2) Determine how your event will impact the campus.
Requests for outdoor spaces are divided into low impact and high impact categories, based on the level of impact the event will have on campus. See the Impact Level: How far in advance should I book my event? entry in the Booking FAQ to determine how early you need to submit your request.
3) Submit the Event Risk Management checklist
An easy-to-use tool has been created to help UBC event bookers analyze the risks associated with holding events on campus. A risk assessment is required for all campus events using this tool going forward. To carry out a risk assessment click here to download the Event Risk Assessment form and follow the instructions.
[EL1]Correct link: https://riskmanagement.sites.olt.ubc.ca/files/2019/09/Event-Risk-Management-at-UBC-interactive-v2.pdf and the form uses the incorrect email address, NEED TO FIX
What happens after I submit my outdoor application?
After your online booking form is received, the Film & Events Office will complete the following:
1) Confirmation of availability
It is a UBC priority to utilize outdoor spaces to meet UBC’s mandate and to support the creation of a vibrant campus, year-round. UBC reserves the right to ensure that any use of bookable space does not compromise the University’s activities, as well as the safety and security of persons and facilities. Priority will be given to events that support core academic/educational activities.
The appropriate stakeholders will be consulted when confirming event date and location availability to ensure that the event will have a minimal impact on university operations, faculty, staff, students and the campus community and that there are no other potential conflicts of use.
2) Risk Assessment
After availability is confirmed, the Film & Events Office will examine the events’ risks to ensure compliance. Risks may include everything from liquor regulations to University trademarks and copyright to insurance and more.
If the event attendance is over 100 people and/or with alcohol, additional risks will be reviewed to ensure a safe event.
UBC will only impose limitations on the time, place, event noise and manner of such expression 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.
3) Site Visit
At the discretion of the Film & Events Office, a site visit might be required to assess additional risks.
4) Confirmation Email and Instructions
Once approval has been granted, a confirmation email or permit will be sent to the event organizer, along with instructions for set-up and event close and clean up.
If serving food and/or alcohol, a temporary confirmation email will be sent to the event organizer. A final confirmation will be sent once the food permit and/or Special Event Permit has been received.
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 UBC RCMP detachment.