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Helping You Plan In-Person Activities at UC Davis

The guidance on this page will be updated as new guidelines are available from the state, county and campus. Event hosts should check this page regularly. The last revision to the guidance was made on October 4, 2021.

Recent Updates

  • Event FAQ was updated.
  • Vaccination/Testing Requirement was added for indoor events with food or drinks. 
  • Event Safety Plan information was added.
  • Food and Beverage information was updated.
  • Mega-event information was updated. 

In-Person Activity Guidance at UC Davis

On June 15, 2021, the State of California transitioned to the Beyond the Blueprint plan. All employees and students may proceed with events, meetings and activities while maintaining the following public health mitigations. For additional detail on the campus public health guidance, visit the Public Health Policies & Requirements page

    Campus Vaccination/Testing Requirement for Indoor Events with Food or Drinks

    • Starting Sept. 15, vaccination or proof of a recent negative COVID-19 test is required for all indoor events of 100 or more attendees at a UC Davis facility that include food or drinks. Attendees should bring a photo ID to confirm vaccination/test for the person entering. Verification records should NOT be retained by the event. It is the responsibility of the event host to ensure that staffing resources are available to meet this entrance requirement. 
    • The entrance requirement can be met in one of the following ways:
      1. UC Davis employees or students are required to show their valid Daily Symptom Survey compliance email.
      2. Non-affiliate attendees can show:
        • Their CDC Vaccine Card (phone image acceptable) or digital vaccine record from the State of California OR 
        • A negative COVID-19 test result from the last 72-hours. (must be a lab/PCR test; home tests/antigen tests are not valid)

    For all other indoor hosted events of any size, we encourage verification of vaccination, Daily Symptom Survey result or recent COVID-19 testing for entrance.

    Capacity Limits

    • There are no restrictions on capacity, however, there are specific requirement for events with food or drinks as outlined above. All indoor locations should abide by Fire Marshal posted occupancy limits.
    person wearing a UC Davis mask

    Face Coverings

    • As of July 28, 2021: Everyone is required to wear face coverings indoors, regardless of vaccination status.
    • Unvaccinated individuals are also required to wear a face covering outdoors in crowded spaces.
    • Find more details and updates about when face coverings are required or not on campus, regardless of vaccination status.

    Food and Beverage
    There are no restrictions on service type, however, there is guidance regarding eating locations. 

    • Indoors: Eating is not permitted indoors, including classrooms, the library, lobbies or other public spaces. The only exceptions for eating indoors are:
      • Campus dining locations, employee breakrooms, private offices when alone and when alone in a cubicle with wall heights higher than the occupants head when seated.
      • During a time-specific, indoor and hosted event where food will be served/permitted (examples: team meeting in a departmental conference room with breakfast or lunch; hosted events with catering) 
    • Outdoors: There are no public health eating restrictions outdoors, however, you must follow the food and beverage requirements for campus

    There are no restrictions on service type and food must be served in accordance with County Health Code requirements and as well as the food and beverage requirements for campus. If you are offering potluck service, please review the detailed guidance.

    Guests/Non-affiliate Attendees
    Guests/Non-affiliates must abide by California Department of Public Health (CDPH) guidance which requires individuals to wear a face covering in indoor public settings and businesses. Please also review the requirements for visitors coming to campus.

    Mega-events
    Mega-events are indoor events with 1,000 or more people and outdoor events with 10,000 or more people, such as conferences, concerts and sporting events. 

    • Please note that event hosts are required to submit an Event Safety Plan to campus for any mega-events.
    • Beginning Sept. 20, the California Department of Public Health is requiring proof of vaccination or a negative COVID-19 test within 72 hours before an event starts for indoor mega-events with 1,000 or more attendees. In addition, self-attestation may not be used to verify status as fully vaccinated or as proof of negative test result for indoor settings but rather use verification options for providing proof of vaccination in the CDPH Vaccine Record Guidelines & Standards.
    • For outdoor mega-events, verification of fully vaccinated status or pre-entry negative test result is strongly recommended for all attendees. If implemented, events are recommended to not use self-attestation as a mode of verification but rather use verification options linked to above. 

    ​​​​If you are planning to host a mega-event, please also review the complete California Department of Public Health (CDPH) guidance for these types of large gatherings.  

    Compliance Guidance for Hosts

    NEW - Event Safety Plan Requirement
    An Event Safety Plan is required for large events with more than 1,000 attendees (indoors and outdoors); and also for all indoor events with more than 100 people that includes food or drinks. Please submit the Event Safety Plan to events@ucdavis.edu at least three weeks in advance of the event. 

