Group Meeting Policy

An overview of gatherings and meetings at Stanford can be found here.

While general gatherings of a social nature are currently prohibited, limited exceptions are permitted. Two types are outlined below, with required actions noted in the bullet points. At least 6 feet social distancing and compliance with Stanford’s face covering policy are each required in all instances. Meeting participants are required to complete Covid-19 Hygiene Best Practices, EHS-2470-WEB in STARS, and Health Check daily before coming to campus.

For research meetings, outdoor meetings may also be held on private premises (e.g., faculty homes), or at other locations, provided the meeting group can adequately distance from one another AND from others in the area, as well as follow the requirements outlined below. Note: No personnel can be required to attend meetings held off-campus.

Classroom instruction and related university-led academic activities (e.g., office hours, mentoring, advising)

  • Does not require approval from EH&S.
  • Stagger use and restrict the number of people allowed in at one time.
  • 15-person maximum for outdoors (subject to change).
    • Participants are strongly encouraged to bring their own seating, such as picnic blankets and foldable chairs.
  • No indoor general classroom instruction and related activities. Specialized indoor classrooms (e.g., labs, studio arts) are permitted; 10-person maximum for indoors or 25% of room capacity, whichever is less (subject to change).
  • Any such meeting must have a designated leader who is responsible for ensuring compliance with all requirements and maintaining a list of all attendees.
    • For research meetings, this leader should be the faculty member or their designee.
    • It’s recommended that the designated host record the meeting on their Stanford calendar to facilitate contact tracing.
  • Clean & disinfect between use.
  • Exception to capacity limitation requires prior registration, review, and explicit approval from EH&S via Cardinal Recovery.

Necessary university business meetings solely among Stanford employees unable to be conducted virtually

  • Consult with appropriate unit, program or department head.
  • All personnel must carry out job functions remotely if they are able to do so, including with respect to meetings. Replace in-person meetings with video- or teleconference calls whenever possible.
  • For job functions that are not practical to perform remotely, in-person work/meetings are permitted to the limited extent necessary to complete such job functions.
  • Any such in-person work/meetings must in all instances be compliant with any guidelines or protocol adopted by the applicable school or department.
  • Stagger use and restrict the number of people allowed in at one time.
  • Where possible, any such meetings should occur outdoors.
    • Participants are strongly encouraged to bring their own seating, such as picnic blankets and foldable chairs.
  • Any such meeting must have a designated host who is responsible for ensuring compliance with all requirements and maintaining a list of all attendees.
    • For the purposes of research meetings, this host should be the faculty member or their designee.
    • It’s recommended that the designated host record the meeting on their Stanford calendar to facilitate contact tracing.
  • 15-person maximum for outdoors, subject to change; 10-person maximum for indoors or 25% of room capacity, whichever is less (subject to change). Total number of personnel present at a business facility may not exceed one personnel per 250 gross square feet of the facility.
  • Clean & disinfect between use.
  • Exception to capacity limitation requires prior registration, review, and explicit approval from EH&S via Cardinal Recovery.