Impact Level: How far in advance should I book my event?
This depends on the type of event you plan on holding. The details of your event will determine how early you should submit your request:
- 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.
In some circumstances and as resources allow, the University may consider event requests that are received within a shorter time frame.
What risks does Community Development assess when evaluating my outdoor event request?
Community Development is committed to ensuring that events held on campus are safe and well-planned. The following are risks that may be assessed during the evaluation process:
- Compliance with all applicable laws, including but not limited to hate legislation, relating to the licensee’s use of the University Space;
- Indemnity in favour of the University;
- Insurance and liability;
- Government fees & licenses;
- Set up/clean-up charges & extra services (e.g. AV equipment/furniture/catering);
- Rules concerning signs, posters, advertising, merchandising, etc.;
- University trademarks & copyright;
- Hours covered by agreement;
- Liquor regulations, if applicable;
- Security and policing, if applicable;
- Traffic and parking;
- Safety and emergency procedures;
- Costs (overhead charges, opening/closing fees, service fees)
- Rental charges, damage charges & cancellation fees, if applicable;
- Impacts to the event participants, spectators and University community including, noise; and
- Any other relevant matters.
Which “campus stakeholders” are advised about my event request?
Community Development consults with a number of campus stakeholders about upcoming events via the Outdoor Events Committee. Feedback from the Outdoor Events Committee helps ensure high impact events are managed to have a minimal disruption to University operations, faculty, staff, students and the Campus community.
Outdoor Events Committee Stakeholders may include:
- Alma Mater Society (AMS)
- BC Ambulance Service
- Building Operations
- Campus Security
- Campus & Community Planning
- Classroom Services
- Chan Centre for the Performing Arts
- Green College
- Ministry of Transportation and Infrastructure
- Office of the Vice-President, Administration
- Office of the Vice-President, Students
- Parking & Access Control Services
- Student Housing and Hospitality Services
- UBC Athletics
- UBC Properties Trust
- University Endowment Lands
- University Neighbourhood Association
- Vancouver Coastal Health
- Vancouver Fire & Rescue Services
- Other stakeholders as necessary
Low impact events will be discussed and consulted with direct stakeholders only. High impact events will be presented and discussed at the Outdoor Events Committee.
Additional approvals for events may be required from other University departments and/or outside agencies (including the Ministry of Transportation and Infrastructure) depending on the nature of the event, required equipment, and the impact of the event on surrounding activities. Please contact Community Development at email@example.com if you have any questions about what additional approvals may be necessary for your event.
Do I need to pay to book an event on the UBC Point Grey campus?
Costs for use of UBC outdoor space by third-party events will be charged as follows:
- Charitable Events: $0 - 100% of the proceeds towards a charity and little or no impact to campus
- Low Impact: $150 - $300 depending on event scope and logistical support required
- Medium Impact: $300 - $600 depending on event scope and logistical support required
- High Impact: $750 - $1,000 depending on event scope and logistical support required
Event organizers may also be required to pay a deposit when booking an outdoor event at UBC. The amount of the deposit is determined by Community Development, in consultation with other departments as required. Deposits that have been paid will be refunded after all costs have been paid in full.
Charges may be required for security, traffic management, labour, and/or equipment rental, and rates are determined by the respective department(s). Payments for equipment and services may be billed by Community Develoment or paid directly to the appropriate department(s).
After the event, Community Development reserves the right to assess any new costs that have arisen from the event, including, but not limited to, damages.
Which locations are available for booking through Community Development?
Submit your Outdoor Booking request indicating the preferred location(s), see Determine the location of your booking request on the booking process page. Community Development will contact the event organizer if there are any concerns regarding the requested location(s).
Does my event have to end by a certain time?
Depending on the impact of your event to the Campus community, proximity to residents, etc., approval may be received from Campus & Community Planning for events to occur later in the evening.
Outdoor events serving alcohol must conclude by 10:00pm. Serving times may be extended with the permission of the RCMP prior to the approval of a Special Occasion License).