Temporary UCOP-Sponsored Event and Meeting COVID-19 Protocols

Guidance for Oakland, Riverside, and Sacramento
Effective: July 20, 2022

Given the ongoing COVID-19 related public health conditions, the University of California Office of the President (UCOP) is instituting temporary COVID-19 protocols for indoor and outdoor UCOP-sponsored meetings and events. This applies to all UCOP-sponsored events in both UCOP-managed and non-UCOP-managed facilities (e.g., campuses, external venues, etc.).

We have developed guidance for Meeting Organizers to manage meeting/event COVID-19 protocols. Meeting Organizers serve a vital role in making sure all meeting/event attendees – UCOP employees and non-UCOP employees – understand what’s expected and meet those requirements each day of the meeting/event.

These protocols will be in effect until further notice and adjusted as needed to respond to evolving public health conditions. Always refer to the UCOP Coronavirus webpage for the most current on-site COVID-19 protocols. For questions, please email UCOP-COVID19-Response@ucop.edu.

Section 1:  Definitions


For the purpose of this protocol:

  • Meeting Organizer: A UCOP employee:
    • Within a department working to manage or coordinate an event/meeting
    • Who can be on-site and available when the event/meeting takes place
    • Who manages and ensures compliance of UCOP COVID-19 protocols
    • Coordinates with the UCOP COVID-19 Response Team to ensure protocols are followed
  • COVID-19 test: A COVID-19 antigen test approved under emergency use authorization by the FDA, includes tests provided by UCOP and those available widely at pharmacies and other retail locations.
  • Large events: Any UCOP-sponsored event with 50 or more attendees, including support staff.
  • UCOP-sponsored event: Any meeting, gathering, or social activity that is planned and sponsored by UCOP business units or employee resource groups.

Section 2:  Scope


  • All applicable UCOP-sponsored events at UCOP-managed locations must adhere to the protocols outlined below. While not required, it is strongly recommended that Meeting Organizers follow UCOP COVID-19 protocols at non-UCOP-managed locations. If you have questions about which protocols to follow for your event, please contact UCOP-COVID19-Response@ucop.edu.
  • Meeting Organizers are required to follow the guidance outlined in Section 8 when the UCOP-sponsored meeting/event includes non-UCOP attendees or exceeds 20 attendees (including support staff).

Section 3:  Pre-entry requirements for attendees


When arriving each day at a UCOP-sponsored event, attendees are required to:

  • Wear an approved mask according to the most current UCOP COVID-19 Protocols
  • Provide proof of a negative test
  • Show proof of the UCOP Screen “APPROVED” clearance confirmation email after completing the UCOP Screen COVID-19 symptom survey

For details on each of these requirements, see Section 4 below.

Section 4:  Required COVID-19 protocols for attendees at UCOP-sponsored events


All UCOP employees and non-UCOP employee attendees are required to follow the below protocols at UCOP-sponsored events held at UCOP facilities. It is strongly recommended that UCOP-sponsored events follow these protocols at non-UCOP-managed locations (UC campuses, Regents’ meetings, etc.). 

  1. Masking
    1. Indoor meetings/events
      1. When masking is required by UCOP COVID-19 Protocols, attendees must wear an approved N95, KN95, or surgical mask while in attendance at an indoor UCOP-sponsored event. Attendees may be unmasked while actively eating or drinking.
      2. When masking is not required indoors per UCOP COVID-19 Protocols, masking is strongly recommended for indoor meetings and events.
    2. Outdoor meetings/events: Approved N95, KN95, or surgical masks are strongly recommended while in attendance at an outdoor UCOP-sponsored event. 
  1. Health Screenings
    1. Testing requirements:
      1. General testing requirements:
        1. All attendees are required to test the day of the event/meeting (e.g., meals and other activities).
        2. Testing is required daily for multi-day events/meetings.
        3. All attendees test before arriving at the event/meeting location.
        4. All attendees must date, photograph, and provide proof of their negative test result(s).
        5. If an attendee has not tested before arriving at the event/meeting location, the Meeting Organizer should direct them to test in an appropriate area away from others (e.g., the UCOP-designated on-site testing location, their hotel room, car, etc.) and await results prior to proceeding to the meeting/event area. If the attendee does not have a test with them, the Meeting Organizer may provide one.
      2. UCOP employees: UCOP employees should use a test from their UCOP-provided test supply.
      3. Non-UCOP attendees
        1. At UCOP facilities: If the event/meeting takes place at a UCOP facility, attendees may either test prior to arrival at a UCOP facility using their own home test kit, or may request a COVID-19 test via the Smartsheet or the Meeting Organizer may request a test kit on their behalf.
        2. Non-UCOP facilities: If the event/meeting takes place at a non-UCOP-managed facility (external venue), attendees should use their own home test kits. In the unexpected event that an attendee forgets to test prior to arrival and do not have a test with them, the Meeting Organizer may provide them one.
    2. UCOP Screen Health Screening Survey: Attendees must complete the UCOP Screen Health Screening Survey or UC Campus Screener (if affiliated with a UC campus) each day prior to entering the event/meeting. 

Section 5:  Vaccination requirements for visitors and vendors


UCOP does not require non-affiliates (visitors and non-covered vendors) to comply with the systemwide UC COVID-19 Vaccination policy, but they must follow all UCOP COVID-19 protocols including proof of a negative antigen test.

Section 6:  Guidelines for UCOP-sponsored events by setting and size of event


In addition to the required protocols outlined in the previous sections, below are guidelines for UCOP-sponsored events by setting and size. As masking requirements are subject to change, please check the UCOP Coronavirus page for the most current requirements.

