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Campus Events and Activities Portal

In order to reduce the opportunity for community spread of COVID-19 at UC San Diego, we encourage all event sponsors to evaluate both the risks and the benefits to the community when considering an event or activity.

New Events and Activities Framework

This framework is not intended to replace other university policies related to events and activities but is intended to complement those policies by providing guidelines to reduce the spread of COVID-19. Please refer to those policies for relevant guidance.

COVID-19 has shifted the manner in which events and activities take place on campus. Therefore, UC San Diego will allow campus activities to begin in a phased process as they align with State, Local, and Campus COVID-19 prevention measures and protocols. Please refer to the Return to Learn Event Planning webpage for the most current event guidelines.   

Campus departments, student groups, and registered student organizations may organize events and activities with approval through the Events and Activities Intake Form, which includes review by the Emergency Operations Center (EOC) and approvals of the venue, department head, and divisional Vice Chancellor. UC San Diego reserves the right to cancel any scheduled activity if it is deemed unsafe. The Office of Environmental, Health & Safety (EH&S) and/or the Emergency Operations Center (EOC) will serve as the official university authority in assessing the safety of all events and activities that are scheduled on campus. Event sponsors must adhere to the established campus safety requirements for all in-person events and activities. The University-wide Events Taskforce has provided general guidance (PDF) for planning events.

Events and Activities Intake Form

Events and activities should be held in a virtual format whenever possible. Every effort should be made to find alternatives to in-person events. However, if an in-person component is essential to your program there is an opportunity to submit a request for consideration.

Please complete this Event and Activities Intake Form to submit a request for the following types of activities:

  1. Co-Curricular Student Projects Pilot Program
  2. Distribution or Item Pick Up Activities 
  3. Filming on Campus
  4. In-person Events

 

Co-Curricular Student Projects Pilot Program

As part of this pilot program, Jacobs School of Engineering Student Organizations where project work is a central part of their mission can submit a request to work in person. 

Please note the following: 

  • No more than three students for two hours at a scheduled time
  • At least one hour between shifts

Submit Form

Distribution or Item Pickup Activities

The distribution of goods (e.g., virtual event supplies, wellness kits, face masks, promotional items) to students and campus affiliates may now be requested.  Food and beverage may not be distributed unless pre-packaged and non-perishable. Food may not be consumed on site.

You must have a hold on your location prior to submitting the Events and Activities Intake Form. To increase the likelihood of your activity being approved, consider reserving Town Square (distribution) with Student Services Building MPR (assembly) which are pre-approved Distribution and Assembly sites.

Center for Student Involvement (CSI) registered student organizations must submit the Event Intake Form four weeks prior to their desired assembly and/or distribution date. CSI registered student organizations are also required to submit a ​Triton Activities Planner (TAP) form three weeks prior to their desired event date.

Pickup Times 

To maintain low density at the Distribution Site, the sponsoring group must offer scheduled or reserved pickup times for their guests. 

On-Site Management 

  • The sponsoring group must identify an on-site staff or advisor who will be present to assist in managing the site at the time of distribution.
  • Pick-up table(s) must be sanitized regularly. Your venue may provide the supplies or your group may be required to provide its own supplies. 

COVID-19 Considerations

The following COVID-19 considerations must be in place for every Distribution Site activity:

  • All UC San Diego staff, faculty, and students who report to or live on campus must conduct a self-screening for COVID-19 symptoms and report any symptoms. 
  • The sponsoring group must check to be sure all assemblers have received their “Green Thumb” email prior to the start of their assembly or distribution shift.
  • Face masks are to be worn in alignment with campus guidelines.
  • Social distancing of six (6) feet or more must be maintained in all areas. 
  • List of assemblers (including full name, phone number, and email) must be kept on site and then on file by the sponsoring group for two (2) weeks after the event for contact tracing purposes.
  • Sponsoring groups must sanitize assembly stations before assembly begins, between the rotation of assemblers, and after assembly is complete.
  • Assembly stations must be limited to 4 individuals at a time. Groups of 4 must rotate in and out at the same time in order to limit contact and spread.
  • Provide a handwashing break every 2 hours and allow staff to wash their hands, more frequently if they choose.

Submit Form

Filming on Campus

Filming on campus is not expressly prohibited on campus during the coronavirus pandemic. However, Administrative Vice Chancellors along with the EOC and the campus Fire Marshal have put in place a number of restrictions and procedures for internal film shoots to proceed for non-news gathering, event related filming.

UC San Diego departments conducting an on campus film shoot must have the advance permission from each location's appropriate facility or venue manager.

Submit Form

Use of Drones

The use of an Unmanned Aircraft System (UAS), a.k.a. drones on UC San Diego owned property and/or for official UC San Diego business (off campus as well) must be reviewed and approved by EH&S to ensure that all UAS activities are conducted in a manner that protects students, faculty, staff, visitors, the public, property, and the environment and complies with all applicable laws and regulations. This policy applies to all faculty, staff, students, university contractors, and visitors, as well as indoor and outdoor use.

For information on aerial filming with a drone on campus visit Unmanned Aircraft System (UAS) / Drone Safety website.

In-Person Events

Opportunities for limited in-person events for UC San Diego students, staff, and faculty are now available. All in-person, on campus events, must follow current campus guidelines.

Center for Student Involvement (CSI) registered student organizations must submit the Event Intake Form three weeks prior to their desired in-person event date. CSI registered student organizations are also required to submit a ​Triton Activities Planner (TAP) form three weeks prior to their desired event date.

 Submit Form

Virtual Events

Even though we are not physically together, we can continue to connect and build community with each other through the creative use of technology.

Registered student organizations must submit event details for virtual events, with the exception of virtual meetings and virtual dance practices via TAP.

Center for Student Involvement (CSI) registered student organizations must submit event details for virtual events, with the exception of virtual meetings and virtual dance practices, to CSI. Events not using University funding are to be submitted through the CSI Student Org Virtual Event Form no less than 48 hours prior to the event. 

All others hosting virtual events, with the exception of virtual meetings and virtual dance practices, should submit details for public events to be listed on the UC San Diego Calendar of Events.

Intake Form: Coming Soon

Return to Learn FAQ

Please visit the Return to Learn FAQ to learn more about the program.