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Event Planning and Attendance

Winter Quarter Update

The following guidance is in effect for all programs through Sunday, Jan. 30. Additional guidance for events planned on or after Jan. 31 will be provided as soon as it is available.

To ensure safe and healthy operation, only campus departments subject to Emergency Operations Center (EOC) oversight may facilitate in-person events and activities, which will be outdoors only and with the following guidelines:

  1. Green thumb required for all participants
  2. RSVP required in advance (to support contact tracing)
  3. No food and no drink at events and activities
  4. Masks are required for all participants

All student club and organization meetings and events, with the exception of distribution and tabling, are to be held virtually through the end of January. Center for Student Involvement (CSI) registered student organizations must follow Triton Activity Planner (TAP) and Event & Activities Intake Form guidelines as outlined on the CSI website

  • Distribution and tabling activities and events are allowed outdoors with tablers/distributors remaining masked. Food and/or drink cannot be consumed at the distribution site.
  • Three’s Company is in effect for informal, outdoor gatherings with masking required. As a reminder, Three’s Company allows students on-campus to socialize in small groups (three or fewer), so long as they are outside, wearing masks, and observing physical distance.

Event Definition

“Event” means any planned gathering at a UC San Diego Location, including but not limited to celebrations, dances, lectures, forums, performances, social gatherings, concerts, speaker presentations, conferences or athletic contests or tournaments where 25 or more people are in attendance or are reasonably anticipated to be in attendance.

“Event” does not include academic classes or seminars, department meetings, laboratory meetings or other routine business meetings.

Event Approval

Staff and faculty: All events require completion of the Events and Activities Intake Form and approval from the corresponding vice chancellor.

Registered student organizations: All aspects of student organization events are coordinated and approved via the Triton Activities Planner. In addition, the Events & Activities Intake Form serves as a tool for campus event approvals during COVID-19. For many student organization events, completion of both forms will be required. Visit the CSI student organization event planning TAP website for current information about student organization event planning processes. 

An informal social gathering has fewer than 25 people with no defined guest list with no testing or vaccination requirements. No intake form is required for non-student groups.

Please note that event guidance for UC San Diego may continue to change. All events will need to follow campus guidelines at the date/time of the event and may need to be adjusted from original plans based on previous guidelines.

Meeting Definition

Meetings include academic classes or seminars, department meetings, laboratory meetings or other routine business meetings. Meeting organizers are strongly encouraged to consider holding their meetings outdoors if food and drink are to be served and conditions allow. In-person gatherings must be moved to remote modalities or rescheduled through Jan. 30. Additional guidance for in-person meetings planned on or after Jan. 31 will be provided as soon as it is available.

Please see below for specific instructions based on location.

 

Indoor Event Requirements

IN-PERSON GATHERINGS MUST BE MOVED TO REMOTE MODALITIES OR RESCHEDULED THROUGH JANUARY 30.

  • Mask required at all times for both vaccinated and unvaccinated attendees.
  • Per California’s indoor mask mandate, in-person indoor gatherings on UC San Diego premises should not serve food or drink until the statewide mandate expires.
  • Follow posted room capacities.
  • Students, staff and faculty must show their daily symptom screener.
    • Must have green or yellow thumb to attend. (Exclusively green thumb at events with food and beverage.)
  • Non-affiliate attendees must follow all campus requirements, including providing proof of vaccination or a negative COVID-19 test result received within the last 48 hours (if the event has more than 1,000 guests, the test must be within the past 24 hours).

Indoor Meeting Requirements

IN-PERSON GATHERINGS MUST BE MOVED TO REMOTE MODALITIES OR RESCHEDULED THROUGH JANUARY 30.

Guidelines for those planning or attending indoor meetings on campus:

  • Every attendee must be masked.
  • Follow posted room capacities.
  • No attendee is required to provide proof of vaccination status.
  • Participants, attendees and organizers include all categories of campus constituents: students, employees, guests, contractors and volunteers.
  • Organizers should provide a remote meeting attendance option when hosting an in-person meeting.
  • While California’s indoor mask mandate is in effect, food and drink are not allowed at indoor meetings or events.

Outdoor and Off-Campus Event Requirements

IN-PERSON GATHERINGS MUST BE MOVED TO REMOTE MODALITIES OR RESCHEDULED THROUGH JANUARY 30.

Outdoor events should be considered carefully to avoid large crowds. Event organizers are encouraged to promote face coverings for their outdoor events, although doing so is not required at this time.

  • Students, staff and faculty must show their daily symptom screener when attending outdoor events.
    • Must have green or yellow thumb to attend. (Exclusively green thumb at events with food and beverage.)
  • Non-affiliate outdoor event attendees must follow all campus requirements, including providing proof of vaccination or a negative COVID-19 test result received within the last 48 hours (if the event has more than 1,000 guests, the test must be within the past 24 hours).
For those who plan to host an off-campus event, please follow California Department of Public Health guidelines. Indoor settings are especially high risk for transmission. A key method to reduce transmission at both indoor and outdoor off-campus events is to verify that attendees are fully vaccinated or have recently tested negative for COVID-19.

Food and Beverage Service

IN-PERSON GATHERINGS MUST BE MOVED TO REMOTE MODALITIES OR RESCHEDULED THROUGH JANUARY 30.

Athletic Events

Triton athletic competitions will proceed during winter quarter, but spectators will not be allowed to attend home games until Jan. 31. Details about refunds will be emailed to single-ticket and season-ticket holders.

Resources

For Event and Activities Intake Form related questions please email ESR-Events@ucsd.edu.