COVID-19 Compliant Event Guidance

Updated 5/11/21

UCSF is pleased to announce opportunities for small indoor events up to 25 people and outdoor events up to 75 for UCSF faculty, staff, and students. Requests to host an event can be made by filling out the UCSF Events and Meetings Request Form. All requests will require advanced Department Head, Department Chair, or Dean approval, including equivalent titles at UCSF Health.

Every approved event must have an event planner/safety monitor. The safety monitor can be the same person or a different individual.

Below are the required steps for any events. Event planner must:

  1. Limit to no more than 25 people indoors and up to 75 outdoors
  2. Reserve the space (as outlined below)
  3. Complete the UCSF Events and Meetings Request Form
  4. Request tables, chair, bins, and your Event Compliance Kit via UCSF Facilities Service Request Portal. An Event Compliance Kit will be provided to help with SFDPH/UCSF compliance and incorporated into the cost of setup, cleaning, and support. See Event Compliance Kit contents below.
  5. Have a safety monitor on site for your event to ensure compliance by using the material in the Event Compliance Kit

 

Outdoor Events

Spaces

Outdoor use spaces are available to reserve in the following locations through 25Live

  • Koret Quad - six areas
  • Bank of America Terrace - two areas
  • Gene Friend Way - three areas

UCSF Health locations, please refer to EMS.

Please note - all reservations must include a 30-minute takedown time after the event to allow for cleanup.

Outdoor space not on 25Live:

  • SF Kebab Patio (available with the purchase of food and beverage from SF Kebab) contact owner: Bawer Tekin at 650-766-4136 or visit them online

Requirements:

  • Displayed Health & Safety Plan for Small Outdoor Events
  • Limited to UCSF faculty, staff, and students only
  • Limited to a maximum of two hours
  • Event hosts will be responsible for ensuring attendees adhere to all requirements for working onsite, including wearing face coverings except when eating and drinking and maintaining at least 6 ft. social distancing at all times.
  • All event attendees will be required to show their daily health screen pass to the host prior to entry and wear a wristband.
  • All events with food and beverages will require pre-packaged individually packaged items. For catering options visit our catering page

Alcohol is not permitted in outdoor spaces unless an exception is granted from Risk Management and a licensed bartender is serving it.  

 

Indoor Events

Spaces

Indoor spaces are available to reserve through 25Live. Some classroom spaces may be available to reserve. UCSF Health locations, please refer to EMS.

Campus Life Services Conference and Event Services venue space is available for pre-approved events at the following locations:

  • Millberry Union Conference Center
  • Mission Bay Conference Center 
  • Wayne and Gladys Valley Vision Center Conference Center.  

More information about these spaces is available on our venues page

Please note – all reservations must include a 30-minute Takedown time after the event to allow for cleanup.

Requirements:

  • Displayed Health & Safety Plan for Small Indoor Events
  • Limited to UCSF faculty, staff, and students only
  • Limited to a maximum of two hours
  • Since events with food and beverage require participants to remove their face covering, all events with food and beverage require all attendees to either be fully vaccinated or provide proof of a negative COVID test taken within the last 72 hours. The event department chair or dean responsible for approving the event will be required for verifying compliance. In each Event Compliance Kit, sign in sheets will include an attestation section to be used for this purpose during sign-in to the event.
  • Any event with food and beverage also requires assigned seating and pre-packaged individually packaged items. For catering options visit our catering page
  • Event hosts will be responsible for ensuring attendees adhere to all of UCSF’s requirements for working on-site, including wearing face coverings except when eating and drinking and maintaining at least 6 ft. social distancing at all times.
  • All event attendees will be required to show their daily health screen pass to the host prior to entry and wear a wristband.

For Alcohol Request: If you wish to serve alcohol at your event, please fill out the alcohol request form (subject to Special Use Area Guidelines). Alcohol is only permitted after 4:30pm in some special use areas.

For Audio Visual Support: Please contact Educational Technology Services if you need any AV services or equipment rentals at .(JavaScript must be enabled to view this email address).(JavaScript must be enabled to view this email address)

 

Event Planner’s Kit

To help facilitate compliance with these events a pre-packaged kit will be provided to the event planner (safety monitor). Choose a kit suitable for your event attendee size.

