes. Due to the nature of the pandemic, groups will need to modify plans to align with new policies at the  time of distribution rather than the time of approval.  

Please note that the staff working on this gear distribution process, most notably the  student and administrative staff in the Frist Campus Center, have volunteered to support  this work. This is not part of their typical daily operations and we appreciate offices  requesting these services to bring that perspective into conversations about executing this work.