Indoor meetings/events

  • Choose outdoor settings where possible
  • Choose an indoor room or setting that is oversized for the number of attendees whenever possible
  • When masking in required, attendees must mask when not actively eating or drinking

Outdoor meetings/events

  • Choose an outdoor setting that is oversized for the number of attendees whenever possible
  • Strongly recommend masking while not actively eating or drinking

Meetings/events with over 20 people at UCOP facilities and non-UCOP facilities

  • Do not require approval prior to being scheduled
  • Meeting Organizers must follow guidance in Section 8

Meetings/events with over 50 people at UCOP facilities and non-UCOP facilities

Meetings/events at the Oakland Broadway Conference Center

  • Must be pre-approved and should not exceed 50% of the maximum capacity for the space
  • Submit a request via the UCOP-sponsored event request Smartsheet
  • Meeting Organizers must follow guidance in Section 8

Meetings/events that include non-UCOP attendees (excluding UCOP Contractors)

  • Meeting Organizers must follow guidance in Section 8. For example, for a small meeting with an executive and a non-UCOP employee, the executive assistant could communicate UCOP COVID-19 protocols to the executive’s visitor.

Section 7:  Food and beverages


Food and beverages are permitted at UCOP-sponsored events with the following guidelines:

  • Indoor events
    • Catering or serving food is permitted at indoor, but strongly discouraged.
    • When masking is required, attendees must mask when not actively eating or drinking.
    • Meeting Organizers should schedule a room that is oversized for the number of in-person attendees when food/beverages are being offered.
    • If food and beverages are being served indoors, it is strongly recommended that capacity is limited to 50% of the venue.
  • Outdoor events
    • Catering or serving food is permitted.
    • Plan for a space larger than required for the number of attendees is strongly recommended.
    • Masking is strongly recommended when not actively eating or drinking.

Section 8:  Meeting Organizer guidance


The Meeting Organizer’s role is to ensure that their meeting or the meeting/event follows all UCOP COVID-19 policies and guidance. Specifically, they should complete all the steps below:

  • Send UCOP COVID-19 protocol requirements to all attendees and primary contacts for service staff and vendors. Recommend sending at least five days prior to the meeting/event.
  • Obtain and ensure availability of COVID-19 supplies at the on-site event (approved masks, a limited supply of five back-up COVID-19 tests, etc.).
  • Make sure attendees comply with pre-entry requirements (see Section 4).
  • Maintain an event attendee contact list (including the primary contact for service staff and vendors) to provide to the UCOP Incident Report Team for contact tracing purposes.
  • Ensure UCOP COVID-19 protocols are followed during the event.
  • Provide information on how to report exposure or a confirmed positive case of COVID-19 (see Section 9).
  • Notify the UCOP Incident Report Team of a confirmed positive COVID-19 case if an attendee reports to them in error.

Materials for Meeting Organizers:

Section 9:  Exposure and positive case reporting and notification


In the instance of a confirmed positive COVID-19 case:

  • Before the meeting/event: The attendee who tests positive should stay home, not attend the in-person event, alert event/meeting organizers, and follow CDC isolation guidelines.
  • During the meeting/event: The attendee who tests positive is required to take the following actions.
  • Within five days following the meeting/event: The attendee who tests positive is required to take the following actions.
    • Immediately notify the UCOP Incident Report Team of a positive case by contacting UCOP-Incident-Report@ucop.edu or calling 510-987-9991.
    • After notification, follow the CDC isolation guidelines and UCOP return to work guidelines communicated by the UCOP Incident Report Team (if a UCOP employee).
  • Notifying potential contacts, other attendees: It is not the responsibility of an attendee or Meeting Organizer to notify potential contacts, or other attendees of their confirmed positive COVID-19 case. The UCOP Incident Report Team will conduct contract tracing and notifications.

Meeting Organizer actions if a positive case is reported to you:

  1. Notify the UCOP Incident Report Team of any positive cases by contacting UCOP-Incident-Report@ucop.edu or calling 510-987-9991
  2. Follow the instructions provided by the UCOP Incident Report Team

The UCOP Incident Report Team will conduct contact tracing and counsel the person reporting as well as close contact attendees, as appropriate.

Appendix A: FAQs for Meeting Organizers


Is proof of vaccine required for all event/meeting attendees?

UCOP employees and UCOP contractors are required to comply with the systemwide UC COVID-19 Vaccination policy. UCOP does not require non-affiliates (visitors and non-covered vendors) to comply with the systemwide UC COVID-19 Vaccination policy, but they must follow all UCOP COVID-19 protocols, including proof of a negative antigen test.

Are catering or other support staff required to be vaccinated?

Catering or other support staff are considered non-covered vendors and are not subject to the systemwide UC COVID-19 vaccination policy. However, all catering and support staff are required to follow other UCOP COVID-19 protocols, including UCOP Screen, masking (if applicable), and testing (if on-site for more than an hour).

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

A negative test result is required by UCOP for all attendees to participate in the event/meeting.

How do I request entry for visitors?

Meeting Organizers must enter visitor information in Symmetry. For access, please contact the Work Management Center at building.services@ucop.edu

When do I need to submit the event/meeting event attendee contact list?

Meeting Organizers should submit the event attendee contact list if requested by the UCOP Incident Report Team. Event attendee contact lists should be uploaded to the UCOP-sponsored event attendee contact list upload Box folder.

Can I request and pick up COVID-19 tests on behalf of visitors?

Yes, Meeting Organizers are permitted to pick-up COVID-19 tests for visitors for UCOP-sponsored events/meetings at UCOP-managed facilities. Any unused tests should be returned to the Work Management Center. Contact UCOP-COVID19-Testing@ucop.edu at least 3 business days prior to the event with the number of tests needed for visitors.

Meeting Organizers should encourage visitors to test at home with a personally-provided test or ensure visitors arrive with ample time (at least 30 minutes) to test before the start of the event/meeting.