The spring calendar is full of programs and events supported by PYM. Every one of them requires a decision about what is the safest and most productive way forward in a moment when schools are closing yet community is needed. The PYM staff developed, in good Quaker fashion, a series of queries and advice to guide the decision-making process.
The final decision for any program will be made collaboratively by a triad of the staff person with responsibility for it, that person’s supervisor and the clerk of the group that has care of the program (when there is one). Before making a decision, the triad will consider logistics, what the goals of the events are and whether they can be met in another way and who will be impacted most through a lens of diversity, equity, and inclusion.
There is a range of options between going forward with an event and outright canceling it. An event might be postponed. We might suspend registration for a period to allow us to get a clearer picture of what the world will look like on the date of the event. Some programs might be able to be moved to a video conference. Creativity can be applied to other programs and maybe something new and interesting will emerge.
A few clear expectations are set in place including:
- Events with an anticipated attendance of greater than 50 people require a decision no fewer than 10 days before the event takes place.
- Events with an anticipated attendance of 50 or fewer people require a decision no fewer than 5 days before the event takes place.
- To limit the number of refunds we issue for events that have online payments associated with registration, we will suspend registration until we know whether we will be canceling it.
- If the event was listed on the PYM Calendar, we will put a notice at the top of the event page indicating the ways in which the event has been altered.
Events that are not canceled will observe the following protocols at a minimum:
- Inform potential attendees not to show up if they feel remotely ill; when in doubt, stay home.
- If possible, make hand sanitizer, tissues, sterilizing wipes, paper towels and extra receptacles readily available
- Build in intentional time to encourage people to wash their hands regularly.
- Build in a process of regularly sanitizing all doorknobs and other surfaces.
- Use the CDC and PA Department of Health as primary resources.
- Limit physical touch, greet each other with smiles and mutual touching of one’s own heart rather than shaking hands.
In times like these, we are reminded that we belong to each other, and we are more able to traverse the unknown when we do so together. For more information on the evolving nature of programs being planned, you can contact a member of the PYM Community Engagement Team.