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EVENT POLICIES AMENDMENT COVID-19
Effective March 12 – June 30, 2020

This is an amendment to the following UCI policies and procedures:

which all implement PACAOS 40.00 Policy on Use of University Properties.

This policy applies to all UCI faculty, staff, students, residents, fellows, volunteers, visitors and contractors.

A. Policy

  1. UCI should consider conducting business (gatherings of any size) using alternate methods (for example, virtual events.)
  2. Social distancing should be practiced at all times.
  3. Events with anticipated attendance of 100 or more must be canceled to reduce the risk of potential spread of infection.
  4. Reservations may not be accepted for events with 100 or more participants for dates on or before June 12, 2020.
  5. Reservations for events with 100 or more participants for dates between June 13, 2020 and September 27, 2020 must include a provision allowing the University, at its sole discretion, to terminate or cancel the reservation.

B. Policy Exceptions

  1. If you believe your event of 100 people or more merits an exception to this policy, consult with Environmental Health & Safety.
    • Initiate your inquiry by completing the UC Irvine COVID-19 Registration of University Events form.
    ◦ Include an explanation of why the event is necessary and the consequence of not having or not attending the event.
    EH&S will work with you to assess the risks from a public health perspective.
  2. Any exceptions to this policy must be obtained prior to the event and documented.
  3. Only deans, vice chancellors, or associate chancellors may approve such exceptions.
  4. If exceptional approval is granted, social distancing should be practiced. Additionally, extraordinary venue cleaning will be required during and after the event. These additional cleaning services will be determined during the EH&S assessment. Such services may include items such as having dedicated Facilities Management staff to provide supplemental cleaning during the event.

C. Cancelled Events

    Impacts of cancelled events can be substantial. It is important to document all costs of cancelled events including loss of (anticipated) revenue, fees/costs associated with rebooking and cancellations, broken contracts, MOU’s, and other event obligations. Cost impacts of cancelled events should be recorded with supporting documentation by the event organizers. These records should be kept locally for possible future reimbursement, though such reimbursement cannot be guaranteed.

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