Forms and Policies

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

COVID-19 update: Please read the latest guidelines around event hosting, planning and filming on campus.


UBC COVID-19 Safety Rules and Protocols


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:

Events with Alcohol

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 or
  2. UBC Alcohol Request Form: Catering Company
  3. 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. 

Holding a Sustainable Event

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

Holding an Accessible and Inclusive Event