COVID-19 University Event Registration Information
UIC must continue to monitor events and ensure that all event plans meet the current, appropriate safety guidance. 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. 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 week in advance of the event. For these events please complete the form at the bottom of the page and then submit your request also to health-safety@uic.edu.
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 recent CDC recommendation for vaccinated individuals is: "to maximize protection from the Delta variant and prevent the possibility of spreading it to others, wear a mask indoors in public if you are in an area of substantial or high transmission." (https://www.cdc.gov/coronavirus/2019-ncov/vaccines/fully-vaccinated.html). Eating and drinking with others outside your household 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: 8/6/21).
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
CHANGE
Colleges or departments that would like to plan or resume any in-person extracurricular activity no longer need college-level approval for the event. Individuals should submit their event registration, and if the event is hosting more than 100 individuals or requesting an exemption from the current event guidelines, also upload the event safety plan (using the form below).
COVID-19 University Events Guidance Overview
Updated on: August 6, 2021
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Safety Plan: Depending on Number of Attendees
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: Limited
CHANGE
- Any event over 100 attendees must be approved by EHSO in advance. Complete the form below and submit your request to health-safety@uic.edu.
- Events should track all attendees to the greatest extent possible. For contact tracing purposes, event attendees must include name, UIN (if applicable), email, and phone numbers.
- Indoors: Limited to UIC-approved room capacity.
- If an event space does not already have hand sanitizer, the event organizer is responsible for providing this for attendees.
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Social Distancing: Required
CHANGE
Social distancing guidelines are encouraged, though not required for vaccinated individuals at outdoor events.
Unvaccinated individuals must remain six feet from others if unmasked at outdoor events.
Social distancing guidelines are encouraged, though not required, for vaccinated individuals at indoor events, provided the event does not involve food or drink.
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Masking: Depending on setting
CHANGE
All individuals must to remain masked at indoor events.
Vaccinated Individuals may be unmasked at outdoor events. Unvaccinated individuals must remain six feet from others to be unmasked at outdoor events.
The recent CDC recommendation for vaccinated Individuals “to maximize protection from the Delta variant and prevent the possibility of spreading it to others, [is to] wear a mask indoors in public if you are in an area of substantial or high transmission.” (https://www.cdc.gov/coronavirus/2019-ncov/vaccines/fully-vaccinated.html)
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Eating & Drinking: Limited
CHANGE
Individuals are expected to maintain social distancing (6 feet of distance) at all times at indoor events when eating or drinking.
For events on the UIC campus, the organizer must use an approved room with layout and capacity. If an event space does not already have hand sanitizer, the event organizer is responsible for providing this for attendees.
For outdoor events: Social distancing is strongly encouraged at outdoor, open-air events. All refreshments must be individually packaged or plated. Alcohol is strongly discouraged.
For indoor events:
- All refreshments must be individually packaged or plated.
- 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.
- NOTE: Physically distanced, outdoor eating is preferred to indoor eating environments.
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Vaccination: Required (with exemptions)
CHANGE
Organizers should encourage all unit members to be vaccinated against COVID-19.
Organizers should not limit attendance based upon vaccination status.
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
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
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.