Guidance on Hosting Meetings and Events

Updated December 7, 2021

UCSF adheres to the San Francisco Department of Public Health COVID-19 health requirements, and, in some instances, our requirements are more stringent given our unique role as an academic, medical, and research enterprise. Our top priority is to ensure the safety of the UCSF community and our patients. Any event plan is conditional on current health orders.

UCSF updated its guidance for indoor meetings of 100 or less on Nov. 23, 2021. Here are the highlights:

  • Indoor meetings with no food or drink may return to full capacity of the room as long as everyone wears a face mask. 
  • Capacity restrictions apply in the U.S. Centers for Disease Control and Prevention's Red ("high") Risk Level. Please see: https://covid.cdc.gov/covid-data-tracker/#datatracker-home
  • Meetings and events with 100 or less in attendance are approved and managed by local departments.
  • Meetings and events 100 or more in attendance will require approval. The meeting and request form is here.

It is expected that departments and department event planners will ensure that their meetings and events follow all policies and guidance as outlined below.  This applies to all campus indoor and outdoor meetings at UCSF campus facilities and UCSF-sponsored off-site events. An event safety plan checklist can be found here.

Attendees of any size UCSF-sponsored meetings or events are required to comply with the following:

Vaccination

UCSF faculty, staff, learners and vendors must comply with the mandatory UCOP Vaccination Policy to attend an in-person meeting or event.

UCSF vaccination exempt personnel must receive a negative COVID-19 test within 24 hours prior to the event.

Non-UCSF guests (individuals that are not UCSF faculty, staff and learners including vendor staff) must be fully vaccinated to attend or support an in-person meeting or event. The campus is not currently open to the public and non-UCSF guests/attendees require visitor approval before arriving on campus.  Event planners should obtain such approval at least one week prior to the event date. 

Vendors must require all of their staff to be vaccinated and must comply with the mandatory UCSF Vendor Policy.

If minors are asked to provide vaccination information in advance, parent/guardian consent is required. If the vaccination status is only checked at the event by showing a vaccination card/proof, then no parental consent is needed.

Visitor Approval

The campus is not currently open to the public and non-UCSF guests/attendees require visitor approval before arriving on campus. Event planners should obtain such approval at least one week prior to the event date. Event approvals can occur concurrently with visitor approvals. Note that policies are constantly being reviewed and updated.

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. Click here for fillable attendee sheet.

COVID-19 Exposure

If an attendee at a UCSF-sponsored onsite or offsite event tests positive for COVID-19, please contact Occupational Health Services (OHS) at the OHS hotline: (415) 514-7328. All questions can be directed to this number, which is answered 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, please email them to [email protected]

Face Coverings

Effective July 12, 2021, UCSF reinstated its indoor masking policy for everyone, regardless of vaccination status. Please see charts depicting the policy for wearing masks and face coverings in campus and UCSF Health buildings here. Face coverings may only be removed while actively eating and drinking while indoors.

Room Capacity Limits

All indoor meetings and events 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 at the event.

Food and Beverages

Food and beverages are permitted at all meetings and events. Food and beverage service must adhere to the following:

  1. All food providers and caterers must be compliant with the UCSF Vendor Policy (https://coronavirus.ucsf.edu/campus-protocols/vendors).
  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 off-campus events, food service must be compliant with local public health requirements.

For more information and guidance, please visit https://campuslifeservices.ucsf.edu/retail/services/cater

Time Restrictions for Events

There are no longer any time restrictions for events.

Travel

All out-of-state guests must comply with the UCSF Travel Policy.

Meetings and Events with Fewer than 100 People

Meetings and events with less than 100 people are approved by local departments. The event planner is expected to ensure the meeting/ vent adheres to the policies and behaviors outlined above.

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.

Meetings and Events with More than 100 People

Meetings and events with 100 people or more are require approval. The approval process is initiated by submitting an application here.

FAQs for Event Planners

Do we need approvals 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 also to coordinate with Lock shop to unlock the room prior to the event?

For campus conference rooms, classrooms and 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. Visitors or non-UCSF guests are allowed to visit UCSF as long as they are fully vaccinated and have been approved per the UCSF Visitors Policy. Additionally, if the non-UCSF guest has traveled from out of state, they must also comply with the UCSF Travel Policy.

Are proof of vaccine or negative COVID-19 test results required for all event and meeting attendees?

Event planners are responsible for ensuring all attendees are compliant with the UCOP vaccination policy for UCSF Faculty, Staff, and Students and the vaccination mandate for non-UCSF guests. In addition, any outside vendor (including caterer, audio visual or event production) staff will be required to be fully vaccinated.

Event planners are required to keep attendance records with enough contact information to accommodate contact tracing should it become necessary after the event.

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

A negative test result is no longer required by San Francisco Department of Public Health orders for events for UCSF faculty, staff and students.

Where do I submit guest approvals?

Please see the approval process for non-UCSF guests here (https://coronavirus.ucsf.edu/visitors)

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]