Forms and Policies

See below for a list of all the relevant forms and policies you'll need for booking an outdoor event.



As the event organizer, you have a legal responsibility to follow all provincial and university rules regarding events on campus. You are also responsible for ensuring the safety of all those who attend the event, including but not limited to:

Guidance on UBC Ceremonies, Events, and gatherings during COVID-19

All organized gatherings and events at UBC must adhere to UBC Campus Rules and meet the requirements of the relevant Provincial Health Orders (PHO) that are current at the time of the event.

The following policy must be reviewed and  must be signed and submitted to the Film & Events Office 30 business days prior to the start of the event when alcohol is being served:

UBC requires the following forms when requesting an event with alcohol:

  1. UBC Alcohol Request Form 
  2. Event Safety and Emergency Response Plan for events over 100 people.  If alcohol is being served by a licensed caterer, the Catered Event Safety and Security Plan from the Liquor and Cannabis Regulation Branch is required. 

If food is being cooked and sold, a temporary food service permit will be required from Vancouver Coastal Health. Please review the relevant sections on cooked food in the Guidelines for Food Safety Management Plans from Vancouver Coastal Health.

Please visit Vancouver Coastal Health's page on Food Service Permits.

Event planners should use UBC Sustainability's green event planning tips to produce a zero-waste event.

Event organizers should use the Equity and Inclusion Office's Accessible and Inclusive Event Planning guide when planning an event.