    In addition, campus is currently working on installing new signage to include the revised face covering and Daily Symptom Survey guidance. Hosts should also implement the following practices:

    • Include the following information in event promotions to attendees:
      • Current face covering guidance 
      • For indoor events with 100 or more attendees that includes food or drink: requirement for attendees to provide proof of vaccination or recent COVID-19 test as outlined above
    • Post temporary signage now available on the Campus Ready website and announce at the beginning of the event or meeting the current face covering guidance to attendees. 
    • For all other indoor hosted events of any size, we encourage verification of vaccination, Daily Symptom Survey result or recent COVID-19 testing for entrance. 
    • For smaller indoor and outdoor events that do not require an Event Safety Plan, we encourage event hosts to still review the plan and consider the various safety precautions available in their event planning process. 

    Event, Meeting and Activity Reservations

    On and off-campus events, meetings and activities are now permissible. As of June 16, 2021, on-campus reservations have been expanded from UC Davis departments only to now allow student organizations and external groups to reserve space via the Conference and Events Services website. Classroom spaces are available to reserve for events/activities that are held after Monday, September 13, 2021. 

    During this ramp-up period over the summer, campus is in the process of securing staff and resources to be able to fully open our facilities and limited indoor and outdoor spaces will be available. Availability of facilities will also fluctuate and be dependent on the request, so please note that even if a facility says it’s “available,” you may not be able to reserve this space once your request has been evaluated by the CES team. To help with your planning, CES has also provided a list of facilities on the “Space Availability” page that are not available or have limited availability at this time.   

    Please note that it is the responsibility of the unit sponsoring and/or hosting the event to comply with the requirements listed above and provided on the Public Health Policies & Requirements page.

    FAQs for Event Hosts

    • Is vaccination or testing required of attendees?
    • Starting Sept. 15, vaccination or proof of a recent negative COVID-19 test is required for all indoor events of 100 or more attendees at a UC Davis facility that involves food or drinks. The Daily Symptom Survey will continue to be used for vaccine or testing compliance verification for fall quarter for campus affiliates. Attendees should be reminded to bring a photo ID to confirm vaccination/test for the person entering. Verification records should NOT be retained by the event.


      The entrance requirement can be met in one of three ways:
      1. Show your CDC Vaccine Card (phone image acceptable) or your digital vaccine record from the State of California. International students may show their translated vaccine record.
      2. UC Davis employees or students can show their valid Daily Symptom Survey compliance email.
      3. Show a negative COVID-19 test result from the last 72-hours. (must be a lab/PCR test; home tests/antigen tests are not valid)

      For all other indoor hosted events of any size, we encourage verification of vaccination, Daily Symptom Survey result or recent COVID-19 testing for entrance. 

      Please see the question about mega events below for specific requirements.

    • What are mega-events and are there any special requirements?
    • Mega-events are indoor events with 1,000 or more people and outdoor events with 10,000 or more people, such as conferences, concerts and sporting events. 

      > Please note that event hosts are required to submit an Event Safety Plan to campus for any mega-events at least three weeks prior to your event. 
      > Beginning Sept. 20, the California Department of Public Health is requiring proof of vaccination or a negative COVID-19 test within 72 hours before an event starts for indoor mega-events with 1,000 or more attendees. In addition, self-attestation may not be used to verify status as fully vaccinated or as proof of negative test result for indoor settings but rather use verification options for providing proof of vaccination in the CDPH Vaccine Record Guidelines & Standards.
      > For outdoor mega-events, verification of fully vaccinated status or pre-entry negative test result is strongly recommended for all attendees. If implemented, events are recommended to not use self-attestation as a mode of verification but rather use verification options linked to above.

      ​​​​If you are planning to host a mega-event, please also review the complete California Department of Public Health (CDPH) guidance for these types of large gatherings.

