Event Guidelines and Checklists

University events on and off campus are permitted to go ahead from July 1, 2020 if they align with Government of Alberta regulations, are entered into the UCalgary risk assessment tool and receive approval from Risk Management & Insurance. To protect the health and safety of our community, the number of events will be limited to reduce the population on campus at any given time. Priority will be given to events focused on research and learning.

Until further notice all organizers of  ‘in person’ university events, defined by one-off gatherings in excess of 15 people (outside of classes and regular business meetings), must consult with Risk Management & Insurance about their intentions prior to making bookings: covid19@ucalgary.ca.  Risk will advise and inform of all requirements to ensure the event can take place safely and in compliance with current provincial regulations.

All event organizers are required to complete the UCalgary Event Risk Assessment Tool for any on or off campus university events anticipated between July 1, 2020 up to April 30, 2021. This tool is only for gathering data to assist in mitigating risks and is not an approval to hold an event.  Units are advised not to sign any contracts that would bind the university to be required to have any event where costs would be non-refundable.

Event organizers need to take into account the possibility of limited food services and options due to the need to comply with regulations on food provision that are current at the time of the event.

Review all sections below

UCalgary event planners are required to review the 3 documents below and ensure that they can comply with all requirements.  Please forward any questions to Risk Management & Insurance at covid19@ucalgary.ca

Covid-19 Requirements

All events must follow specific requirements related to COVID-19 in combination with the regular UCalgary Event Guidelines and Checklist.

Event Guidelines

These Guidelines define event organizer responsibilities prior to and during events held on University property or UCalgary hosted events off campus.

Event Checklist

UCalgary Event Planners must complete the checklist and ensure that they have reviewed the related sections of the guidelines. Where UCalgary space is rented to external groups for events, email riskmgmt@ucalgary.ca for the appropriate checklist.