CORONAVIRUS (COVID-19) AND UBC’S RESPONSE: Information and FAQs available here. Events have been cancelled to May 30th.
1) Determine the proposed location of your event.
In your booking please define/indicate the requested area(s) for your event. The Film & Events Office reserves the right to change the requested location due to space availability or appropriateness of the location to hold the event.
2) Determine how your event will impact the campus.
Requests for outdoor spaces are divided into low impact and high impact categories, based on the level of impact the event will have on campus. See "How far in advance should I book my event" in the FAQ.
3) Submit the Event Risk Management Checklist
An easy-to-use tool has been created to help UBC event bookers analyze the risks associated with holding events on campus. A risk assessment is required for all campus events using this tool going forward. To carry out a risk assessment click here to download the Event Risk Assessment form and follow the instructions.
What happens after I submit my outdoor application?
After your online booking form is received, the Film & Events Office will complete the following:
1) Confirmation of Availability
It is a UBC priority to utilize outdoor spaces to meet UBC’s mandate and to support the creation of a vibrant campus, year-round. UBC reserves the right to ensure that any use of bookable space does not compromise the University’s activities, as well as the safety and security of persons and facilities. Priority will be given to events that support core academic/educational activities.
The appropriate stakeholders will be consulted when confirming event date and location availability to ensure that the event will have a minimal impact on university operations, faculty, staff, students and the campus community and that there are no other potential conflicts of use.
2) Risk Assessment
After availability is confirmed, the Film & Events Office will examine the events’ risks to ensure compliance. Risks may include everything from liquor regulations to University trademarks and copyright to insurance and more.
If the event attendance is over 100 people and/or with alcohol, additional risks will be reviewed to ensure a safe event.
UBC will only impose limitations on the time, place, event noise and manner of such expression as may be necessary to ensure that the University’s activities, as well as the safety and security of persons and facilities, are not compromised.
3) Site Visit
At the discretion of the Film & Events Office, a site visit might be required to assess additional risks.
4) Confirmation Email and Instructions
Once the event is at the approval stage, a short term outdoor rental agreement will be sent to the event organizer, along with instructions for set-up, take down and clean up.
Short term rental agreements vary as follows:
- UBC Short Term Rental Agreement - A UBC sanctioned event, part of the University's curriculum or mandate.
- AMS Short Term Rental Agreement - any AMS student club. The agreement must be signed off by the AMS VP Finance or AMS VP Admin.
- Third-party Short Term Rental Agreement - any third party event or UBC student, staff or faculty event that is not a UBC sanctioned event or not a part of the University's curriculum or mandate.
A copy of the signed agreement must be returned to the UBC Events & Film Office to confirm
Event insurance will also be required as follows:
- If the event is a UBC sanctioned event, part of the University's curriculum or mandate, the event is covered by UBC's insurance policy.
- If the event is an AMS student club, the event is covered by AMS's insurance policy. This insurance is in effect once the contract has been signed by the AMS VP Finance or AMS VP Admin.
- If the event is a third party event or UBC student, staff or faculty event that is not a UBC sanctioned event or not a part of the University's curriculum or mandate, insurance will be required up to $5 million. The insurance amount is dependent on the nature of the event and its impact to campus. University of British Columbia must be named as the additional insured on the policy.
If serving food and/or alcohol, a temporary confirmation email will be sent to the event organizer until the approval has been received from the regulatory organizations.
Approval for the serving of food will be provided by Vancouver Coastal Health.
Final approval for the serving of alcohol will be provided by the UBC RCMP Detachment. Events with 100+ attendees will also be provided by Vancouver Fire & Rescue Services UBC Detachment.