Announcements / 08.5.21
Onsite COVID-19 guidelines

This page contains guidance and updates about security, building access, and visitors; onsite and offsite meeting guidelines — including information about conference and huddle rooms; and, eating guidelines.

Security, building access, and visitors

To help us monitor who is working onsite, upon routine entering and exiting from a Broad building, Broadies must swipe their badges at a dedicated card reader. In case of an emergency, Broadies should leave the building as quickly as possible via the nearest emergency exit and not detour or delay exiting in order to badge out.

Visitors

If you are hosting a visitor such as a service technician or vendor, a candidate attending an onsite interview, or another individual or group, complete the Visitor and Vendor Registration Form to get your visitor approved by 3:00 p.m. at least one business day before the visit. Safety protocols that currently apply to Broadies also apply to all visitors, including that all visitors are required to wear a surgical mask while onsite. 

At this time, we discourage Broadies from bringing unvaccinated visitors onsite (such as family members and young children). We understand that you may need to come onsite for a short period of time; if you have visitors, they must complete the visitor and vendor registration form before/upon entry, wear a surgical mask at all times, and follow our onsite safety protocols.

[Link to updated Security announcement TK]

See also: Can a Broadie not yet cleared for onsite work enter a Broad building to collect something or perform a quick task? | What if collaborators want to use our equipment? | TravelOnsite safety protocols

 

Meeting & room guidance

  • All onsite, indoor meetings and events are capped at 30 in-person participants. Rooms can have no more people than their listed maximum capacity (i.e. do not bring in extra chairs.)
    • See Outdoor Event Guidance below for more information about both onsite and offsite outdoor meetings and events.
  • All meetings should have a hybrid option so people can participate remotely. See BITS guidance for how to set up a hybrid meeting. 
  • Meetings can be no longer than two hours. This time cap is in place to guarantee there is enough space for all onsite meetings.
  • All in-person attendees must wear a surgical mask if the meeting is indoors.
  • Organizers are responsible for ensuring that the meeting space is clean after use.
  • Email Facilities at least 24 hours in advance for all room configuration requests.
  • Do not keep a hold on a room if you aren’t using it.
  • Follow Broad’s updated Policy on Alcohol at Sanctioned Events if you’re planning an onsite or offsite meeting/event with alcohol.



Conference and huddle rooms

Go here to view an up-to-date list of all Broad’s conference rooms and their A/V technology as well as information about how to book each room. 

Broadies are encouraged to use hotel/flex spaces, the patios, and the phone booths for virtual meetings or to eat lunch. If you choose to use a 1-on-1 or huddle room, you must book it. To find a list of open rooms, type “huddle” or “1-on-1” into the location field on Google Calendar and select the room you’d like to reserve or view this list of all Broad's small meeting rooms.
 

Catering guidance

  • All catering served at events must be boxed or individually wrapped.
  • If making catering arrangements, remember that people who are not fully vaccinated must eat solo in an office with the door closed.

 


Eating while onsite

All Broadies must wear a surgical mask indoors when working closely with others and in common spaces. It’s okay to remove a mask while eating, but we encourage you to eat outside whenever possible, and to physically distance when eating inside.
 

Outdoor gathering guidance (onsite and offsite)

We encourage all broadies to use outdoor spaces for Broad-sponsored socials and work gatherings, while adhering to our Outdoor Event Guidelines (see below).

  1. Broadies are now able to book the small patio (located between Monadnock and Yellowstone) and the terrace (located off of the 2nd-floor connector, closest to the parking garage) for larger events.
    • Small patio capacity: 30 people.
    • Terrace capacity: 60 people (only bookable after 3:00 pm).
    • You may book the patio and the terrace at the same time if after 3:00 pm. The terrace will remain unbookable during morning and lunch hours to protect outdoor space for Broadies eating onsite. 
  2. Additionally, Broadies are permitted to host outdoor gatherings at larger, offsite venues — events must adhere to the capacity limits of the venue and must follow Broad’s Outdoor Event Guidelines (below).

Outdoor Events Guidelines:

  • Do not mandate attendance — all social activities should be voluntary.
  • Offer masks and provide hand sanitizer.
  • When using offsite outdoor venues, please follow the venue’s guidelines and adhere to posted capacity limits. 
  • Ensure there is enough space for people to distance themselves if they choose to do so.
  • You may unmask and eat outside, while still following Broad’s eating guidelines.
    • All catering served at events must be boxed or individually wrapped, with one exception: If you are eating at an offsite, outdoor venue, please follow the (COVID-safe) eating guidelines established by the venue.
      • If making catering arrangements, remember that people who are not fully vaccinated must eat solo in an office with the door closed or maintain 6 feet of space outside.
  • Caterers, vendors, and visitors count towards the capacity limit of the space if they will be present in the space the whole time
    • For example, if you invite an ice cream vendor to serve your group on the patio, the ice cream scooper counts as an attendee, as they will be with you the entire time on the patio; however, if you hire a caterer that is prepping in the kitchen and only going out occasionally to replenish food or clear debris, they do not need to be included in your attendee count
  • Follow Broad’s updated Policy on Alcohol at Sanctioned Events if you’re planning an onsite or offsite meeting/event with alcohol. 

Check out this curated list of Boston-area outdoor event spaces.

 

Indoor, offsite gathering guidance

Broad continues to allow Broad-sponsored social and work gatherings. Attendance at any work event should be voluntary and event hosts are encouraged to create options for remote attendance and to be mindful of Broadies’ varying comfort levels with in-person gatherings.

Event recommendations:

  • Please observe the 30-person cap on attendance that applies to all indoor gatherings.
  • At indoor events, all attendees must wear masks. If food or drink is involved, please ensure that people eating are able to maintain physical distance.
  • Follow Broad’s updated Policy on Alcohol at Sanctioned Events if you’re planning an onsite or offsite meeting/event with alcohol.