Appendix
UTokyo Coronavirus Task ForceMay 19, 2022 Established
October 20, 2022 Partial revision
Guideline for the Infection Prevention of COVID-19 When Holding an EventObjective
This guideline lays out the basic measures which must be taken to prevent infection and thespread of COVID-19 when holding events (excluding online events).
Furthermore, face-to-face events may only be held when below level B (events must be held
online when above level C as a general rule) of the 2022 The University of Tokyo Activity
Restrictions Index for Preventing the Spread of COVID-19 (updated April 1, 2022).
◇The event organizer must make sufficient arrangements with the facility manager to ensure that
concrete measures provided in this guideline are thoroughly implemented and work withoutomission to prevent infection and the spread of COVID-19.
◇The facility manager must confirm infection prevention measures of the event organizer prior
to authorizing the use of the facility .
Subject of the Guideline◇Events held by our university and organizations related to our university within and outside thecampus.
◇Events held by people outside the university using our university facilities.
（Example of events）
Academic conferences, research conferences, workshops, lectures, cultural events (includingconcerts, etc.), public examinations, tours.
※Not applicable for events organized by student organizations
Concrete Measures Which Must Be Implemented for the Preventing Infection and the Spreadof COVID-19(1) Thorough suppression of droplets (wearing a mask and refraining from using a loud voice)◇Event participants and organizers must wear masks.
◇ In order to conduct the event and/or maintain safety, encourage people not to speak out
unnecessarily unless in unavoidable situations.
◇As a general rule, do not hold face-to-face receptions. In situations where a face-to-face reception
is unavoidable, ensure that droplet prevention measures such as the installation of acrylic panels,etc. are implemented.

(2) Thorough hand washing, sanitizing of hands and facilities◇Bring the necessary alcohol and cloths for sanitizing purposes and sanitize all items which will
be used during the event such as chairs, tables, microphones, remote controllers, and door knobs,
handrails, before and after the event is held.
◇Bring and install hand sanitizers and ask participants to frequently wash and sanitize their hands.
(3) Thorough ventilation◇While the event is taking place, ensure that the ventilation equipment is operating at all times, aswell as regularly opening the doors and windows for ventilation before the event, during theinterval, and after the event.
◇Ensure that sufficient infection prevention measures are implemented not only in the event halls
but also in areas such as the waiting rooms for the organizers.
(4) Avoid crowds among the participants◇Strictly adhere to the capacity assigned in the infection measure for each facility and classroomand for exams.
◇When distributing materials, ensure that they are not directly handed out, but instead, use
methods such as leaving the materials on the desk.
◇Ensure that participants are able to constantly maintain physical distance, including before andafter the event, through the routes they take and seating arrangements.
◇For events which include playing instruments or singing, implement measures that maintain aphysical distance between the performer and audience or between performers by referring to theJapan Association of Classical Music Presenters’ “Guideline for Preventing the Spread of theNovel Coronavirus for Classical Music Performances” and the Japan Choral Association’s“Guideline for Preventing the Spread of the Novel Coronavirus for Choral Activities”.
(5) Keep track of and manage participants◇Organizers must keep track of the health condition of the participants and ensure that individuals
who fall under the following categories are not allowed to participate in the event.
・An individual who has a temperature of over 37.5°C or has a fever with a temperature whichis over one degree above the average temperature; an individual who displays symptoms whichsuggest an infection; an individual who does not feel well; an individual who displays
symptoms which suggest an infection of COVID-19; an individual who is infected by COVID19 and has not yet recovered or is a close contact.
◇Determine the measure to be taken in advance in the case where a participant feels unwell,including having a fever, while the actual event is taking place.

◇ In preparation for cases where an infection may occur, please appropriately manage theparticipants’ contact information and ensure that the private information is carefully handled. Itwould be preferable if the seating arrangements of the participants can be identified.
(6) Measures to be taken in events where drinking and eating takes place◇If the organizers decide that the event has the characteristics of an official activity, and that asocial gathering relating to the event is of high relevance to the official activity, as well as being
necessary for its execution, such social gathering will not be prohibited as long as the organizers
take responsibility for implementing infection prevention measures.
◇When deciding on whether or not to allow drinking and eating at the event, the organizers musttake into account their responsibilities and be clearly aware that the risk of infecting each otherincreases when participants drink and eat at events, and must also anticipate the possibility thatparticipants may become infected or that infection clusters may occur.
◇If drinks are to be provided during the interval of an event, please request the strict adherence ofwearing masks when holding conversations.
◇In the case of an all-day event where participants need to eat individually, implement infection
prevention measures and request that participants strictly adhere to eating in silence.
●Regarding definitive measures■Scope of participation▪ In order to prevent large unspecified numbers of participants assembling and in preparation forthe possibility of an infection occurring, manage the participants’ contact information
appropriately and handle their personal information carefully.
▪ Do not enforce participation in social gatherings.
■Planning of social gatherings▪ Be fully aware that the risk of becoming infected through eating together is extremely high. Then,
carefully decide whether holding a social gathering is truly necessary for the execution of theevent.
▪ Keep in mind that even if the social gathering is highly relevant to the official activity, it can leadto a decline in education, research, and administrative activities of the university if individuals
become infected from a social gathering held within the same seminar or department. Then,
decide whether or not to hold a social gathering and consider the implementation plan.
▪ Select a restaurant that has been certified by local authorities.
▪ Keep in mind to organize a social gathering where conversations are not likely to occur while
drinking and eating.
▪ Limiting the number of participants and keeping the social gathering to a short period of time ispreferable. Infection risks increase when large numbers of people stay together for a long period.

▪ Organizers shall not be prevented from conducting testing in advance, but they are expected tohandle the situation, fully understanding that there are limits to the accuracy and sensitivity oftesting and that a negative result from the test does not ensure safety.
■Actions to avoid infection risks▪ Avoid excessive drinking of alcohol. Drinking alcohol leads to high spirits but cansimultaneously reduce attentiveness. It can also dull hearing and lead to speaking out loudly.
▪ Be fully aware that whether or not alcohol is imbibed, the risk of spreading infection increases
through eating and drinking in a group gathered in a crowded space and speaking loudly.
▪ Do not share tableware.
▪ When moving away from your seat or the drinking/eating area in order to have a conversation,
ensure that you do not eat or drink, and wear a mask while maintaining social distancing.
■Response for when a participant is suspected or confirmed to be infected▪ Determine the committee and representatives for the social gathering in advance and informparticipants to ensure that they should inform the said committees if they begin to feel unwell,including having a fever on the day, following day, and two days after the gathering or if theparticipant later finds out that the day they became infected with COVID-19 was more than twodays before the gathering took place.
▪ If a participant becomes infected, ensure that the their personal information is protected before
contacting the other participants who are at risk of spreading the infection so that appropriate
measures may be taken, including monitoring their health.
▪ Participants who came into contact with an infected person at a gathering are in principle regarded
as a close contact if they drank and ate with the infected person without taking infection
prevention measures such as wearing a mask while having a conversation. Once the participant
is regarded as a close contact, they must follow the rules established by the local authorities orvarious affiliations and follow appropriate infection prevention measures, including remaining
at home. Furthermore, they should promptly visit a medical institution if symptoms develop.