    • What are the requirements of attendees coming from off-campus, including invited guests and speakers?
    • In addition to the vaccination or testing requirement for indoor events of 100 or more outlined above, guests/non-affiliates are required to complete the Visitor Daily Symptom Survey and abide by California Department of Public Health (CDPH) guidance which requires individuals to wear a face covering in indoor public settings and businesses. They should also review the requirements for visitors coming to campus prior to attending the event.
    • Will event hosts be requiring attendees to fill out and sign a waiver in case there is someone at the event who has covid and potentially spreads it?
    • No
    • Are unvaccinated or partially vaccinated students able to attend events? 
    • Yes, if they have an approved exception to the UC Vaccine Policy and are compliant with all campus policies regarding sequestration and testing. They should be displaying an “Approved” status when they complete the Daily Symptom Survey, if checked.
    • Can an event host request verification of vaccination status on the registration page during the registration process for paid/ticketed events?
    • Yes, with restrictions. Event hosts may require attendees to self disclose their vaccination status during the registration process, without any upload of documentation. Verification of documentation should be done on-site with no records being retained by the event.
    • If someone is refusing to wear a face covering indoors, what are the expectations in removing this individual from the event and who do we report this to?
    • Event host should ask them to leave and if they refuse, please record the person’s name and if they are a student, employee or visitor. If it is a student, it will be an OSSJA referral. Employees should be referred to Employee & Labor Relations (E&LR).
    • What do I do if a person is showing an “Overdue” or “Not Approved” result from the Daily Symptom Survey?
    • Please let them know that they are not permitted to enter the event. This event requires all attendees to have an “approved” status. If you are offering a hybrid option to attend this event, please provide that information so the person can attend remotely. If they refuse to leave, please record the person’s name and if they are a student, employee or visitor. If it is a student, it will be an OSSJA referral. Employees should be referred to Employee & Labor Relations (E&LR).
    • Is it permissible to ask attendees' vaccination status or show proof of vaccination for public events? Private events?
    • Yes to both, with restrictions. Verification of documentation may be done on-site for the event as long as no records are retained by the event. You can require additional Nonpharmaceutical Interventions (face coverings, frequent handwashing, daily symptom survey) or vaccination status provided you allow recent testing as an alternative. For indoor events of 100 or more or mega-events vaccination verification requirements, please review the guidance in the corresponding sections above.
    • How many attendees will campus allow for in-person educational events/retreats?
    • There are no restrictions on capacity, however, there are specific requirements for events with food or drinks as outlined above. All indoor locations should abide by Fire Marshal posted occupancy limits.
    • If guests are required to mask, how does that affect food and beverage at events?
    • Masks are required indoors and can be removed when actively eating or drinking.
    • What type of food and beverage service (buffet, plated, etc.) will be allowed on campus?
    • There are no restrictions on service type, however, there is guidance regarding eating locations.
       

      Indoors: Eating is not permitted indoors with the following few exceptions: 
      Campus dining locations, employee breakrooms, private offices when alone
      > During a time-specific, indoor and hosted event where food will be served/permitted (examples: team meeting in a departmental conference room with breakfast or lunch; hosted events with catering) 


      Outdoors: There are no public health eating restrictions outdoors, however, you must follow the food and beverage requirements for campus. 

      Please note that food must be served in accordance with County Health Code requirements and as well as the food and beverage requirements for campus. If you are offering potluck service, please review the detailed guidance. 

    • Will campus have extra cleaning of classrooms or event space in between meetings/events?
    • No, but larger event spaces will have extra cleaning.
    • Will all attendees be able to sit next to each other on a round table or a square table?
    • Yes, but we recommend maximizing distance between people for indoor events, when possible. 
    • Will conference rooms have sanitizer, masks, gloves or do we need to bring our own?
    • Event hosts or departments are responsible for providing any necessary PPE for their event and welcome to purchase and provide to guests as they see fit. For campus departments/units, the Centrally-Funded PPE program is available again.
    • Have any venues on campus increased their ability to support hybrid events? Additionally, are there recommended vendors/ resources for hybrid event support?
    • Many venues are looking into expanding services but this likely won't be ready at the start of Fall Quarter. For AV vendors we suggest contacting campus IT.
    • Do you have a checklist for event planners to use this fall to ensure we are planning our events in accordance with campus, county, and CDC policy?
    • > If you are hosting an indoor event with 100 or more attendees with food or drinks or an outdoor event with more than 1,000 attendees, submit your Event Safety Plan at least three weeks prior to your event.
      If you are hosting an indoor event with 100 or more attendees at a UC Davis facility that involves food or drinks, you will need to require proof of vaccination or a recent negative COVID-19 test.
      During this time of uncertainty, have a virtual back-up plan for your event or offer hybrid options, wherever possible.
      > Event hosts should check the
      Events Guidance page and Public Health Policies and Requirements page frequently to ensure they are aware of current campus guidance.
      > Communicate to your attendees ahead of time the current guidance and any event requirements. Attendees should bring a face covering and stay home if they are sick.
      > Review the facility policy for cancellation timelines and fees as you may need to revise event plans based on evolving public health guidance.
      > We recommend that campus departments/units who are hosting a ticketed event offer a flexible cancellation policy and/or refunds for attendees who are sick or impacted by COVID-19. 
      > We recommend that you maintain an attendance list for contact tracing purposes.
    • UC Davis sponsored events off-campus: What is the policy on requiring proof of vaccination or recent testing from attendees at events that will be held off-site and not on campus?
    • We recommend that you follow the event guidance outlined on this page for any UC Davis sponsored events in addition to any requirements of the off-campus facility or location.
    • What signage and PPE would you recommend be on hand at events? It would be helpful to know what we should post, and how to plan for hand sanitizer and sanitizing wipes, etc
    • The Campus Ready marketing toolkit is provides building and room signage templates for departments and units to self-print. There is no standard PPE requirement for events. Departments can decide based on preference what they would like to order and have available.