Outdoor Events

The Film & Events Office is responsible for managing and approving all outdoor event requests at UBC.

If you have never planned an event at UBC before - it is advised to take this course on planning and hosting an outdoor event. 

Planning and Hosting an Outdoor Event 

Or visit our webpage on everything YOU need to KNOW on planning an outdoor event at UBC. 

This is the process to book space for an outdoor event at UBC. To book an indoor space instead, click here.

Applications must be submitted within the deadlines below. Late applications will not be considered:

  • a minimum of 15 business days (Mon-Fri except statutory holidays) prior to event start date. Any less than 15 BUSINESS DAYS, your application will not be considered. 
  • a minimum of 30 business days in advance of event setup if alcohol is being served at the event
  • a minimum of six (6) months in advance of event setup if the event has a high impact to campus (e.g. road closures, disruption to the academic core, use of multiple areas, etc.). A Traffic Management Plan for events involving road closures and traffic controls must be submitted a minimum of 30 business days prior to event setup.

Please note - busking and performing for personal solicitation is not permitted on campus.

Outdoor Event Booking Process

Follow these steps when booking an outdoor event at UBC.

Explore a wide selection of outdoor locations you can use to host your next event with the Location Library. 

The Location Library features 12 commonly booked outdoor spaces on campus. Each location page includes downloadable blank site plans. A site plan/map is required in your Outdoor Event Application. 

For an outdoor space that isn’t in the Location Library, use the following maps to determine the location of your event and include this in your Outdoor Event Application.

You can also find downloadable UBC base and wayfinding maps here. 

Submit an Outdoor Event Booking Request, and include the event location (site map), Event Risk Management Form and all other pertinent event details. An Event Risk Management Form is required for all events that fall within the form's requirements. Outdoor event booking requests may be delayed if a complete form is not received.

Applications are reviewed on a first-come, first-serve basis. Late applications may not be approved. You can view the estimated response time to your application by visiting the Outdoor Event Booking Request page.

What happens after I submit my outdoor event booking request?

After your online outdoor event booking request is received, the Film & Events Office will complete the following:

Confirmation will be provided once the appropriate stakeholders are consulted. There can be no conflicts with university operations or with use of the proposed space and there must be limited disruption to the campus community. Priority will be given to events that support core academic/educational activities.

The Film & Events Office will examine the events’ risks to ensure compliance. UBC will only impose limitations 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.

If the event exceeds 100 attendees and/or alcohol is being served, additional risks will be reviewed to ensure a safe event. 

At the discretion of the Film & Events Office, a site visit might be required to assess additional risks.

A Short Term Outdoor Rental Agreement is required for all outdoor events, and will be delivered to the event organizer by email who must read and understand the terms and conditions outlined in this agreement.  A permit fee is charged commensurate with the type of event and is in addition to other fees that may apply.

Review Short Term Rental Terms and Conditions. 

Final approval is provided once the Film & Events Office receives the countersigned Short-Term Rental Agreement, payment and event insurance.

Event insurance as follows:

  1. UBC sanctioned event and/or part of the University's curriculum or mandate - covered by UBC's insurance policy.
  2. AMS sanctioned student club or student constituency event - covered by AMS's insurance policy. Receipt of the Agreement signed by the AMS VP Finance or AMS VP Admin must be received in order for the insurance to apply.
  3. Other UBC club/teams that are a part of an academic program - covered under the UBC insurance. 
  4. UBC student, staff or faculty events that are not a sanctioned event or part of the University’s mandate/curriculum, and third party events - insurance certificate of $5 million is required, with University of British Columbia named as additional insured.  

Final 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 RCMP - UBC Detachment. For events that exceed 100 persons, approval from Vancouver Fire & Rescue Services - UBC Detachment will also be required. The Film & Events Office will work with the regulatory bodies for approvals.