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Ohio State University Extension


Essential and Time-Critical In-Person Programming Process

All CFAES educational outreach activities and events using in-person programming and hosted by anyone in CFAES, regardless of the location, must be approved through this process before proceeding.  

Approval Processes:

  1. In-Person Programming by CFAES Professionals (Statewide, Columbus, Wooster): For in-person programming by Ohio State professionals from our statewide, Columbus, and Wooster campuses, individuals will submit their request via a Qualtrics Survey for weekly review by the committee and, upon approval, receive their approval letter (via email) which can be attached to eRequests. For in-person programming, please use 

  2. Events organized at one of our 27 CFAES facilities or event centers by EXTERNAL customers: For programming hosted by external clients who want to use our CFAES facilities (Wooster Campus conference center, Nationwide & Farm Bureau 4-H Center, any of the agricultural research stations, including Chadwick Arboretum and Secrest Arboretum), event space managers (those responsible for scheduling/renting the space) will complete the necessary template for committee consideration. External clients will also be expected to follow all of the university, state, and CDC guidelines, including that masks and social distancing will be required. More information about this specific process will be shared in the near future. 

Submissions will be reviewed on an ad hoc basis, but no less than weekly.  

Key factors to consider: Per the health order from Gov. DeWine, effective July 23, 2020 at 6pm, masks are required to be worn in Ohio. This applies to all indoor program activities and outdoor activities where 6 foot distancing cannot be assured. 

We have by way of guidance from ODH, CDC, and the university the ability to hold in-person programs of up to 100 participants (including our professionals onsite). Just because we can, doesn’t mean we must. We are still aiming for virtual first and limiting in-person to those essential and time-critical in-person programs.   

Also, the space in which the program is held will often determine the capacity. Plan ahead - there are many factors to consider regarding the need for 6-foot physical distancing and the number of people a gathering space can accommodate. 

Consider the following when choosing meeting/event spaces: 

  • Can the event take place outside? Open air appears to reduce the risk of spreading airborne illness. 
  • What is the normal maximum occupancy of the space? 
    • To provide 6 feet of physical distance between individuals, the occupancy of meeting spaces must be decreased by half. For example, a space with a posted maximum occupancy of 100 people would need to be adjusted to a maximum of 50 people. 
    • If you need to estimate the capacity of a space, allow 30 square feet per person. 

Additional guidelines and FAQs will be provided early next week. As always, approval can be rescinded at any time given the current situation related to COVID-19 spread in Ohio and within certain counties, or changing guidelines from ODH, CDC, or the university. 

For any event not referenced above, please consult with Jackie Wilkins ( or Anne Dorrance ( prior to moving forward or committing a facility.