Kit One for 1-10 people


• 1 to 5 six-foot tables/chairs set up in a pre-approved layout (please limit moving tables/chairs)
• 1 set of bins: trash, recycling, and compost
• Registration table for health screening/attestation, includes clipboard, pens, sign in sheet
• Wristbands (1 color per event)
• Hand sanitizer/face masks
• Name cards -if seat assignment requested
• Sharpie
• This area “Reserved for (GROUP NAME)” sign for event planner to complete with plastic frame
• UCSF required signage
• A copy of the SFDPH checklist that is required to be onsite during the event. You may complete it in advance.

Cost: $300

Order kit through Facilities Services >>>
In the comments, please enter “COVID-19 small indoor/outdoor event kit for (enter number of people) at (enter location).”

Extras:
10’ x 10’ tents available upon request in advance, at $100 per tent.

If you are requesting tenting larger than the available 10’ x 10’, a permit from UCSF EH&S is required.

 

Kit Two for 11-25 people

• 3 to 9 six-foot tables/chairs set up in a pre-approved layout (please limit moving tables/chairs)
• 2 sets of bins: trash, recycling, and compost
• Registration table for health screening/attestation, includes clipboard, pens, sign in sheet
• Wristbands (1 color per event)
• Hand sanitizer/face masks
• Name cards -if seat assignment requested
• Sharpie
• This area “Reserved for (GROUP NAME)” sign for event planner to complete with plastic frame
• UCSF required signage
• A copy of the SFDPH checklist that is required to be onsite during the event. You may complete it in advance.

Cost: $450

Order kit through Facilities Services >>>
In the comments, please enter “COVID-19 small indoor/outdoor event kit for (enter number of people) at (enter location).”

Extras:
10’ x 10’ tents available upon request in advance, at $100 per tent.

If you are requesting tenting larger than the available 10’ x 10’, a permit from UCSF EH&S is required.

 

Kit Two for 26-50 people

• Up to 12 six-foot tables/chairs set up in a pre-approved layout (please limit moving tables/chairs)
• 4 sets of bins: trash, recycling, and compost
• Registration table for health screening/attestation, includes clipboard, pens, sign in sheet
• Wristbands (1 color per event)
• Hand sanitizer/face masks
• Name cards -if seat assignment requested
• Sharpie
• This area “Reserved for (GROUP NAME)” sign for event planner to complete with plastic frame
• UCSF required signage
• A copy of the SFDPH checklist that is required to be onsite during the event. You may complete it in advance.

Cost: $600

Order kit through Facilities Services >>>
In the comments, please enter “COVID-19 small indoor/outdoor event kit for (enter number of people) at (enter location).”

Extras:
10’ x 10’ tents available upon request in advance, at $100 per tent.

If you are requesting tenting larger than the available 10’ x 10’, a permit from UCSF EH&S is required.

 

Kit Two for 51-75 people

• Up to 15 six-foot tables/chairs set up in a pre-approved layout (please limit moving tables/chairs)
• 4 sets of bins: trash, recycling, and compost
• Registration table for health screening/attestation, includes clipboard, pens, sign in sheet
• Wristbands (1 color per event)
• Hand sanitizer/face masks
• Name cards -if seat assignment requested
• Sharpie
• This area “Reserved for (GROUP NAME)” sign for event planner to complete with plastic frame
• UCSF required signage
• A copy of the SFDPH checklist that is required to be onsite during the event. You may complete it in advance.

Cost: $750

Order kit through Facilities Services >>>
In the comments, please enter “COVID-19 small indoor/outdoor event kit for (enter number of people) at (enter location).”

Extras:
10’ x 10’ tents available upon request in advance, at $100 per tent.

If you are requesting tenting larger than the available 10’ x 10’, a permit from UCSF EH&S is required.

 

To request your tables, chairs, bins, and your COVID-19 compliant kit for your event please submit a work order through Facilities Services. In the comment enter - COVID-19 event package for (enter number of people) at (enter location).