Outdoor Event Application

UBC Film and Events office is receiving an unusual amount of event requests. It may take up to 5 business days before we can review an event application.

NOTE: Please read the Coronavirus (COVID-19) guidelines.

Your event application must be submitted to the Film and Events office a minimum 15 business days before the event date. If the event has a high impact to campus (road closures, alcohol being served, etc.) the request must be submitted a minimum 6 months.

Outdoor Event Fees

UBC student and departmental events will be charged a nominal fee for the short-term rental agreement.

Third party events for use of UBC outdoor space by third-party events will be charged between $150 - $1,000 per day based on the impact to campus. All promotional event requests will be charged $500 per day.

Submit your Outdoor Event Application

This form will take approximately 10 min. to complete. All questions are required unless denoted otherwise.

Are you applying on behalf of an external organization?

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.


Is this event for charity?

My event will be a:

Setup and takedown times must occur a maximum of 2 days before and after the event date/time.

Date and start time Event end time Setup time Tear down time Operations
Do you require vehicle access for event set-up and tear down?

Please download the UBC Vancouver campus map and indicate on the map where you would like to hold your event. 

If you are requesting space at UBC Life Building 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 and Ministry roadways, upload the entire event route map or course outline and traffic management plan.

You can find downloadable UBC base and wayfinding maps here

One file only.
64 MB limit.
Allowed types: gif, jpg, png, pdf, doc, docx, ppt, xls, .

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

Effective July 1, 2021: Outdoor organized gatherings are allowed for 5,000 people or 50% capacity, whichever is greater. 
For example, if the venue can hold 6,000, then you can have 5,000. If the venue holds 12,000, you can have 6,000. 

For AMS and UBC events - Is it endorsed by the overseeing Dean, Vice President or designate?

All on-campus outdoor events require a COVID-19 Event Safety Plan to ensure effective controls are in place to prevent the transmission of COVID-19. On the Safety and Risk Services website, under Events and Gatherings Safety Plans you will find the most recent version of the COVID-19 Event Safety Plan. Be sure to review the Outdoor Event Safety Protocols before finalizing your safety plan. 

One file only.
64 MB limit.
Allowed types: gif, jpg, png, pdf, doc, docx, ppt, xls, .
*Please ensure that you include the name of your endorsing Sponsor.

Will participants pay a fee to enter the event?
Will street parking be impacted by the event?
Will alcohol be served at the event?

Please see the Special Event Permit Terms and Conditions for information about the requirements for a licensed event. 

If you are the event organizer responsible for serving alcohol, submit a UBC Alcohol Request Form along with the event application. If you are a caterer, responsible for serving alcohol, submit a UBC Alcohol Request Form: Catering Company along with the event application. ONLY ONE REQUEST TO HOLD AN EVENT WITH ALCOHOL FORM IS REQUIRED FOR SUBMISSION. 

Will food be served at the event?
Please review the Guidelines for Food Safety Management Plans from Vancouver Coastal Health. 
Will a power-boosted sound system be used for speeches or music?

Please be aware that noise must be kept to a minimal levels to not disrupt nearby classes or university operations. 

Do you require electricity? Power may not be available in all areas

Please be aware that only standard draw is available. If more power is needed, a generator must be supplied by event organizer. An electrical permit may be required.

Will sensitive materials be used for this event (e.g., toy guns, potentially offensive images)?

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

The following "Terms and Conditions" are incorporated into, and form part of, the Short Term Rental Agreement:

  1. Access for all emergency vehicles must be provided.
  2. The event is conducted in a safe, orderly manner; adequate security is provided.
  3. The event is restricted to the assigned area(s).
  4. The event does not interfere with University operations or other members of the University community.
  5. As per Policy #UP8 - Posting of Posters, Notices and Signs, no material shall be attached to trees, lamp standards, grounds furniture or statuary,  traffic controls, building signs, directional signs, warning signs or other fixtures. This includes the use of chalk and spray paint.
  6. 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.
  7. If alcohol is being served, the event organizer has received an approved Special Event Permit (SEP), reviewed the Special Event Permit Terms and Conditions, and received an approved Alcohol Request Form.

  8. The event organizer is responsible for any property damage that occurs as a result of the event. Damages will be assessed and repair costs billed to the event organizer.
  9. The event organizer will strive towards UBC’s Zero Waste Action Plan by arranging for recycling and food scraps bins and signage, appropriate to the type and size of event. UBC departments can obtain bins from UBC Building Operations - Waste Services. Signage resources and waste management take action tips can be found here. Third party event organizers will work with Film & Events Office to obtain appropriate waste/recycle bins. Bin rentals will be charged back to the event organizer.
  10. 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.
  11. A deposit may be required to cover potential damage and cleanup at time of booking.
  12. If the event imapcts traffic flow, the event organizer will ensure that licensed traffic control personnel follow the approved traffic management plan. Only licensed traffic control personnel are permitted to control traffic.  
  13. Vehicles are not permitted on grassy areas, pedestrian walkways, plazas, or in the public realm without prior written notice.
  14. Vehicle and pedestrian access to all buildings must not be obstructed.
  15. 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.
  16. 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.
  17. Event organizer must be on site for the duration of the event. If you are not going to be on site, an alternate contact may be provided. 

Access important event Forms and Policies

Contact Us

Contact the Film & Events Office at outdoor.events@ubc.ca.