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COVID-19 Event Planning and Attendance

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. For guidance specific to indoor meetings, please visit the Campus Safety page.

Event Guidelines

As we are experiencing the Delta surge of this COVID-19 pandemic, we are continuing to revise our policies based on public health guidance to limit transmission of the virus. Please see these guidelines regarding indoor events and external visitors to campus:

  • Non-essential indoor events are temporarily not allowed through Oct. 31, 2021, unless by vice chancellor exception using the formal event approval process described below. Indoor events that can be convened virtually should be held online.
  • Outdoor events, while still permitted at this time, should be considered carefully to avoid large crowds. Event organizers are encouraged to consider requiring face coverings for their outdoor events, although doing so is not required at this time.
    • For outdoor events where food and beverages will be served, buffets are not allowed. Boxed snacks or plated meals, and individual beverages, can be enjoyed outdoors when participants are physically distanced from one another.
  • All visitors and guests at UC San Diego onsite events must be vaccinated or have a recent negative COVID-19 test and will be expected to provide proof of vaccination or provide a recent (within the last 48 hours) negative COVID test for event participation.
  • 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.

Event Approval Forms

Employee event planners need to complete the Events and Activities Intake Form for each event. The form replaces the MEP (Major Event Protocol) form which has been required for events over 100 people or events where alcohol will be served. The intake form is fundamental to the ESR Enterprise Events and Production Management (EEPM) project. For more information on the form and the project please visit the ESR EEPM website.

Registered student organizations should complete the Triton Activities Planner (TAP), in place of the Events and Activities Intake Form.

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. Any events that received an approved Event and Activities Intake Form prior to the updated event guidance on Aug. 20, 2021 will need resubmit an Event and Activities Intake Form in order to seek an exception.

Learn more about masking requirements and other safety guidelines for planning and attending campus events:

Informal Social Gatherings

For registered student organizations, a Triton Activity Planner (TAP) is needed for all on-campus events, regardless of size, except for simple meetings (no food, funding and/or speakers), information-only tabling (no food, no goods, money exchanged, activities and/or displays), and dance practices.

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.

  • Outdoor: Masks strongly encouraged
  • Indoor: Masks required for all

Live Events and Performances

An Events and Activity Intake Form is required before holding any live events and performances on campus. Registered student organizations are required to complete the Triton Activities Planner (TAP)

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.

  • Outdoor: Masks strongly encouraged
  • Indoor: Masks required for any Vice Chancellor indoor event exceptions

Catered Events

An Events and Activity Intake Form is required before holding any catered events on campus. Registered student organizations should complete the Triton Activities Planner (TAP)

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.

For outdoor events where food and beverages will be served, buffets are not allowed. Boxed snacks or plated meals and individual beverages, can be enjoyed outdoors when participants are physically distanced from one another. Please review these Catering FAQ to ensure compliance with Regents Policy 5402.

  • Outdoor: Masks strongly encouraged
  • Indoor: Masks required for any Vice Chancellor indoor event exceptions except while actively eating or drinking

Athletic Events

Per the current COVID-19 guidelines set by the state of California, the County of San Diego and the Big West Conference, fans are permitted to attend home games at Triton Soccer Stadium. However, all fans are required to show proof of vaccination or a negative COVID test within the last 48 hours. All fans must wear a mask covering their nose and mouth at all times and food is not permitted inside the stadium.

Learn more about UC San Diego’s spectator vaccination requirement.

Admission to UC San Diego home soccer matches is free, but parking permits are required seven days per week on campus. Find UC San Diego Parking information here.

Resources

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