Campus Events Guidelines

Masked and/or socially distanced students attend an outdoor graduation ceremony

 

Cal Poly requires all students, employees and visitors accessing any indoor facility on campus to wear a face covering, regardless of their vaccination status. Learn more about campus face covering requirements.

Current Event Recommendations

for or About Overview
Mega Events
  • Indoors: Crowds greater than 1,000
    Examples: conventions/conferences/expos/sporting events and concerts
  • Outdoors: Crowds greater than 10,000
    Examples: music or food festivals/car shows/large endurance events and marathons/parades/sporting events and concerts
  • Get details about Mega Events
Vaccine Verification / Negative Testing
  • Required for Indoor and Outdoor Mega Events
  • Self-attestation may not be used to verify status as fully vaccinated or as proof of negative test result for indoor or outdoor settings
  • Get details about Mega Events below or visit Beyond the Blueprint
Capacity Limitations
  • No restrictions
Physical Distancing
  • No restrictions
Face Coverings
University Travel
  • Students, staff and faculty can get information at Poly Travel
Guests to Cal Poly (including speakers)

 


 

Mega Event Guidelines

The following guidance for mega events (both indoor and outdoor) applies to all state and auxiliary organizations, including the Performing Arts Center, Athletics, Career Fairs, WOW, ASI and the Cal Poly Corporation.

Vaccinations and Negative Test Verifications

The procedures below apply to both indoor and outdoor mega events.

Verification Requirements

  • Verification of fully vaccinated status (Digital Vaccine Card or Actual Vaccine Card) or
  • Pre-entry negative test result (confirmation letter) is required within three days of the scheduled event for all attendees.
  • Indoor and outdoor venue and event operators may not use self-attestation as a mode of verification.

Verification Processes

Process for Students

Employee must review Campus Pass and ensure Green Pass status (required for all events)

Campus Pass Notification Color Indications

  • Green Pass, full access to campus facilities
  • Blue Pass, limited access to testing sites, health and safety
  • Yellow Pass, limited access to dining for grab-and-go only, health and safety
  • Red Pass, no access to campus facilities with the exception of health and safety. Residential students are to remain in their assigned Housing space.

Process for Faculty and Staff

The process for faculty and staff is still being developed. More details to follow.

Process for Campus Guests, Visitors and Community Members

Employee must review a Digital Vaccine Card/Actual Vaccine Card/Negative test result within three days of the scheduled event and it has to match ID (driver’s license, student ID, passport). Minors do not need to provide an ID.

  • Acceptable forms of testing include PCR or molecular tests, antigen or rapid tests performed by testing facilities. Results from home test kits will not be accepted.
  • Acceptable proof of a negative COVID-19 test result must include a person's name, type of test performed, and negative test result.
    • A printed document from the test provider or laboratory, OR
    • An electronic test result displayed on a phone or other device from the test provider or laboratory.
  • Minors who don’t have access to vaccination should get a test. Home test kits will not be accepted.

Notification Process

Information regarding verification of vaccination or pre-entry negative tests must be prominently placed on all communications, including the reservation and ticketing systems, to ensure guests are aware of testing and vaccination requirements (including acceptable modes of verification).

Staffing for Verification

  • Make sure employees are trained to check these records
  • Vendors – please refer to the section below related to vendors and contractors
  • Have staffing at entrances to check for appropriate documentation

Safety Protocols

  • Face coverings required
    Face coverings are required for all attendees for indoor events, regardless of vaccination status. May be removed when actively eating or drinking but then must be repositioned immediately following.
  • Ensure extra face coverings are available
    Event planners should have extra face coverings available to attendees (upon request). Please contact Facilities in your event planning phase to request extra face coverings.

Requirements or Guidelines for...

Career Fairs

Protocol for indoor mega events will be followed for campus-wide career fairs. Departmental career fairs with expected attendance of 1,000 attendees/participants (may be dispersed throughout the day) are also expected to follow the mega event protocol.

Overnight Housing

For overnight housing accommodations and guidelines, please contact University Housing at housing@calpoly.edu.

Campus Guests, Contractors, Vendors

Contractors who access campus are asked to ensure their employees comply with the vaccination policy prior to accessing campus. Visitors are required to comply with other safety measures such as face coverings.

Off-Campus Events

Cal Poly sanctioned or organized events or meetings for faculty and staff held off campus must comply with appropriate public health guidance.

Attendees Who Are Minors

Must follow face covering guidelines
Minors are permitted on campus and will be required to follow the face covering guidelines (always required indoors, unless actively eating or drinking). However, if food is going to be provided, an outdoor venue should be considered.
If not eligible for vaccine
Minors who are not eligible for vaccination are required to use a face covering indoors, and are encouraged to wear a face covering outdoors if physical distancing is not possible.
Also, encourage hand washing by providing washing stations or hand sanitization stations.
Keeping the groups smaller in number might also be beneficial.
Minors not eligible for vaccination must provide proof of a negative test within three days of the scheduled event/stay and will also be required to wear face coverings indoors.
If vaccine eligible
Minors who are eligible for vaccination and will be staying overnight must follow the same protocol as our students.
  • They must provide proof of vaccination or a pre-entry negative test within three days of the scheduled event/stay.
  • Face coverings will be required for all indoor locations.

 


 

The campus community gathers for an outdoor event on Dexter Lawn

Booking a Campus Event or Facility

Campus Academic or Administrative Department
Class Meeting or Formal Study Group (one-time or recurring meeting outside regular class time)
Instructionally Related Activity
→ Use Facilities and Event Request Form

Student Clubs
Includes Fraternities and Sororities
→ Use E-Plan

Off-Campus Entities and Individuals
Not sponsored by a campus group
Co-sponsored or sponsored events utilizing State Facilities to host off-campus attendees
→ Use Conference and Event Planning

About These Guidelines

Event guidelines are subject to change based on guidance from the state, SLO County Public Health, the CSU system and Cal Poly.

For additional details, see the Campus Administrative Policy (CAP 140) that governs the use of University property.

 

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