COVID-19 University Event Registration Information
UIC continues events and ensure that all event plans meet the current, appropriate safety guidance. UIC encourages units to resume pre-pandemic events. In-person, university-sponsored extracurricular activities (on or off campus) that bring together individuals outside of their primary job responsibilities or duties should be registered in advance. Participation in social events remain a personal choice and should not be considered compulsory. All UIC events must follow the guidelines listed below. To register your event, please complete the form at the bottom of this page.
EHSO Pre-Approval Requirements: Any event with over 100 attendees OR any event that requests deviations from the guidelines below must submit a safety plan for review and approval by the Environmental Health & Safety Office (EHSO) at least one (1) week in advance of the event. For these events please complete the form at the bottom of the page.
Recognizing the significantly high vaccination disclosure rates among our UIC community, the university continues to revise the guidance and requirements for university-sponsored events. However, eating and drinking with others outside your household or immediate regular social network are among the highest risk activities for COVID-19 transmission.
Please email COVIDEVENTPLAN@uic.edu with additional questions or information about event authorizations.
Please note that this events policy is subject to change based upon any continued developments in federal, state or local guidance (Updated: 11/9/21).
Event Registration or Review Process
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Student organization requests
NO CHANGE
UIC-registered student organizations wishing to reserve space for Student Center East, Student Center West, and outdoor areas in 2021 must use UIC Connection. Safety plans are required for events with over 100 people or requesting an exemption from the event guidelines. Spaces will be open and may have limited availability. Visit the Center for Student Involvement website to learn more and email StudentInvolvement@uic.edu with any questions or concerns.
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Health sciences colleges student organization requests
NO CHANGE
UIC-registered student organizations from health sciences colleges should work with their respective colleges for event approvals.
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UIC Colleges and Other Units
NO CHANGE
Event coordinators should submit their event registration using the form below. If the event is hosting more than 100 individuals or requesting an exemption from the current event guidelines, event coordinators should also include the event safety plan during registration.
COVID-19 University Events Guidance Overview
Updated on: November 9, 2021
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Safety Plan: Depending on Number of Attendees
NO CHANGE
Organizers must submit a safety plan for proposed events with more than 100 individuals or when requesting an exemption from the current event guidelines for each proposed event. -
Capacity: Conditional Limitations
CHANGE
- Indoor events – NOT serving food or beverage: Limited to pre-pandemic, UIC Fire Marshall approved room capacity limits.
- Indoor events – WITH food or beverage service: see guidance below on Eating & Drinking
- Off campus events: Limited to City of Chicago (or applicable municipality) capacity mandates. Work with event site to determine appropriate capacity limits.
- Outdoor events: No capacity limits.
All university attendees must show a green daily pass upon entry and all external attendees must be vaccinated against COVID-19 or have a negative COVID-19 test no more than 72 hours prior to attending. Please reference UIC’s COVID-19 Campus Visitor Guidelines about inviting external attendees to campus.
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Social Distancing: Conditional
CHANGE
- Indoor Event – NOT serving food or beverage: NO social distancing required
- Indoor Event – WITH food or beverage: social distancing recommended, but not required(see guidance below on Eating & Drinking)
- Outdoor Event – NOT serving food or beverage: NO social distancing required
- Outdoor Event – WITH food or beverage: social distancing recommended, but not required.
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Masking: Depending on setting
CHANGE
All individuals must to remain masked at indoor events. When dining occurs, masks may be removed by individuals only once seated and actively eating or drinking. Otherwise, masks are required when moving within the event space or retrieving refreshments.
Vaccinated Individuals may be unmasked at outdoor events. Unvaccinated individuals must remain six feet from others to be unmasked at outdoor events.
