UCOP-Sponsored Event and Meeting COVID-19 Protocols

Guidance for Oakland, Riverside, and Sacramento

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.

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

  • 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.

Section 3:  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.

Section 4:  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 optional testing and information on how to report exposure or a confirmed positive case (see section 5) 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 (Optional COVID-19 tests or optional masks and hand sanitizers, etc.).
  • 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 5:  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).

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 wishing to test 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.

If attendees choose to test prior to the event/meeting, 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.