Outdoor Booking Request Form

  • Low-impact events have a limited impact on the physical outdoor space. Requests for these events must be submitted a minimum 15 business days in advance of the event.
  • High-impact events include road closures, the use of multiple areas on campus, the use of sound systems, events where alcohol will be served and/or events with a large number of attendees. Requests for these events must be submitted six (6) months in advance of the event.  When an event involves road closures, traffic control, etc., the traffic management plan must be finalized a minimum of 30 business days prior to the date of event setup.

* asterisks denote required fields

Organization

Organizer contact information

Please note, event organizer must be on site during the event. If you are not going to be on site, please provide an alternate contact when booking is confirmed.
Event Details
Details include: rationale for access, number of vehicles. Times will be based on setup and takedown. Vehicles are not permitted to remain in the public realm for the duration of the event. Bollards must not be left lowered and unattended at any time. Charges will apply.

Event Location

Please use this UBC campus map to determine where you would like to hold your event. If you are requesting space at  SUB North Plaza or University Commons (plaza outside Alumni Centre and Nest) please indicate which area(s) you would like to hold your event.  If your event utilizes various areas of campus, including UBC roads, Ministry roadways, please upload your event route and traffic management plan below.

Please upload your event route
Files must be less than 2 MB.
Allowed file types: gif jpg png pdf doc.
Please upload your traffic management plan
Files must be less than 2 MB.
Allowed file types: gif jpg png pdf doc.
Please indicate where you would like to hold your event, be as specific as possible and how the area will be used (eg, tent (include size), tables, chairs, etc.). If your event is a utilizes various campus areas (eg, campus roads, Ministry roadways, etc.), please email your route and TMP to outdoor.bookings@ubc.ca

Dates and times

Single day event
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Multiple day event
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Considerations

You will need to consult UBC Parking Services, please complete this parking and event approval document.

UBC Parking can assist with your traffic management plan (TMP). If assistance is required, please complete this parking and event approval document and submit to UBC Parking.

We accept pdf, doc, docx, gif, jpg, and png files, no bigger than 2 MB. Alternatively, you could send your document to outdoor.events@ubc.ca.
Files must be less than 2 MB.
Allowed file types: gif jpg png pdf doc docx.

Please visit students.ubc.ca for more information about planning an event where liquor will be served and how to obtain a liquor license.

All public events, including caterers, must submit a temporary food services application.  The lack of submission of the Temporary Special Event Food Permit to Vancouver Coastal Health could lead to closure of an event or further consequences.  Guidelines for Food Safety Management Plans should also be reviewed. 

If yes, please complete the Event Signage Request Form. 

Provide any additional information regarding your event. This will expedite the approval process.

Terms and conditions

The following "Terms and Conditions" are incorporated into, and form part of, the booking agreement, as agreed to upon submission of your outdoor booking request:

  1. Access for all emergency vehicles must be provided when necessary.
  2. The event is conducted in a safe, orderly manner; adequate security is provided.
  3. The event is restricted to the assigned area (as applicable).
  4. The event does not interfere with University operations or other members of the University community.
  5. If food is being served, the event organizer has reviewed the Guidelines for Food Safety Management Plans and has received a food safety permit from Vancouver Coastal Health.  The permit must be shown, upon request, at any time prior to or during the event.
  6. If alcohol is being served, the event organizer has reviewed the Special Occasion Licence Policy Manual and received an approved Special Occasion License (SOL).
  7. The event organizer is responsible for any property damage that occurs as a result of the event. Damages will be assessed and repairs costs billed to the event organizer.
  8. The event organizer will strive  towards UBC’s goal of zero waste by arranging for recycling and food scraps bins and signage, appropriate to the type and size of event. Bins can be obtained from UBC Waste Management; signage resources and guidance on event waste management are also available.
  9. The event organizer is responsible for leaving the area clean and litter-free and may be billed for all subsequent costs incurred by the University for cleanup.
  10. In some instances, a deposit may be required to cover potential damage, cleanup, or other costs as well as to ensure compliance with University policies (eg, Policy #13 - Serving and Consumption of Alcohol).
  11. The event organizer will ensure traffic control personnel follow the approved traffic management plan. 
  12. Vehicles are not permitted on grassy areas or pedestrian walkways and plazas.
  13. Vehicle and pedestrian access to student residences, private residences, academic buildings and commercial businesses must not be obstructed.
  14. The University has contracted for certain advertising and commercial sponsorship relationships with third parties. The University reserves the right to refuse or cancel bookings for outdoor space that, in the University's opinion, would put the University in violation of these contracts. The University shall not be responsible for any costs or damages resulting from this action.
  15. Approval may be revoked without compensation in the event of a breach of any laws, by-laws, or the terms and conditions set herein. Non-compliance may also result in additional charges. Any infractions or violations will be noted and will be applied towards any consideration for future booking or against current bookings for that group.
  16. Event organizer must be on site for the duration of the event. If you are not going to be on site, please provide an alternate contact at the time of booking. 

 If you have any questions, please contact Community Development, Campus + Community Planning at outdoor.events@ubc.ca.