Submit your Outdoor Event Booking Request
Relationship to UBC:
- Select - Student Faculty/Staff Other
Are you booking on behalf of an external organization?
What is the name of your organization?
Organizer Contact Information
Faculty, department, AMS club name or external organization:
Name of organizer:
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.
- Select - Booth Fenced in Open space Race Other
Purpose of event:
Is this event for charity?
What is the name of the charity?
Details of the event - please include as much detail as possible:
Dates and Times
My event will be a:
What is the start date and time of your event?
What is the end date and time of your event?
Setup and takedown times must occur a maximum of 2 days before and after the event date/time.
When will you start setting up for your event?
When will you finish tearing down your event?
Do you require vehicle access for event set-up and tear down?
Please provide details. Include date, time, number of vehicles and rationale for access.
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.
Provide event location details if required. (ie. measurements of fencing, tables, staging, etc).
Number of participants:
Number of event staff:
Number of spectators expected:
Coronavirus (COVID-19) guidelines
For AMS and UBC events - Is it endorsed by the overseeing Dean, Vice President or designate?
If yes, provide name of Dean or Vice President, or designate.
If the event has not been endorsed, please provide rationale.
Is this a one-time, episodic occurrence?
Will there be more than 50 event participants in attendance?
If Yes – this event will not be considered as UBC will not approve any event that exceeds 50 participants.
All on-campus outdoor events require a UBC Outdoor Event COVID-19 Safety Plan to ensure effective controls are in place to prevent the transmission of COVID-19. Please use the following
template as your safety plan. Be sure to review the Outdoor Event Safety Protocols before finalizing your safety plan. Other Considerations
Will participants pay a fee to enter the event?
Will street parking be impacted by the event?
What restrictions should be implemented for street parking?
Will street traffic control be required?
Will alcohol be served at the event?
Will food be served at the event?
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.
Please indicate the power requirements and their location(s):
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. Terms and Conditions
The following "Terms and Conditions" are incorporated into, and form part of, the short term rental agreement:
Access for all emergency vehicles must be provided when necessary.
The event is conducted in a safe, orderly manner; adequate security is provided.
The event is restricted to the assigned area (as applicable).
The event does not interfere with University operations or other members of the University community.
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.
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.
If alcohol is being served, the event organizer has received an approved Special Event Permit (SEP) and reviewed the Special Event Permit Terms and Conditions .
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.
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. Bins can be obtained from UBC B uilding Operations - Waste Services ; signage resources and waste management take action tips can be found here.
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.
In some instances, a deposit may be required to cover potential damage, cleanup, or other costs as well as to ensure compliance with University policies (eg, Policy #SC9 - Serving and Consumption of Alcohol ).
The event organizer will ensure traffic control personnel follow the approved traffic management plan. Only licensed traffic control personnel are permitted to control traffic.
Vehicles are not permitted on grassy areas or pedestrian walkways and plazas.
Vehicle and pedestrian access to student residences, private residences, academic buildings and commercial businesses must not be obstructed.
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.
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.
Event organizer must be on site for the duration of the event. If you are not going to be on site, please provide an alternate contact at the time of booking.