UCalgary defines Events as one-off gatherings in excess of 15 people (outside of classes and regular business meetings).

Please check back on this website as we will provide further details as they become available.

Updated: September 17, 2021.

1. Event Registration

All Events including more than 15 people are required to be registered on the UCalgary Event Registration system.

Events must follow all public health measures indicated on this page as well as the regular 7 Steps for Planning an Event or Conference.

2. Participants and Workers

Attendees, speakers, etc. must be pre-registered for the Event with their name and email address.

  • Individuals must be masked at all times, except when actively eating/drinking, actively playing sports or wind instruments, or when they are actively singing. 
  • All staff/volunteers must also be recorded as attending the Event.
  • All staff/volunteers must be briefed/trained on the public health measures as established by UCalgary.
  • Limit personal belongings to those that are needed for the Event.  Coat checks will not be made available.
  • Anyone who feels ill, and particularly those with COVID-19 type symptoms of cough, fever, shortness of breath or difficulty breathing, runny nose or sore throat, or any of the other symptoms identified by Alberta Health Services, cannot attend or work at the Event.

3. Space

Non-medical masks are required to be worn in all public indoor areas on UCalgary campuses and during UCalgary hosted events off campus.  Where physical distancing of 2 metres between individuals cannot be achieved in outdoor spaces, masks are also required to be worn. 

Where an event includes consuming food or drinks, participants must be seated a minimum of 2 meters apart. 

Further information regarding masks is located on the FAQ page regarding masks.

4. Sanitization

Hand sanitizer must be provided for events. Sanitizer must contain at least 60% ethanol or 70% isopropanol. Event Organizers must regularly confirm there are adequate supplies.

It is recommended that touch areas/shared surfaces are cleaned and disinfected regularly.

5. Food/Beverage

Where an event includes consuming food or drinks, participants must be seated 2 meters apart and can unmask only while actively eating or drinking.  

If you are serving food or beverages at your event, please also review the Special Event Guidelines, section 4.1 for further information.

6. Masks

Non-medical face masks must be worn in all public indoor areas on University of Calgary campuses and during University events hosted off campus. Individuals can remove their masks indoors only when actively eating/drinking, actively playing sports or wind instruments, or when they are actively singing. 

Masks are not required to be worn during outside events if a minimum of 2 metres between people is enforced.

Where vehicles are being used for University of Calgary purposes and when there is more than one occupant, masks are required to be worn by all occupants.

For further information regarding masking requirements, please visit the UCalgary FAQ page regarding masking on campus. 

7. Rapid Testing And Vaccination Program

Starting Monday, September 20, 2021, all visitors to campus over the age of 12 are required to be fully vaccinated and may need to show proof of vaccination.  For those organizing events, further information is available on the Guidelines for Visitors Accessing UCalgary page.  Access to this page is restricted and will require sign-in.  Q & A sessions will be available for supervisors next week.

8. Communications

Event organizers are required to ensure that all Attendees, including speakers, are aware of any required or recommended public health actions/measures in effect at the location of their Event.

The communication plan for an event must include 3 communications:

  1. Public health measures regarding vaccination requirements and masking must be stated on the website advertising the event.
  2. Once an Attendee has registered, Event Organizers must send them an email reinforcing the public health measures that are in place at UCalgary.
  3. The first speaker at each event must outline the relevant COVID-19 event precautions required to be taken by Attendees during the event, as well as any regular safety information (i.e. location of emergency exits).

Template communications are under development to assist Event Organizers.  Please check back on this site for updates.

Event Organizers should post Prevent the Spread  signage at the event.

8. Attending Events Hosted By Another Organization

  • If attending an event hosted by another organization, refer to their guidelines and requirements for participating in events.  If there is a discrepancy between UCalgary guidance and the host organization, follow the guidance which is more stringent.
  • Follow all applicable local, provincial and national regulations; including city bylaws and public health orders.