Policy on Events and Gatherings

Updated April 26, 2021

Small Group Meetings and Gatherings

Hosting remote meetings and gatherings is still preferred, however, some exceptions can be made under the following circumstances:

  • All group meetings and events must be limited to a maximum of two hours 
  • Except for classroom activities, all events must be  limited to 25 people or less 
  • Small indoor and outdoor social events of 25 people or less are now permitted  
  • All meetings and events must be approved by the department head or dean in advance of the meeting 
  • Anyone wishing to organize an in-person meeting or event on campus must complete this form to hold their event 
  • Participants must wear face coverings and be physically distanced by six feet at all times 
  • Participants must still follow room occupancy limits to ensure 25 people or less can be physically distanced by six feet 
  • Food and drink is permitted for some events under special circumstances 

Large Group Meetings and Gatherings

To limit the spread of COVID-19 in our workplace and Bay Area community, except for some classroom activities essential to learning, all meetings and events greater than 25 people are not permitted at this time in accordance with the current San Francisco Public Health Orders. 

Guidance on Hosting Meetings and Events 

  • Anyone wishing to organize an in-person meeting or event on campus must complete this form to hold their event
  • Requests to hold an in-person classroom activity should be submitted through the Learn On Site Exceptions Form
  • For more information on reserving a space to host an indoor or outdoor event, and the current requirements under the San Francisco Public Health Orders, please refer to the CLS Hosting COVID-19 Compliant Events webpage
  • Event organizers should coordinate enhanced cleaning in advance of the event with campus or health facilities
  • Travel restrictions may create difficulties for international visitors on either leg of their trip to a UCSF event. You may need to provide guidance on our interim visitors policy to any international participants you expect to attend your event
  • Organizers should provide attendees reminders of personal hygiene practices to help them stay healthy and limit the potential for community transmission. Also, ensure easy access to handwashing facilities and, where possible, make available alcohol-based sanitizers

Using Video/Audio-Conferencing Alternatives 

  • Consider alternatives to in-person meetings, including audio/video conferencing tools
    • These tools can support social-distancing practices, which are an effective strategy for limiting and preventing community transmission of COVID-19
  • UCSF IT has increased capacity and licenses to accommodate expanded technology use
  • Alternatives to in-person meetings include Zoom
    • UCSF IT also has increased VP DUO and internet bandwidth capacity in anticipation of significantly increased traffic from remote meetings and remote access
  • Questions or issues should be directed to the IT Service Desk at (415) 514-4100. 

Potential Financial Implications of Canceling/Postponing Events 

  • We understand this policy and guidance may have financial implications
  • Departments should use their reserves to address new or additional costs to UCSF that arise (including costs related to travel or event cancellation)
  • Budget & Resource Management has compiled guidance for handling the financial implications of COVID-19
  • Contact your control point financial leadership if your unit is facing significant costs. Questions can also be addressed to [email protected] 
  • For questions regarding meeting cancellation fees and legal guidance relating to the cancellation of contracts, please consult with Legal Counsel.ev 
    • UCSF will continue to monitor the situation and provide updated guidance and information as circumstances warrant
  • This interim policy is effective through June 30, 2021, and will be updated as conditions change