Guidance for Hosting Meetings and Events

Updated January 27, 2023

UCSF adheres to the San Francisco Department of Public Health COVID-19 health requirements. In some instances, our requirements are more stringent given UCSF's unique role as an academic, medical, and research enterprise. Any event plan is conditional based on current public health orders and conditions.  

Event guidance is based on U.S. Centers for Disease Control and Prevention's (CDC) Community Level Classification for campus event settings, and UCSF’s enterprise transmission risk levels. 

The following event guidance applies to all UCSF-sponsored events at locations both on-site and off-site

Events with Fewer Than 100 People 

  • Masking indoors strongly recommended  
  • Food and beverage outdoors strongly recommended  
  • Food and beverage allowed indoors with social distancing recommended 

Events with 100 People or More 

Requires Recovery Operations Center (ROC) approval by submitting the online ROC Meetings and Events Request Form.  

  • Masking indoors strongly recommended  
  • Food and beverage outdoors strongly recommended with social distancing 
  • Food and beverage allowed indoors with 
    • 50% capacity and 
    • social distancing strongly recommended 

Multi-day events are currently allowed. 

Non-sponsored UCSF events off-site are expected to adhere to local jurisdictions' public health orders. 

It is expected that departments and event planners will ensure that all attendees adhere to vaccination policy and other guidance listed below regardless of event size. This applies to all indoor and outdoor meetings at UCSF facilities and UCSF-sponsored off-site events. An event safety plan checklist can be found here: Event Safety Plan Checklist 

Note: if you are a non-UCSF customer looking to book a UCSF venue, please email [email protected] for more information. All UCSF guidance and policies apply. 

Event Guidance Required by All Attendees 

Vaccination 

Vaccination and other policies may change at any time to follow public health standards and local conditions. Be alerted by checking the Digital Screener and following UCSF screener requirements prior to coming onsite. 

Digital Screener 

All UCSF event attendees are required to complete the Digital Screener and all non-UCSF event attendees are required to complete the Vendor/Campus Guest Screener prior to coming onsite.  

Masking 

Review the Masking Policies on Campus and Health facilities.

Guest Approval 

Event planners are no longer required to obtain guest approval for any non-UCSF guest attending an event at a UCSF facility. All guests, however, must complete the Digital Screener and follow the UCSF screener requirements before coming on campus.   

Attendance Record 

It is required that the event planner keep an attendance sheet with enough contact information for each attendee to facilitate contact tracing, should it become necessary after the event. Access a fillable attendee sheet here

Room Capacity Limits

Capacity restrictions at meetings and events are based on transmission levels. Please see above for the latest restriction guidelines.  

When required, capacity restrictions shall allow no more than 50 percent of the occupancy limit. Occupancy limit is determined by the number of seats dictated by the furniture arrangement, or the Fire Marshal occupancy limit posted outside each venue, whichever is smaller. 

The number of attendees is calculated as the maximum number of persons in the room at any one time and includes service and support staff who may be present to work at the event. 

Food and Beverage 

Food and beverages are permitted at meetings and events with restrictions based on transmission levels. Please see above for the latest restriction guidelines. 

When allowed: 

  1. Food and beverage service must adhere to the following: All food providers and caterers must be compliant with the UCSF Vendor Policy.   
  2. Individually served, box meals are preferred.  
  3. Food may be provided buffet style, provided that it is served by an approved vendor, which is currently Moffit Catering. No self-service food is permitted.  
  4. For non-sponsored UCSF events off-site, food service must be compliant with local public health requirements.

Here is more information and guidance on local catering options.

Travel 

All individuals attending a UCSF- sponsored meeting/event, on or off campus, and who have traveled internationally within the last 10 days must follow the requirements from the Digital Screener (for Employees/Learners), or the Vendor/Campus Guest Screener (for Vendors and Meeting/Event Attendees).

Hosts should advise travelers of UCSF policies and criteria that individuals should access in advance by taking the screener to understand possible restrictions. 

COVID-19 Exposure 

If an attendee at a UCSF-sponsored onsite or offsite event tests positive for COVID-19, contact Occupational Health Services (OHS) at the OHS hotline: (415) 514-7328. All questions can be directed to this number from 8 a.m. to 5 p.m. Monday through Friday, and 8 a.m. to 2 p.m. on weekends. If you have questions outside these hours, email them to [email protected].

FAQs for Event Planners 

Do we need approval for hosting offsite events or meetings? 

Offsite events that are UCSF-sponsored are subject to the same policies and guidance as events hosted onsite. Non-sponsored UCSF events are expected to adhere to the local jurisdiction’s public health orders. 

Events with less than 100 people are allowed to be managed by the respective department without any formal approval. If an event consists of multiple department attendees, the host/event planning department should be the approver. The event planner must ensure that the event complies with relevant policies such as the UC vaccination policy and those for travel, recruitments, face coverings, and visitors. 

Events with more than 100 people are subject to approval. To submit your request for a meeting or event of 100 or more people, please submit the online Meetings and Events Request Form.  

Are servers and support staff included in the total number of attendees? 

Yes. Anyone that is onsite, whether they are considered an attendee or support staff, are included in the total number of those “in attendance.” 

If we are using campus facilities for meetings or events, do we need to coordinate enhanced cleaning before and after the event with Facilities and with Lock shop to unlock the room prior to the event? 

For campus conference rooms, special use areas, a special COVID-19 cleaning before and after the event is no longer required. Rooms are unlocked during normal business hours. 

Are meetings and events limited to UCSF faculty, staff and students only? 

No. Non-UCSF event attendees are required to complete the Vendor/Campus Guest Screener prior to coming onsite.

Is a negative COVID-19 test result required for all event and meeting attendees? 

During times of surge, indoor events with food and/or beverages must implement pre-event COVID testing clearance requirements for events with 100 people or more. This requirement will be communicated to the host to implement as part of the event approval process. 

Does this policy impact education at UCSF? 

No. UCSF educators have their own plan to manage classes. However, this events policy applies if schools or departments hold a meeting or event. 

Does this policy impact research? 

UCSF's research enterprise will continue to operate with no density gates. However, this events policy applies if a research department holds a meeting or event. 

If you have any questions, please contact [email protected]