Temporary UCOP-Sponsored Event and Meeting COVID-19 Protocols

Guidance for Oakland, Riverside, and Sacramento
Effective: June 27, 2023

Below is 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 for UCOP-sponsored events/meetings of 20 or more people (including support staff) and will be 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.
  • 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 of 20 or more people (including support staff) at UCOP-managed locations must adhere to the protocols outlined below. While not required, it is 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 exceeds 20 attendees (including support staff).

Section 3:  Pre-entry requirements for attendees


When arriving each day at a UCOP-sponsored event with 20 or more people (including support staff), attendees are required to:

  • Test and receive a negative test result
  • Show proof of the UCOP Screen or UCDC Screen “APPROVED” clearance confirmation email after completing the UCOP/UCDC 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 recommended that UCOP-sponsored events follow these protocols at non-UCOP-managed locations (UC campuses, Regents’ meetings, etc.). 

  1. Masking
    1. Masking is no longer required. Approved N95, KN95, and surgical masks are available at UCOP facilities for those that feel more comfortable masking.
  1. Health Screenings
    1. Testing requirements:
      1. General testing requirements for UCOP-sponsored events/meetings of 20 or more people (including support staff):
        1. Testing is required each day of the event prior to attending or participating in meals or other activities.
        2. 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/UCDC Screen Health Screening Survey: Attendees must complete the UCOP Screen Health Screening Survey or UCDC Screening Survey 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 Policy on Vaccination Program, but they must follow all UCOP COVID-19 protocols including proof of a negative antigen test.

Section 6:  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 testing requirements and information on how to report exposure or a confirmed positive case (see section 7) to all attendees and primary contacts for service staff and vendors. It is recommended that this information be sent three days prior to the meeting/event.
  • Obtain and ensure availability of COVID-19 supplies at the on-site event (COVID-19 tests or optional masks and hand sanitizers, 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.
  • 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 7:  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 24 hours days following the meeting/event: The attendee who tests positive is required to take the following actions.
  • 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, completing the UCOP Case and Contact Reporting Form, or calling 510-604-7950.
  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 Policy on Vaccination Programs. UCOP does not require non-affiliates (visitors and non-covered vendors) to comply with the systemwide Policy on Vaccination Program, 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 Policy on Vaccination Programs. However, all catering and support staff are required to follow other UCOP COVID-19 protocols, including testing (if on-site for more than an hour and if the event is 20 or more people).

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 of 20 or more people (including support staff).

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 on behalf of attendees for UCOP-sponsored events/meetings at UCOP-managed facilities. Any unused tests should be returned to the Work Management Center. Requests may be submitted to the UCOP-Sponsored Event COVID-19 Test Request form via Smartsheet at least 1-3 business days prior to the event.

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.