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COVID-19 and Event Planning 

 

To reduce opportunities for the spread of COVID-19, all in-person events taking place on campus through Dec 31, 2020 must be presented in virtual formats, rescheduled for a future date or cancelled.

It is highly recommended that event organizers consider converting in-person events to virtual delivery wherever feasible to ensure that UC San Diego community members continue to have opportunities for healthy and meaningful engagement and connection. Please direct any questions regarding this temporary policy to VCSA@ucsd.edu.

Learn more about in-person event cancellation here.

Alternative event plans

While in-person events are not permitted at this time, connecting online is still an option. All UC San Diego faculty, staff and students with an @ucsd.edu email address can sign up for a Pro account with Zoom, the web and video conferencing platform for the campus. In the Resource section below you will find links to additional options for connecting online.

Consider including this copy on invitations and websites to advise invitees about the fluid situation:

“[Name of event] has been cancelled/postponed in accordance with Gov. Gavin Newsom’s stay-at-home executive order issued March 19, 2020.  All events must be postponed or cancelled until further notice due to the potential transmission of Coronavirus.

Your attendance/support/visit is very important to us, however our first priority is the health and safety of our students, faculty, staff and visitors. Please visit the UC San Diego current campus status page on the Return to Learn website for updates to campus.

Updating events on campus calendars

If you have posted an event to a campus calendar and your event is canceled, please update your entry by editing the event title, short description, and long description with “CANCELLED” before the event title and beginning of the description to clearly indicate that the event is no longer taking place.

Please do not remove your canceled event from the calendar. Doing so might cause confusion for those who planned to go to the event and can no longer find information about it, or if they have bookmarked the URL for the original entry, using it will result in an error message.

Resources

Visit the Events Council webpage to view the March 2020 webinar “Let’s Stay Connected: Best practices for engaging your constituents through online platforms during this unique time” and related resource links.

For additional resource suggestions or brainstorming assistance, please reach out to Special Events and Protocol at SEP@ucsd.edu.