Guidelines for the organisation of events

Events can be held in person.

If they bring together 200 or more people indoors or 400 or more people outdoors, they must receive prior authorisation from the competent local authorities. To this end, the organisers will contact the UCLouvain facilitator (facilitateur@uclouvain.be) prior to any organisation, who will centralise and transmit the requests to the local authorities on behalf of UCLouvain. In this respect, it is important to ensure that a deadline is respected before the date of the event:

Please note: events that take place as part of a teaching activity (e.g. drinks after the public defence of a thesis) do not require prior authorisation.

All events must comply with the following rules:

  • The organiser shall inform visitors, staff and third parties in good time and in a clearly visible manner of the prevention measures in force;
  • A distance of 1.5 m is guaranteed between each group of spectators;
  • Covering the mouth and nose with a mask is compulsory in areas accessible to the public in the company or association and if the rules of social distancing cannot be respected due to the nature of the activity carried out;
  • The organiser shall ensure that the rules of social distancing can be respected, also with regard to persons waiting outside the establishment;
  • The public space, including the terraces in the public space, shall be organised in accordance with the regulations laid down by the local authorities;
  • The organiser shall provide staff and participants with the necessary hand hygiene products;
  • The organiser shall take the necessary hygienic measures to regularly disinfect the establishment and the equipment used;
  • The organiser shall ensure good ventilation.

If catering activities are carried out, the following specific rules must be observed:

  • The organiser shall ensure that the rules of social distancing can be respected, also with regard to people waiting outside the establishment;
  • The organiser shall provide staff and participants with the necessary hand hygiene products;
  • The organiser shall take the necessary hygienic measures to regularly disinfect the facility and the equipment used;
  • Public areas, including terraces in the public space, shall be organised in accordance with the regulations laid down by the local authorities;
  • Tables are arranged in such a way as to guarantee a distance of at least 1.5 metres between tables, except on the open terrace where the tables are separated by a plexiglass wall or an equivalent alternative with a minimum height of 1.8 metres;
  • A maximum of eight people per table is allowed, excluding children up to the age of 12;
  • Only seats at the table are allowed;
  • Each person must remain seated at their own table, except in the case of a buffet;
  • Participants and the organisation team wear a mask or other cloth alternative;
  • Buffets are allowed (in this case, attention must be paid to hand hygiene (participants must disinfect their hands before serving themselves), masks must be worn when standing up, care must be taken to ensure that there are no crowds around the buffet and distances must be maintained between participants when they queue at the buffet);
  • No bar service is allowed;
  • Opening hours are limited to 5:00 to 1:00;
  • If it is an open terrace, at least one side of the terrace is open at all times in its entirety and must ensure sufficient ventilation.