Submit Your COINs Event Idea!

BEFORE submitting your idea, please read the following:

Events will be reviewed on a case-by-case basis. You must submit your idea at least three weeks before the event is scheduled to take place (ideally submit at least five weeks before).

The total amount will typically not exceed $1,000. If your event incurs costs, please follow UCSF meeting and entertainment expense guidelines. Maximum expenses for food and beverage (including the cost of food and beverages, labor, sales tax, service and delivery charges) are:

$31 for breakfast
$54 for lunch
$94 for dinner
$22 for light refreshments

While no UC limits have been established for entertainment costs for morale-boosting non-meal activities, costs must be reasonable and typically range up to $50/person. Finally, please be aware that the purchase of alcoholic beverages is restricted -- please contact us prior to submitting your event idea if you plan to purchase alcohol.

When hosting an event, you are expected to:

Follow CDC guidelines on COVID, including but not limited to social distancing, travel, hand hygiene, and quarantine expectations.
Follow campus protocols for COVID.
Maintain the UCSF PRIDE values and Code of Conduct.
Check your county for more information prior to your event, as Bay Area counties may have differing expectations on COVID protocols.

Post-event: Upon completion of the event, we ask that you submit a short summary (3-5 sentences) with photo(s), which ARCHES may use for promotional purposes. You must submit one original, itemized receipt and a complete list of participants in order to be reimbursed. The receipt must identify both food and beverage charges. Funding for approved activities will be provided by ARCHES; reimbursement will be provided to the host through the ARCHES program.

Host's first and last name*

Host's UCSF email*

School*

Select

Department*

Event title*

Event date - must be at least three weeks away*

Event start time*

Location (specific restaurant, venue, etc.)*

Please include the name of the venue and the city/town it is in.

Short Description of Event*

Please write a brief description of the event that will be published online.

Maximum number of participants (include host)*

COINs are intended to be groups of 5-10 people. To foster these small groups, events should be open to participants across departments and schools and not limited to those within one division.

Define the intended audience

We strongly encourage your events to be open to participants across departments and schools. However, if you'd prefer to limit the audience for this event, please specify here. E.g., members of your department, members of your Peer-Mentorship Circle, etc. Leave blank if this event will be open to all.

Preferred deadline for RSVPs

Approximate costs*

Please include an itemized list.

Please add any comments/questions that you have.

How did you hear about COINs?

I have read the rules and guidelines for COINs. I agree to submit a summary, participant list, and photos of my event, which may use for promotional purposes.*

Please type your initials.

Send me a copy of my responses

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