Skip to main content

Meetings and Special Events

Latest Updates

Large meetings and special events that can be held remotely should be held online unless the in-person experience is critical. It is strongly recommended that all large meetings and special events are temporarily convened outdoors. We will continue to evaluate the public health conditions and update our guidelines when appropriate.

All special events must be approved by your vice chancellor using the formal event approval process. Center for Student Involvement (CSI) registered student organizations must follow Triton Activity Planner (TAP) guidelines as outlined on the CSI website.

Food and drink are now allowed at indoor and outdoor meetings and events as well as outdoor instructional settings. However, food and drink remain not allowed within indoor instructional settings.

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. 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 department meetings, laboratory meetings or other routine business meetings. 

Please see below for specific instructions based on location.

 

Indoor Event Requirements

Large meetings and special events that can be held remotely should be held online unless the in-person experience is critical. It is strongly recommended that all in-person meetings and special events are temporarily convened outdoors.

  • Vice Chancellor approval and organizer discretion in regards to masking and maximum attendance.
  • Follow posted room capacities.
  • Students, staff and faculty must show their daily symptom screener.
    • Must have green or yellow thumb to attend. (Exlusively green thumb at events with food and beverage).
  • Non-affiliate attendees are encouraged to test within 24 hours of the event. There is no longer a requirement to check vaccination status.

Indoor Meeting Requirements

Large meetings and special events that can be held remotely should be held online unless the in-person experience is critical. It is strongly recommended that all in-person meetings and special events are temporarily convened outdoors.

Guidelines for those planning or attending indoor meetings on campus:

  • Vice Chancellor approval and organizer discretion in regards to masking and maximum attendance.
  • 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.

Outdoor and Off-Campus Event Requirements

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 a green thumb to attend. (Exclusively green thumb at events with food and beverage.)
  • Non-affiliate outdoor event attendees are encouraged to test within 24 hours of the event. There is no longer a requirement to check vaccination status.
  • For those who plan to host an off-campus event, please follow California Department of Public Health guidelines

Food and Beverage Service

  • Food and drink are now allowed at indoor and outdoor meetings and events as well as outdoor instructional settings. However, food and drink remain not allowed within indoor instructional settings.
  • Students, staff and faculty attendees must show their daily symptom screener and have a green thumb to attend an event that has food or beverage.

Athletic Events

INDOOR EVENTS

Those wishing to attend an athletic event in RIMAC Arena will need to provide proof of vaccination or a negative PCR test result from within 48 hours of the event. KN95 masks covering nose and mouth are required for all spectators and will be provided on-site. No food or drink is allowed in the facility.

OUTDOOR EVENTS
Masks covering nose and mouth are encouraged for all spectators.

Resources

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