The City of Chicago’s business re-opening guidance indicates that “Effective August 20, 2021, masks are required in all indoor public settings. Similar to previous mask mandates, masks can be removed at restaurants, bars and other eating/drinking establishments by patrons when they are actively eating/drinking.” (LINK: https://www.chicago.gov/content/dam/city/sites/covid/reopen-businesses-portal/guidelines/OpenChicago.Phase5-Recommendations-091521.pdf)
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Eating & Drinking: Permitted with Safety Guidance
CHANGE
When dining occurs, the set-up of the event and food service should account for individuals outside of households/regular social networks.
Attendees may eat and drink when seated at tables. With all attendees appropriately screened (see “Screening” section below), social distancing is not required at tables.
Eating and drinking may not occur standing up or when walking.
Masks should only be removed when individuals are seated and actively eating or drinking. Otherwise, masks are required when moving within the event space or retrieving refreshments.
For events on the UIC campus, the organizer must use an approved room with layout and capacity. If using the guidelines listed above for capacity and social distancing, no additional layout approval is required.
For indoor events:
- All refreshments should be provided so that food and utensils are not handled by multiple people. This includes pre-packaged items, buffet service with staff attendants serving guests, and served/plated meals.
- Sharing a table is discouraged for unvaccinated individuals, unless the table settings are physically distanced or unless individuals are from the same household.
- Alcohol is strongly discouraged. If alcohol is desired for certain circumstances, please seek approval for alcohol permits here.
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Vaccination: Required (with exemptions)
NO CHANGE
Organizers should encourage all attendees to be vaccinated against COVID-19.
Organizers must use the UIC Daily Pass to determine Inclusivity of individuals in the event. See “Screening” guidance below.
For Non-university/external attendees, organizers should require vaccination against COVID-19 OR have a negative test no more than 72 hours before attending in accordance with CDPH guidance. Organizers should check documentation for the event.
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Monitoring: Required
NO CHANGE
Each event must have a COVID-19 monitor to ensure social distancing for indoor events involving eating and drinking as well as adherence to current UIC masking requirements. The COVID-19 monitor must also ensure the Daily Pass of all UIC attendees is checked and a health screening is conducted for all non-UIC guests.
In accordance with the Chicago Department of Public Health’s (CDPH) Public Gatherings Guidance (from July 14, 2021) it is required that event organizers ask attendees to be vaccinated against COVID-19 or have a negative COVID-19 test no more than 72 hours prior to attending. To create a safer event, CDPH recommends checking documentation of vaccination or negative test status.” UIC is adopting these recommendations for all events.
The COVID-19 monitor should retain the name, UIN, email, and phone number of attendees if needed by contact tracers.
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Screening: Required
NO CHANGE
- UIC attendees: Organizers must use the UIC Daily Pass ( to determine inclusivity of individuals in the event. The “daily pass” must be in a “green” status for the Healthcheck badge and the saliva testing badge to be able to join the event.
- Non-university/external attendees: Must answer health-screening questions. Additionally, in accordance with the Chicago Department of Public Health’s (CDPH) Public Gatherings Guidance (from July 14, 2021) it is recommended that event organizers require attendees to be vaccinated against COVID-19 or have a negative COVID-19 test no more than 72 hours prior to attending. To create a safer event, CDPH recommends checking documentation of vaccination or negative test status.” UIC is adopting these recommendations for all events.
- Please see https://today.uic.edu/how-to-guide-for-uics-dual-badging-system-healthcheck-and-daily-pass for how to use the Daily Pass to screen UIC guests at your events.
Assemble Your Event Safety Plan
Any event with over 100 attendees OR that requests deviations from the guidelines should submit a safety plan as outlined below.
- Event date, duration, frequency, proposed location, and expected number of attendees, purpose of the event/gathering
- If the event will be located indoors or outside, or involving a tent.
- If the event involves food or beverage and how it will be served.
- Proposed layout of the event showing locations of tables, where attendees will sit or stand, and hand sanitizer locations
- How the safety plan will be monitored and ensured
- How you intend to screen attendees to the event.
COVID-19 University Events Approval Form
Please complete the form below to register a university event.