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COVID-19 and Event Planning 

Page last updated Apr. 14  at 11:00 a.m.


In accordance with Gov. Gavin Newsom’s stay-at-home executive order issued March 19, 2020, all campus events must be postponed or cancelled until further noticeAdditionally, with certainty there will be no in-person events or gatherings throughout spring quarter per campus directive. For future events, utilize the Governor’s orders in place when decisions need to be made in order to confirm, cancel or postpone.

Alternative event plans

While in-person events are not permitted at this time, connecting online is still an option. All UC San Diego faculty, staff and students with an @ucsd.edu email address can sign up for a Pro account with Zoom, the web and video conferencing platform for the campus. In the Resource section below you will find links to additional options for connecting online.

Consider including this copy on invitations and websites to advise invitees about the fluid situation:

“[Name of event] has been cancelled/postponed in accordance with Gov. Gavin Newsom’s stay-at-home executive order issued March 19, 2020.  All events must be postponed or cancelled until further notice due to the potential transmission of Coronavirus.

Your attendance/support/visit is very important to us, however our first priority is the health and safety of our students, faculty, staff and visitors. Please visit us online at coronavirus.ucsd.edu for updates.”

Updating events on campus calendars

If you have posted an event to a campus calendar and your event is canceled, please update your entry by editing the event title, short description, and long description with “CANCELLED” before the event title and beginning of the description to clearly indicate that the event is no longer taking place.

Please do not remove your canceled event from the calendar. Doing so might cause confusion for those who planned to go to the event and can no longer find information about it, or if they have bookmarked the URL for the original entry, using it will result in an error message.

Resources

Visit the Events Council webpage to view the March 2020 webinar “Let’s Stay Connected: Best practices for engaging your constituents through online platforms during this unique time” and related resource links.

For additional resource suggestions or brainstorming assistance, please reach out to Special Events and Protocol at SEP@ucsd.edu.